Category Archives: Resource Management BLOG

12 Reasons to Track Time and Tasks in Real Time

Lets Get Real Real Time Tracking with ACTIONABLE insights to keep your projects on track. 8

Lets Get Real Real Time Tracking with ACTIONABLE insights to keep your projects on track. 8

12 Reasons to Track Time and Tasks in Real Time
By: Shannon Corgan, Director of Marketing 

Last week we talked about the financial benefits of tracking time entry in real time with after-the-fact allocation of tasks by your supervisors or employees to boost profits. While allocating tasks, units or cost codes after the fact is a good estimate, for an even more accurate time and task tracking, you really want to have your employees do it in real time. Why do you want your highly paid project managers or supervisors spending their time recapping what your employees did all day? Who would be better to do it than the employees as they are switching between tasks? WorkMax TIME Real-Time Entry with Real-Time Allocation is the most accurate way to track your employees’ time and allocate tasks, units, cost codes or phase codes. 

Learn how you can help your team become proactive, not reactive with an employee time tracking solution that tracks time and tasks in real time. Here are 12 Reasons to Track Time and Tasks in Real Time: 

1
Projects get completed within budget because you know your labor costs in real time. Keeping projects on budget becomes easy when labor costs are managed as it happens, in real time.

2
With accurate real-time allocation of labor costs to a project, you get paid faster. There are no delays going back and forth between your employees and accounting to create invoices for billable work. The faster accounting creates accurate invoices, the faster you get paid.

3
Reduces Overtime costs because employees and supervisors can easily see in real time when employees are approaching overtime. No more’ “OOPS, we went into OT.” Your employee and supervisors can see how many hours they’ve worked. 

4
Automatically calculates the amount of time spent on each tasks with accuracy. There’s no errors in calculating the amount time it takes to complete a task.

5
Get the EXACT amount of time it took your employees to accomplish the tasks on the projects to better estimate for future projects. With exact numbers, you can bid lower to win more business and STILL make a profit.

6
You get the actual time an employee clocks IN/OUT and where they were at when they clocked IN/OUT. You pay employees fairly for the time they actually work. No more estimating time worked or rounding time to the quarter hour or estimated time by your employees.

7Exclude travel time or the time it takes an employee to walk to their car before they clock out of work for the day with GPS location and GEO Fence. Know where employees are when they clock IN and OUT and only pay them for the time they are working while at the job, project or client where the work is supposed to be performed. Reduce labor costs with GPS location and GEO Fence.

8Know how much work was truly completed on the project when employees enter units completed in real time. You can add additional resources as soon as you need them. You don’t have to wait until the end of the day or the end of the week to understand when and where labor is needed, so it’s completed on time. 

9
Identify your top performing employees working on the same tasks and identify best practices by tracking labor in real time. Share best practices to finish your projects more quickly and make your clients happy. 

10
Use time and task tracking productivity to implement incentive programs or reward employees that are most productive for your business. Keep employees motivated by rewarding them when they finish tasks in real time instead of waiting until the end of long projects. Happy employees get more work done and work harder.

11
With real time visibility into tasks and units completed, you can finish your projects ahead of schedule and WOW your clients. Happy clients mean more business for you.

12Get nearly 100% accuracy for job costs with real-time cost codes or tasks, as its happening by your employees. No more guess work later or relying on employees’ memories when allocating costs to the right cost center, task or codes. No need for phone calls or emails to get accurate job costs. Your accounting team spends less time tracking down information and they get more work done.

As you can see, entry of time, task tracking, units completed and accurate cost code tracking gives you the most accurate way to complete your projects on time (and likely ahead of schedule) and on or under budget. When employees enter time in as it happens and allocate tasks, units, cost centers, or phase codes at the same time, you know what’s going on with your projects. You  know exactly what is going on with your projects and you can access this information from anywhere, anytime, 24/7/365.

View our five minute video to see how easy it is to track time and allocate tasks in real time.

If your company is looking to automate your employee time tracking with a digital time sheet, check out the 3 Reasons Why People Prefer Digital Time Sheets Blog. To learn more about the three time entry workflows included with WorkMax Time, view our three videos to find the right match for your company. The great thing with WorkMax TIME, you can use one, two or all three workflows to meet the demands of your business today or as you grow.

3 Ways Employee Time and Task Tracking Boosts Profits

3 Reasons Employee Time and Task Tracking Boosts Profits

3 Reasons Employee Time and Task Tracking Boosts Profits

 

3 Ways Employee Time and Task Tracking Boosts Profits
By Shannon Corgan, Director of Marketing 

Tracking tasks on a project can be a pain. You’re expecting employees and supervisors to change the way they’ve been doing business for years. In their mind, if it ain’t broke, don’t fix it. The sad fact is that it isn’t working as well as it should and leading project-based companies are looking for easy solutions to manage their projects and better track project tasks.

