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3 Ways You’re Failing at Optimizing Labor Output With Your Employee Time Tracking Solution

By Shannon Corgan, Director of Marketing

Labor is typically the biggest expense on projects. To make your projects profitable, you not only have to manage your labor hours, you also need to look at what your employees have completed on the job site. Managing your labor hours and what they’ve completed is even more challenging when you have a mobile workforce. With mobile employees, it’s difficult to get progress information as quickly as you need to keep your project on schedule and on budget.
If you’re not tracking production units with your mobile employee time tracking solution these 3 ways, you’re failing at optimizing your labor output:

Enter Production Units By Employee
Track and Measure Production By Employee – Do you suspect that one employee might be carrying the load on a crew and you might have some underperformers slowing down the whole crew? If you’re running multiple projects at the same time, it’s difficult to know if everyone is being as productive as they could be without being on the job site watching the employees all the time. If you’re tracking production units per employee, you can use it as a motivational tool by using historical averages of production units completed per employee on similar jobs and offer bonuses for the employees that are above average performers. Some construction projects have payouts or accelerator bonuses that are paid when projects hit milestones early or complete a project ahead of schedule. By tracking your production units from the employee, you can drive your employees’ behavior and get more done on a project each day. When you measure production units completed by each employee virtually in real time, you’re better able to manage your project to profitability.

Optimize Staffing with Employee Time Tracking SolutionOptimize Staffing Levels to Keep Project On Schedule – If you’re not tracking the production units in near real time with your employee time tracking solution, it’s difficult to know when you need to add additional temporary workers or pull employees from another job to keep your project on schedule. If you’re relying on spreadsheets or paper daily progress reports, you’re making future decisions based on old information. When you’re tracking production units in near real time, you know if you’re falling behind on the scheduled tasks for the day and can request additional workers to keep your project on schedule. You’re making decisions right now based on what’s happening right now. Your supervisors will know if they need to bring in additional employees to stay on schedule. If they’re ahead of the production schedule, they could also decide to cut the hours of some of the staff to reduce labor costs. By knowing what’s produced in near real time, supervisors can right-size their staffing levels to keep their projects on schedule. 

 

Enter Production Units by CrewTrack and Measure Crew and Supervisor Performance – Your supervisors can track the production units completed by their crew each day or whenever his/her employees change their tasks or activities for the day. The supervisor can enter the crew’s production units in near real time so that everyone in the field and in the office knows what’s been accomplished. By tracking production units by crews, you can compare crews against other crews completing similar tasks to see how well your foremen or supervisors are managing their crews. Good friendly competition among the supervisors and crews can motivate staff to be even more productive and keep your projects profitable and on schedule. You might even see more projects come in under budget and completed before your project scheduled deadlines. You can also identify top performing supervisors and foreman and have them share their best practices to get your crews to accomplish more on the job site each day.

 

WorkMax TIME is the only cloud-based employee time tracking solution that makes it easy to track what’s being completed on the job site without being there from any mobile device anywhere. With WorkMax TIME, you can measure individual employee performance and the performance of your supervisors or foreman to make decisions virtually in real time as employees are completing tasks on the job site. By tracking production units by crew or employee, you can right-size your staffing and know your projects will be profitable before the project is completed.

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Divorce Paper

3 Reasons To Divorce Paper Forms for Mobile Forms

By Shannon Corgan, Director of Marketing 

You’re constantly frustrated by managing mobile employees when it comes to paperwork. Here are the top 3 reasons, you should ditch those paper forms and simplify your life with mobile forms:


1I can’t get my employees to fill out paper forms – When you’re an employee that works in the office and has to collect the forms from your mobile or field employees, you don’t know what you don’t know. The employees and equipment are out in the field moving from job to job and it’s difficult to get all of your employees’ paperwork back to the office and easily track your assets. You probably provide safety training and Toolbox Talks to educate your employees about why it’s important to fill out safety checklists and to fill out your paper safety forms. You know they’ve received training about filling out a safety checklist of their work area, but most of the time you don’t receive the safety checklists back in the office. In the office, sometimes you don’t hear about safety issues until much later. Because you’re not getting your safety checklists back in the office, you end up being reactive instead of proactive with your safety program. If you hear about a safety issue and when you check the safety logs, you’ll often find that what you heard about in passing doesn’t have a corresponding safety or injury report. You are frequently requesting forms after the fact.


2Employees don’t fill out the RIGHT forms – Many times when employees are filling out paper forms for performance improvement plans, safety or injury reports, or safety checklists, it can require additional information to mitigate any risk for your company. For example, if you have an employee complete a daily log report and they answer yes when they are asked if there were any injuries on the job today. You might instruct them on the form that they need to call the Safety Manager and/or Workman’s Compensation manager to see if they need to fill out an additional report. They may not have any them on the form to fill out. If so, they would need to fill out an additional injury report and potentially fill out the OSHA 300 log depending on the injury. It might also require some Workman’s Compensation paperwork also. You also run into issues when employees fill out outdated forms which then require you additional phone calls, emails, and text messages to get the new information you’ve added to the current paper form. There are times when you need an employee to fill out more than one form, so even after you get the first injury report form, you have to send additional follow up forms.