According to a recent study by the Standish Group, less than a third of all projects were completed on time and on budget over the past year. Are you in the two-thirds of project-based businesses that failed at completing projects on time and on budget? The Access Group’s study shows 62% of businesses cite “capturing time /costs against projects” as their biggest project management challenges.

Here are 3 reasons why you should track employees’ time and tasks:

Accurate Project Cost with Employee Time Tracking

 Accurate Project Cost/Estimates

Project-based businesses want to improve their future project costing and estimation, so that they can bid more competitively and win more business. In order to improve their project job costing or estimation, they need to have historical information about how many hours a similar task took, to accurately scope out a statement of work (SOW), Request for Proposal (RFP) or bid on a project. With an automated employee time tracking solution that tracks tasks and units completed like WorkMax TIME, project managers and supervisors know if they need to add resources to finish the project on time and on budget.

 

 

Faster Invoicing with Employee Time and Task Tracking

 Faster Invoicing

Expedite Invoicing with added accuracy – With an automated time tracking system, you can get more accurate billing and invoicing. No more time wasted on figuring out which employee’s time should be billed to which client and what tasks they were working on. With WorkMax TIME, your client invoicing/billing is faster than ever because your employees are tracking their tasks and time to the right project, cost code and/or phase code to accurately bill your clients. You can also include the employees and the tasks or activities they worked on during that billing cycle for your clients. Clients love knowing exactly what they are paying for and to see the progress on their projects.

 

 

Accurate Payroll with Employee Task and Time Tracking

 Increased Accuracy and Efficiency for Payroll

Another reason to use an automated time tracking system to track your employee’s time is for accurate payroll. It expedites the payroll process, eliminates manual data entry, and makes sure your employees get paid on time. There’s no question about the hours worked when they use an automated employee time tracking solution like WorkMax TIME that collects it in real-time or after-the-fact. There’s no question about if the right person clocked IN/OUT for the day with photo face capture and if they were working at the right client site or location with GPS.

 

 

Now that you know the reasons why you want your employees to track their task and the positive financial impact on your business, you may be wondering how to get started. There are many employee time tracking solutions out there, but make sure you find one that is flexible enough to allow you to use Digital Time Sheet, Real-Time Entry with After-the-Fact Allocation or Real-Time Entry with Real-Time Allocation. You may want to start with by getting employees to Clock IN/OUT in real time for the ultimate accuracy for labor hours, but you don’t want to force employees to track all of their tasks throughout the day. You may want to rely on your supervisors or project managers to allocate your employees’ time to the right tasks, cost centers, or phase codes on a daily or weekly basis to start with. WorkMax TIME gives you the flexibility to have supervisors or project managers allocate your employees’ tasks at the end of the day or end of the pay period. Based on your industry, you may not need real-time task updates to be completed by your employees throughout the day and only need a good estimate of what they are working on. WorkMax TIME’s Real-Time Entry with After-the-Fact Allocation Workflow is a perfect fit for you if don’t need real-time allocation of tasks, cost centers, or phase codes. It’s also a great fit if you don’t need that level of detail to manage your business or to satisfy your client’s needs. The labor hours are accurate to the minute with the real-time clock IN/OUT and authenticated with photo face capture. Photo Face Capture makes sure you have the right employee being paid for the work they’ve performed. This workflow also allows you to get GPS location and establish a GEO-Fence when employees Clock IN/OUT outside of the defined area to make sure you’re only paying your employees that are at the right location.

WorkMax TIME has three workflows for time entry and allocation to meet all needs of any organization. Today, we’ve discuss the Real -Time Entry with the After-the-Fact Allocation Workflow that allows your supervisors or project managers to allocate time at the end of the day or week in the web-based WorkMax Control Center. We also offer a Digital Time Sheet or Time Entry in Real –Time with Real-Time Allocation. You can use one, two, or all three time entry and allocation methods. WorkMax TIME’s flexibility allows you to meet the needs of your salaried employees or hourly employees in the office or in the field or project and task based employees in the field or office. Employees can enter time in real time or after the fact and allocate tasks in real time or after the fact. It’s your choice.

View our three short videos to learn more about which time entry and allocation method is right for your organization or view our demo on demand to boost your profits. 

 

ViewVideo2 01 VIEW Time Demo Orange

 

3 Reasons Why People Prefer Digital Time Sheets for Employee Time Tracking

3 Reasons People Prefer Digital Timesheets EMAIL 1

3 Reasons People Prefer Digital Timesheets EMAIL 1

3 Reasons Why People Prefer Digital Time Sheets for Employee Time Tracking 
By: Shannon Corgan, Director of Marketing 

With WorkMax TIME, you can collect time, tasks and completed units on a project any way you want. You can collect labor hours and allocate them to tasks and units in real time for the ultimate accuracy or can simply use a digital time sheet workflow to capture your employees’ time, tasks and units completed from any mobile device. What’s great about WorkMax TIME is that it grows with your business. As your business grows in complexity, WorkMax TIME grows with you. If you want to start with a digital time sheet, you can still realize labor cost savings, increased automation and efficiency gains.

Here are the 3 Reasons Why People Prefer Digital Time Sheets for Employee Time Tracking:

Employee Time SheetAs employees enter time into the digital time sheet, they don’t have to worry about calculating their hours for the day or the week, WorkMax TIME does it automatically for them. Your payroll team doesn’t have to chase down employees and/or supervisors to let them know that the hours the employee calculated were wrong and they would be paid for more/less hours. In addition to accurately calculating an individual employee’s hours worked, WorkMax TIME can automatically calculate overtime, shift differentials and apply pay groups to accurately pay employees. No more time sheet auditing, labor hour computation errors or data entry errors with the WorkMax Digital time sheet.

 

 

Digital Time SheetOne of the biggest benefits of using a digital time sheet for employee time tracking is the integration with your Payroll and Accounting Systems. Your digital time sheet data, once approved, is seamlessly imported into your payroll or accounting system. This streamlines the process and keeps your payroll team focused on higher level activities instead of spending their time manually keying in data. According to the APA, payroll employees spend 5-6 minutes, per employee to manually key in a time card and audit it. Think about how many payroll labor hours you can save when you use the WorkMax Digital Time Sheet for employee time tracking. The Digital Time Sheet also gives you much more accurate time collection data, so you can reduce your out of cycle check runs.

 

 

Time Sheet MobileIf your employees track their time with paper time cards or spreadsheets, filling out a digital time sheet will be super easy, because it looks very familiar to them. The best part is that you don’t have to email or drive to the office to get new time card forms and no one has to make copies of the time card form. With the WorkMax Digital time sheet, employees have access to the latest time sheet and it’s available anytime anywhere and on any mobile device. We know our employees are NEVER without their smartphones, so it’s easy for them to enter time. You can also mount a tablet or iPad as a kiosk for your employees to enter their time. This makes it super easy for them to accurately track their time. If employees work a standard schedule, they can easily copy their Digital time sheet from a previous week to save time.

 

There are some great reasons to use the WorkMax Digital time sheet workflow with the WorkMax TIME mobile app, but we want to make sure of you’re also aware of some of the benefits you’ll be giving up when you don’t track and allocate time in real time.

Did you know experts say that you can only hold seven items in your short-term memory for about 20 to 30 seconds and that humans on average have 70,000 thoughts a day? No wonder why we can’t remember what we did on Monday when Friday rolls around. Our memories aren’t what they used to be. It’s pretty tough to remember on Friday if you started work on Monday at 8:00 am on the dot or if you got stuck in traffic and started work at 8:15 am. Did you take a 45 minute lunch or 30 minute? If you’re using Digital time sheets for your employees, you’ll be giving up the opportunity to capture real-time actual clock IN/OUT times and you’re going to only get estimates for time, tasks and units completed from your employees instead of actuals. We’ve helped many clients save over one million dollars annually on payroll with real-time clock IN/OUT, so we wanted to make sure you’re aware of what you could be giving up if you choose to go with the  WorkMax TIME  Digital Time Sheet.

To see if digital time sheets or our other two time collection methods for real-time collection with real-time allocation or after the fact, check out 3 videos we have discussing the each time collection and allocation method. 

 CLICK HERE to see the 3Orange ways to capture accurate TIME.

If you like this blog, you should check out: 

 

7 Ways to Make Supervisors’ Lives Easier with Employee Time Tracking

7 Ways to Make Supervisors Lives Easier

7 Ways to Make Supervisors Lives Easier

7 Ways to Make Supervisors’ Lives Easier with Employee Time Tracking
By Shannon Corgan, Director of Marketing 

 

Are you tired of herding cats? Do you feel like a professional wrangler? It’s the end of the pay period and it’s time for you to review, approve, and submit your employees’ time and pay to the payroll department before you start receiving those nasty-grams from payroll saying that you’re late again and your employees may not get paid on time. You may be collecting time cards on scraps of paper, you can’t read the handwriting or they forgot to input times for a shift. Your job is tough because you are constantly managing teams that are either in and out of the office or you’re traveling to multiple job locations or meeting with clients outside of the office.