3Paper Forms are Late or Missing - Does your HR or payroll team always feel like they are behind the eight ball when it comes to getting new hire paperwork quickly from the field? Typically you’re rushing to manually enter the new hire paperwork into the HR or accounting system because you receive it after the new employee’s start date. This late paperwork compounds more of your headaches because you have to figure out how to get the employee’s hours entered correctly for the hours they worked before you even knew they existed. You also have to assign the job costs to the right projects and cost centers to get accurate job costing. This means that you have to call, email, or text the employee’s supervisor and ask him to send you the information to manually enter it into the accounting/payroll system. 

There are also many times when you get a last minute job to complete a work order for a client. Because you have paperwork orders, you have to send employees to the customer’s location as soon as possible with verbal or instructions by text message. They may or may not even have the right tools or equipment with them to fix the customer’s problem because they didn’t receive the detailed paperwork order before being dispatched to the client’s location. Your employees are not showing up not as prepared as they could be because there’s not an easy way to get the paperwork order to the employee before they get to the customer’s location.

With all the extra work paper creates for you, it’s time that you look for a new way to manage your mobile employees and forms. It’s time for the BIG "D" word, DIVORCE! It’s time to break up with paper and put in those divorce papers. If you want to know how you can increase your safety or form completions and get them to your office staff in real time, you should check out our Harvest Energy Services Success SlideshowThey increased their safety form completions by 200% by making paperwork easy with mobile forms. WorkMax FORMS also has nested forms and conditional logic that will present follow-up forms based on responses in the current form. To improve the number of forms completed and get them to the office in a timely manner by combining WorkMax TIME with WorkMax FORMS. With WorkMax TIME + WorkMax FORMS, you can prompt your employees to answer questions and that will automatically present the needed forms on their mobile devices when they Clock IN/OUT. We know employees want to make sure they track their hours worked accurately, so they’re much more likely to give your office staff the data they need from the field when you tie the forms to the Clock IN/OUT.

 

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Ive Lost that Loving Feeling For Paper for Employee Time Tracking Mobile Forms and Asset Tracking

3 Ways Paper is Crippling Your Office Staff When it Comes to  Employee Time Tracking, Asset Tracking, and Business Forms

By Shannon Corgan, Director of Marketing

This week’s blog was submitted anonymously by a very disgruntled Payroll Manager. She’s just couldn’t hold back that she’s lost that loving feeling for paper. Though she’s tried to explain to her bosses about it, she’s having a tough time getting through and wanted to see if other office managers or payroll managers are experiencing the same thing. Let me warn you that she really lets loose and goes into graphic detail about how paper is physically affecting her, so be prepared. If you have any tips on how she can get her business owners to consider automating her employee time tracking, business forms, or asset tracking, you can reply to the email you received today. 

We really hope your relationship with paper hasn’t affected you as negatively as it’s affected her. We knew it was frustrating dealing with paper for employee time tracking, business forms, and asset tracking when you’re managing a mobile workforce, but we had no idea it had gotten this bad.

Here are the top 3 reasons why the office manager who shall remain anonymous has lost that lovin’ feeling for paper:

v2 Laryngitis

1. Laryngitis – I feel like I’m constantly losing my voice because of all the calls I have to make to collect paper timesheets and forms from my mobile employees and supervisors. Even after I get the paper forms and timesheets back in the office, I am STILL missing signatures or critical business information on the paper asset tracking logs, timesheets, or HR forms and have to make even more phone calls to my guys in the field. Somedays I have no voice left at the end of the day from all the phone calls and feel like I'm swallowing glass. Because most of our employees are mobile and in the field, the burden is put on me and the other office staff to get all the information from the field. We’re constantly frustrated with incomplete information for employee time tracking, business forms, and asset tracking. Our bosses don’t like change and keep sticking with broken manual processes and paper forms.

 

Hand Cramps2. Carpel Tunnel and Tenosynovitis – I have carpal tunnel from typing so many emails to my mobile employees and Tenosynovitis from texting my field employees because I can’t read their handwriting. Whoever taught them penmanship should be fired. If I wasn’t in so much pain from all of this typing, texting, and mouse clicking, I’d send each school board member a letter that they need to do a better job teaching penmanship in schools. My field employees think I can read chicken scratch and hieroglyphics. Imagine that. They might as well also call me the all-knowing Wizard of Oz while they're at it. I’m also about to lose my index finger because of all the mouse clicking to create job folders to save photos, scanned forms, and videos into the right folders on the server to keep all the documentation organized. Don’t even get me started on how ridiculous it is that I have to first read chicken scratch and then I have to spend hours manually entering the employee time tracking information into the payroll and accounting systems. The several hours it takes for me to do manual data entry for the employee time tracking and payroll, doesn’t even include the hours I spent entering paper safety forms or other HR forms into other business applications. It’s 2018 and I’ve definitely lost that loving feeling for paper. We are not even in a love/hate relationship, I hate paper and manual processes and my poor hands can't take it anymore. 