The biggest change you would like to see in 2017 is to simplify your life and spend more time at work doing the things you love instead of nagging everyone, right? Would you like to spend less time on administrative time and labor tracking tasks, so you can actually take that vacation on the beach you’ve been wanting? 

There’s an easy way to accomplish this. Throw out the spreadsheets and paper time cards and start putting your employees’ smart phones and tablets to use. You can now work smarter and not harder with an employee time tracking solution on your employees’ smart phone or using their smarts on their desktop computer, tablet or iPad.

When was the last time your employee was without their phone? It seems like today people seem to panic if they don’t have their smart phone with them at all times. You want to make your employees lives simpler by tracking their time and tasks with a few clicks on their smart phone or back at the office. They don’t have to remember what time they came in, went to lunch, or left for the day. They can do it right from their phone and it’s so easy.

Once you make it simple for your employees to track their time, it makes your job even easier. By using the leading employee time tracking solution, you can quickly allocate your employee’s time to the right project or task for accurate job costing or you can have your employees track their tasks during the workday. No more having to fix which client or project your staff is charging their time. With an automated time tracking solution, like WorkMax TIME, your employees can change the clients or projects they allocate their time to

Labor is the single largest cost for most businesses, it’s imperitive to track time and labor accurately.

Here’s a list of 7 ways an employee time tracking solution makes supervisor’s lives easier: 

1. You can clock IN your entire crew with a few clicks at the beginning of the shift, OUT for lunch and then clock OUT for the end of the day. Clocking employees IN and OUT in real-time is by far the most accurate way to manage labor. This way you know your employees’ hours are precise and accurate for the day and you can do it for your whole crew to save you time and make your job easier.

iPad Time Group

2. You can quickly approve your crews’ time on your your mobile device by clicking a few buttons. No more trying to remember who did what and no more hand cramps from signing each employee’s signature with paper time cards or individually going into each record to approve your employees’ time.

WorkMax iPhone Approve Time Copy

 

3. In addition to supervisor approvals, your employees can approve their own time with their digital signature. Supervisors can also log into the control center from any web-browser to do mass approvals or to quickly see who has approved their time worked. This way you know your employees have agreed to the time they’ve submitted and it’s all signed off prior to payroll processing. 

Employee Signature and Supervisor Approval

 

4. No Service? No problem! WorkMax mobile devices can run completely disconnected and approvals can be done for the time on the mobile device whether you have a connection or not. All of your synced time records from your mobile apps land in the web-based WorkMax Control Center, so you can access and approve your employees’ time from anywhere, anytime and on any device. No more driving to the office to approve time from software installed on a specific computer or driving to the office to drop off the time cards to submit to payroll.

WorkMax iPhone Approve Time Copy

 

5. Keeping accurate job costs, with time, task and units completed helps complete your projects on time and on budget. Through the web-based WorkMax Control Center, you can visually allocate labor costs to a project and task for your whole crew. Our memory isn’t as great at the end of a work week or at the end of a long shift and unfortunately, the numbers tend to be estimates. With WorkMax TIME you get the ultimate accuracy with actual numbers and not estimates. Allocating time to the right projects and tasks is easy with WorkMax TIME. ipad air Allocate

6. From the mobile device employees clock in and out on, supervisors can review your employees’ hours virtually in real time to make sure you’re on track for your projects. 

Supervisors See Employee Hours at a Glance

 

7. WorkMax supports three powerful employee time tracking workflows to help your teams track time efficiently including: Real-Time, Real-Time + Allocate and Digital-Time.

One of the most popular WorkMax time tracking workflows is the “Real-Time + Allocate” workflow. This is when individual employees clock IN and OUT for the day and then their supervisor easily breaks down their hours into tasks and units. You can also do bulk allocation in the WorkMax Control Center to allocate time, tasks and units for multiple employees… all in one quick process.  

 Copy of At a glance From the office see whats happening in real time with Clock INs2FOUTs GPS locations and Geofencing. 2

I’m sure you’d love to spend less time on administrative employee time tracking tasks and get back to the jobs you love doing. WorkMax TIME makes it like a day at the beach with access to real-time labor metrics. You can also manage your projects from the beach on any mobile device, if you want to. I highly recommend it. 

If you liked this blog, check out the three different ways you can capture your employee’s time tracking. WorkMax supports three powerful time tracking workflows. Some of you aren’t looking for real-time data capture with real-time job cost allocation. With WorkMax TIME, you have three convenient ways to capture your employees’ time to get the level of accuracy that you want. 

 CLICK HERE to see the 3Orange ways to capture accurate TIME.

3 Ways to Remove the Fudge Factor with Employee Time Tracking

3 Ways to Remove the Fudge Factor 3

3 Ways to Remove the Fudge Factor 3

3 Ways to Remove the Fudge Factor in Employee Time Tracking
By Shannon Corgan, Director of Marketing 

Did you know that according to the American Payroll Association, hourly employees overestimate their time worked by ten minutes every day? Employees clock in/out early or late and/or take long lunches or breaks. Time is money. The more your employees exaggerate their time, the more money your company is losing.

In addition to employees exaggerating their time, three-fourths of employers are losing 4.5 hours’ worth of wages each week due to buddy punching, according to the American Payroll Association. Just to clarify, when we’re talking about buddy punching, we’re not talking about when co-workers punch each other. It’s when an employee’s buddy clocks them in when they aren’t there. I thought buddy punching was a common term, but I guess not. I just read a buddy punching blog and one of the comments asked if buddy punching was about workplace violence, so I thought I’d clarify it.
Buddy punching and employees’ overestimation of their time is even worse when you have a mobile workforce where employees are not working in the office all day long and/or working at different locations each day or starting at one location or client site and ending the day at another one.
Buddy punching and overestimated time allow employees to fudge their time. You may be asking yourself, what can we do to remove the fudge factor when employees are tracking their time?

Here are 3 Ways to Remove the Fudge Factor with Employee Time Tracking: 

photo recognitionPhoto Face Capture – Trust but verify has always been a management mantra of mine. If you are using a swipe card, punch clock, or paper time card with mobile employees, you’ve never really had the ability to verify that the actual employee is the person swiping in/out or punching in /out. If you’re not working at the same location or have a different schedule as your employees, it’s difficult to know when they’re coming and going unless you’re working side by side with them all day. With WorkMax TIME’s Photo Face Capture, supervisors, managers and payroll can make sure the right person is clocking in/out each day and eliminate buddy punching. With WorkMax TIME, the photos can ONLY be taken at clock in/out, to make sure employees don’t store photos to use when they’re not working.

WM Face Capture 3

GPSGPS – Without GPS location services, you won’t know if you’re employees are clocking IN/OUT when they while they are still on the premises or clocking out after they’ve left their work location for the day. With WorkMax GPS location services, you know where your employees are clocking IN/OUT. With paper time cards or spreadsheets, you don’t know when and where they are entering their IN/OUT times. They could be at pub down the street when they stopped work for the day. With WorkMax TIME’s GPS location services, you can know that your employees are clocking IN/OUT each day while they are still at the office, on site or at the client location. No more fudging time cards by clocking out offsite from their work location.

WM GPS RYAN OUTSIDE GEO FENCE

IN circleReal-time Clock IN/OUT– With paper time cards and spreadsheets, employees tend to fill out their time cards at the end of the work week. If they are scheduled for the same shift every day, they fill out their scheduled shift times, not the actual times they arrive and leave work. Employees estimate their IN/OUT times and according to a 2015 Software Advice Survey, 43% of employees over exaggerate their time worked. With an automated employee time tracking solution like WorkMax TIME, employees’ hours are calculated and accurate up to the minute without employees’ estimating or rounding their time worked. Employees can no longer fudge the hours they’ve worked because WorkMax TIME captures actual clock IN/OUT times in real time. This way you’re only paying employees for the exact number of hours they’ve worked.

 

Now that you know the three ways to eliminate the fudge factor when collecting and managing employee time tracking, get started today and see how an automated employee time tracking solution will reduce your labor costs and increase payroll accuracy.  

 CLICK HERE to see the 3Orange ways to capture accurate TIME.

 

 

10 Challenges to Managing Change

10 Challenges to Managing Change

10 Challenges to Managing Change

 

10 Challenges to Managing Change
By: Shannon Corgan, Director of Marketing 

We’ve been discussing the reasons why employees are resistant to change and how to overcome them in our recent blogs about The Top Reason Employee Resist Change, 3 Reasons Employees Fight Change and 3 Ways Executives Sabotage Change.

When you’re making any technology change, rarely does the technology fail you. Problems happen when you don’t have the right people and the right processes in place to mange the change. 