Broken Foot

 

3. Stress Fractures in My Feet – I have stress fractures in my feet from walking from job site to job site replacing old paper forms and timesheet forms with updated timesheets, business forms, and asset tracking logs. When we can't find a piece of equipment, I'm even sent to the job site to try and find it. You don’t even want to see the bunions I have on my feet too. I’m tired and my feet hurt. I want digitized mobile forms that can dynamically update and customize forms across all devices in a matter of a few clicks across all of your mobile devices and PCs. All of our mobile employees have smartphones, so I want us to finally break up with paper to start working smarter not continue to work harder. My old body just can’t take it anymore. 

 

 

If you’ve also lost that loving feeling for paper for your employee time tracking, asset tracking, or business forms, there are definitely more fish in the sea to help you solve managing your mobile workforce and mobile resources. With WorkMax TIME, FORMS, and ASSETS, you can harness the power of mobile technology to simplify managing your mobile people, forms, and things. We’d love to help you get your loving feeling back with managing your mobile workforce and making your life easier. Please let us know if you’re ready for a change and are looking to simplify managing your mobile workforce with a mobile solution for employee time tracking, mobile forms, and asset tracking. 

To learn more about WorkMax TIME, ASSETS, or FORMS, view our video or watch our Demo on Demand Now

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5 Key Time Savers Missing In Your Employee Time Tracking Solution 

By Shannon Corgan, Director of Marketing 

When looking for an employee time tracking solution, you want to make sure that you're getting a solution that is going to be as efficient as possible and save you the most time. Here's a list of the Top 5 Features that you're missing in your employee time tracking solution. 

 

Multiple Ways to Collect Employee Time TrackingMANY WAYS TO COLLECT TIME

Take advantage of the ultimate flexibility by collecting labor hours in real-time, after-the-fact with digital timesheets, or both real-time and after the fact digital timesheets with WorkMax TIME. You have the flexibility to use a combination of the time collection methods for employee time tracking to meet the needs of your whole organization. Time can be submitted by an individual employee or supervisors can track a crew's time with a smartphone or you can set up a mobile tablet kiosk at your client's locations. Your office staff can use a kiosk to clock IN/OUT or they can do it from their desktop, laptop, or mobile device. WorkMax TIME makes it easy and offers you many options to fit the needs of your organization to save you time processing payroll.  

Many Ways to Allocate Employee Time Tracking MANY WAYS TO ASSIGN OR ALLOCATE TIME

Most project-based businesses want to track what their employees are working on. Other employee time tracking solutions only offer you one workflow to allocate time. If you don't allocate and collect your employees' time in real time and have your employees allocate their time in real time, you don't have an option to do it later. It's NOW or NEVER with other employee time tracking solutions on the market. With WorkMax TIME, supervisors or individual employees have the flexibility to quickly allocate labor hours to the right activity in real time or after the fact. Supervisors can even allocate time for their whole crew in real time or after the fact to save time and be more efficient and accurate with their job costing. 

 

PreAssign Tasks to Employees for Employee Time Tracking

PREASSIGN PROJECTS AND TASKS/COST CODES

Depending on the size of your company and level of detail with your cost codes, your employees could be wasting hundreds of hours a week scrolling through a list of thousands of irrelevant tasks or cost codes. Save your employees time by preassigning tasks to a project to limit the list of tasks and projects for them to select from when they are clocking IN and/or changing tasks throughout the day. This means that employees will only see the projects they are assigned to and the tasks related to their duties to save them time and make it much easier to get them to adopt a mobile employee time tracking solution. The easier and faster you make it to track job costs the more accurate your job costs will be.  

 

Know Where Your Assets Are Asset Tracking

KNOW WHO HAS AN ASSET & WHERE IT IS

Tired of spending too much time trying to find where your equipment is? How many phone calls, text messages, or emails does it take to find out who has the equipment or tools you're looking for? By using an employee time tracking solution like WorkMax TIME combined with WorkMax ASSETS for asset tracking, your employees can easily capture asset usage and you will know who has your assets, where they've been used and where it's all at. Save time and reduce asset losses with WorkMax TIME + WorkMax ASSETS. 

 


Production Units with Employee Time Tracking

KNOW WHAT'S COMPLETED ON THE JOB WITHOUT BEING THERE

Most employee time tracking solutions out there don't allow you to be able to track production units to know what's happening in the field and what's being accomplished. With WorkMax TIME, it's easy for your employees to track cost codes or tasks with production units from their mobile devices with the correct production units. To save time and get the right production units completed on your projects, WorkMax TIME sets up the right units of measure ahead of time so that you 're comparing apples to apples for all of your projects for your entire organization. With accurate production units with the right units of measure, you can confidently know what your employees have accomplished and quickly communicate it with your clients.

 

Find out how you can upgrade to the top solutions to manage all of your mobile resources all in one place with WorkMax TIME, ASSETS and FORMS, view our video or watch our Demo on Demand Now

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