Here are the 10 Most Common Challenges to Managing Change you’ll want to avoid when you’re implementing an employee time tracking solution or any technology solution: 

 

executive support green

1. Lack of Executive Support 

Without executive support during all stages of the implementation, it is difficult for change to be adopted whether you’re implementing an employee time tracking solution or any company-wide software. Executives also make the mistake of not communicating the common goal and making it relevant to all employees. Executives also tend to lead the change with the project team and expect the project team to lead the change with the end users. This approach doesn’t work well. To learn more, read our blog about the 3 Ways Executives Sabotage Change.

 

TEAMWORK

2. Lack of Teamwork or No Project Team

If you lack a cross-functional team from all of the relevant departments when implementing an employee time tracking solution, you are heading towards failure. Teamwork is critical. If you don’t have a strong project team to drive the project goals and deadlines, the project may never come to fruition. You have to make sure you include all of the relevant departments in the planning stages, to proactively prevent any roadblocks you may encounter and roll out the project on time.

 

PRODUCT CHAMPION

3. No Product Champion

Without a product champion from the payroll or accounting department that uses the solution as a core part of their job, the employee time tracking solution may never get implemented. The Product Champion gets everyone on board, organizes and internal resources. If one of your executives found an employee time tracking solution that he liked, but the payroll and or accounting department doesn’t like the software the executive selected, your implementation could be in trouble.

 

Implementation Plan

4. Missing A Systematic Plan

Poor prior planning nets poor results. How many times have we heard that? It couldn’t be truer when rolling out an employee time tracking solution. Implementation plans without a project vision, change readiness assessment, and a detailed strategic plan with aligned objectives, assigned resources, and timeline could easily fail.

 

Broad Participattion raised hands

5. Low Participation

If you don’t engage end users throughout the entire implementation and communicate how the new employee time tracking solution will benefit them, you’re climbing an uphill battle for user adoption. The more involved you have all of your employees and explain the unique benefit to each of your different employee groups (Hourly employees, Payroll and Accounting Team, and Supervisors), the more participation and higher user adoption rates you’ll get.

 

Communication 2

6. Poor Communication and Engagement

Poor communication and employee engagement will affect your company’s teamwork, effective planning and end user participation. If you don’t effectively communicate the relevant benefits in detail to all the different employee groups, your employees will fight the change. They will also be far less likely to use the new employee time tracking software. Here are Three Ways to Successfully Communicate Change with employee time tracking benefits for each of the different employee groups.

 

Feedback

7. Missing Employee Feedback

The biggest mistake companies can make is not addressing user feedback immediately. If you don’t, user adoption is much more difficult. Make sure to gather feedback in multiple ways (email, in-person, surveys, and conference calls) to increase employee participation and user adoption.

 

Training

8. Poor Training Plan 

If you fail at training, your implementation fails. Most companies only offer one type of training for all employees and it’s only offered during the implementation. If employees have a different learning style than the type of training you offer, the change will not be easily accepted  and you’ll be sitting on unused software. To overcome the resistance, offer training before, during and after the implementation and with different types of training. Create training that is self-paced, has step-by-step instructions, videos and offer in-person training. 

 

Incentives

9. No Incentives

If you don’t offer incentives, your employee participation and user adoption will suffer. Monetary incentives are critical to retaining key implementation staff, but you can always do fun contests and give certificates and awards to your end users without any costs to your company. Recognize employees that provide the best feedback or that are most compliant with logging their time.

 

Post Implemenation Plan

10. No Post Implementation Activities 

If your post implementation plans don’t include training, help desk support, end user documentation, newsletters about new software features, and mentoring by super-users, you’ll have a tough time getting competent end users. Most people only use 20% of their software functionality, so get the most from your solutions with thorough post implementation activities.

 

 

To get started with WorkMax TIME to simplify and automate employee time tracking from anywhere, on any device, anytime, View our Demo on Demand or Get Pricing

Get Pricing Green
VIEW Time Demo Orange


If you liked this blog, you may also be interested in:

3 Ways Executives Sabotage Change

3 Ways Executives Sabotage Change

 

3 Ways Executives Sabotage Change

3 Ways Executives Sabotage Change 
By Shannon Corgan, Director of Marketing 

Leading an organizational change can be difficult. It can become even more challenging if you don’t have the right executive support. If you are trying to implement an employee time tracking solution or any software solution that will affect all of your employees’ daily activities, there are 3 ways that your executives could be inadvertently sabotaging you.

No Common Goal    

1. Not Unifying Company with Common Goal  

If your executive sponsor for a new employee time tracking solution doesn’t communicate a clear plan and explain how a new employee time tracking solution will help the company achieve a common goal, you could be fighting an uphill battle with user adoption. Also, if your executive sponsor doesn’t clearly communicate the plan and explain the goals and benefits of the employee time tracking solution well in advance of the implementation, employees will be forced to make their own negative assumptions about why the change is happening. For example, they may think that the executives don’t trust them to track their time correctly on paper time cards or spreadsheets. They might feel as though that they are being punished for other employees’ buddy punching misbehavior and think it’s not fair. Check out The Six Reasons to Change Your Employee Time Tracking Blog for a list of benefits. If your executive sponsor doesn’t explain the benefits to the different groups of employees from users, to the payroll department, to the mangement team, they could be sabotaging the success of your employee time tracking implementation. Don’t forget to position the benefits to your employees to explain the “What’s In It For Me”
and how the new employee time tracking solution will benefit the different groups of employees.

 Missing from All Project Stages  

2.  Missing from All Project Stages  

If your executive sponsor’s only involvement is sending an announcement email that a change is being made without participating throughout the implementation process to support and lead these changes, you could really be setting up your project to fail. Lack of executive support at all stages of the employee time tracking implementation can lead to poor user adoption and potentially negative ROI of the software purchase.

Executives have to participate in all stages in the implementation process, especially when there is an opportunity to get in-person or live feedback from employees at all levels of your company regardless of title. You need to provide a feedback channel for employees that will only enter time, for supervisors approving time, and all members of the payroll department. Employees are more likely to adopt change when they have participated in the development of the solution. Employees want to participate in a two-way discussion regarding the changes. It is more imperative for the executive sponsor to be involved in two-way engagement activities, to overcome employee’s resistance to the changes.   

 
       
 Forgetting to Lead ALL Employees  

3. Not leading All Levels of Employees

Implementation success can be hindered when executives aren’t participating and leading the change for all levels of employees. Many executives think if they lead the project team and attend their meetings, the project team can lead the employee time tracking rollout by managing through others. This is a big mistake. Executive leadership needs to be present and leading this change at all levels of the organization. They need to give employees the chance to give their feedback and ask questions, so they can understand the change, how it will affect them, and how it will support the company’s goals. 

For example, your payroll team may be excited about the change, but with poor user adoption of the employee time tracking solution by hourly employees, the implementation is headed for failure. If the goals and benefits aren’t clear and relevant to hourly employees, supervisors, the payroll and other departments on the project team, the implementation is doomed to fail.


Now that you know the three ways an executive could inadvertently sabotage your employee time tracking or any company-wide software change, you know what to avoid to successfully implement any software solution at your company. With WorkMax TIME, companies can get up and running today, but should take the time to develop a successful roll out plan to ensure maximum ROI and success. By involving your Executive sponsor at all stages of the project and communicating a common goal to all levels of employees throughout the organization, you have accomplished one of the ten steps to a successful implementation.

We’ve created a few example email templates to effectively communicate change to your employees, payroll team and supervisors/managers. CLICK HERE to see the email templates. 

To get started with WorkMax TIME to simplify and automate employee time tracking from anywhere, on any device, anytime, view our Demo on Demand or Get Pricing

Get Pricing Green
VIEW Time Demo Orange

 

If you liked this blog, you may also be interested in:

 

3 Reasons Employees Fight Change for Employee Time and Attendance Tracking

3 More Reasons Employees Fight Change

3 More Reasons Employees Fight Change

3 Reasons Employees Fight Change for Employee Time and Attendance Tracking
By Shannon Corgan, Director of Marketing 

Your employees’ ability to adapt to change is directly related to how well you manage your team. As a supervisor or leader in your company, the day-to-day management of your team will predict your success, whether you are rolling out a new employee time tracking solution or any type of change. Before you announce any changes to your team, you’ll want to take a step back and evaluate how your employees perceive your management and how much they trust you. You’ll also want to make sure to assess your teams’ readiness by looking at how you are managing and communicating with your employees. Once you assess how you manage your team and communicate with them, you’ll want to determine what you may need to do as a manager to reduce any pushback you might get when you decide to implement a new employee time tracking solution. If you prepare in advance, you will be able to help motivate your team to achieve better results and more easily adopt the new employee time tracking solution or any new software solution. Here are the three reasons employees fight change and what you can do to reduce their resistance:

Mistrust

1. Mistrust – Employees that mistrust their managers and the management team will struggle to embrace any changes. Trust is built up over time and if your employees trust you, they are more likely to accept the changes. Think about what you may have done as supervisor or manager or what has your leadership team done to contribute to the lack of trust your employees feel. One of the biggest reasons that employees don’t trust their supervisors and leadership team is due to inconsistent behavior. If you don’t do what you say you are going to do, your employees may begin to question your inconsistent behavior. People are more likely to trust managers that are consistent with their behavior and the will embrace change more easily.
Another reason employees don’t trust managers or leaders in their company is that they over delegate. Leaders need to be in touch with how things are done within their business and have the ability to roll up their sleeves and pitch in when it’s crunch time. If supervisors delegate all the work, employees begin to not trust that their supervisor understands how much work it takes to get the job done. If employees feel like their supervisors are out of touch and don’t understand what it takes to get their job done, the employees are more resistant to change and less likely to accept any changes that are communicated by their manager or the leadership team. 

 

fear of job loss2. Loss of Job Security/Control – When you are implementing any type of technology, employees tend to fear that they are going to lose their job. When you’re implementing an employee time tracking solution, your payroll or administrative staff that handle employee timekeeping may fear that the automated software will save so much time and eliminate so many of their manual tasks and job responsibilities. This causes them to fear that they will lose their job. This is why it’s critical to communicate the goals of the change to the employee time tracking solution with your payroll team well in advance. Let them know you’d rather them spend less time on manual error-prone activities like reviewing and keying in paper time cards. You want them to spend more time on the analytics to improve your payroll accuracy and new projects to grow their skill sets. Also, employees with limited computer skills will be insecure about their ability to learn an automated employee time tracking solution. To put these employees’ minds at ease and to overcome their fear, you want to let them know you’re committed to their professional development and want to give them a new automation solution to improve their skill set.

 

Timing is everything

3. Bad Timing – Before you even think about implementing an employee time tracking solution, make sure you look at your team’s current workload before scheduling its roll out. If your payroll team is at maximum capacity and there are no more hours in the day to take on an important task like implementing an employee time tracking solution, you’ll want to either wait or move current projects to the back burner. It’s important for managers to understand the amount of time that it will take for their staff to implement a new employee time tracking solution and also understand the importance of all the projects their team is working on. This will help you successfully shift around priorities. Timing is everything. You want to make sure that you’re not making too many changes in a short amount of time, to allow your employees to adapt and become comfortable with a change before rolling out another change.

We’ve talked about the three reasons employees fight change. It all comes down to being a good manager by building your trust with your employees, communicating that technology won’t be replacing their jobs but enhancing their skill set, and staying in touch with your team’s current workloads.

We’ve created a few example email templates to effectively communicate change to your employees, payroll team and supervisors/managers. CLICK HERE to see the email templates. 

To get started with WorkMax TIME to simplify and automate employee time tracking from anywhere, on any device, anytime, view our Demo on Demand or Get Pricing 

Get Pricing Green
VIEW Time Demo Orange

3 Ways to Communicate an Employee Time Tracking Change Successfully

3 Ways to Communicate Change Successfully

3 Ways to Communicate Change Successfully

3 Emails to Announce a New Employee Time Tracking Solution
By: Shannon Corgan, Director of Marketing 

 Last week, we talked about what you need to do to successfully overcome any resistance to change when implementing an employee time tracking solution. If you missed it, here’s a link to the Top Reasons People Resist Change Blog.

Fear of the unknown is the number one reason people fear change. Here are four ways to overcome their fears:

  • Give affected employees ample notice of the change
  • Clearly explain what the change is
  • Describe how the change will affect them
  • Tell them why you are making the change and its benefits

Communication is key to overcoming your employee’s resistence to change. These three email templates can help when you’re communicating the change to your hourly employees, supervisors, and payroll employees. 

Check out 3 email templates to help you successfully communicate the change to all of your employees that will be using and administering an employee time tracking solution: 

 1

March 25, 2017

 

Dear Employees,

At ABC Company, we are always looking for ways to automate our business to make your jobs easier. You’ve shared that it’s difficult to know how many hours you’ve worked during a pay period and we want to make it easier for you. We know that our hourly employees are always conscientious of our overtime policies.

Also, there have been times that your managers or our payroll team many have had a hard time reading your handwriting on a time card and didn’t pay you the right amount on your paycheck. We want to do everything possible to avoid any errors with your paychecks and do everything we can to pay you right the first time.
We listened to your needs and by April 30th, we will be rolling out a new employee time tracking solution to make it easier for you to submit your time to us. Our new solution, _____________, will allow you to:

  • Clock IN/OUT from your smartphone, company tablet or iPad, laptop or desk computer
  • See the hours you’ve worked
  • Approve your time from your phone or at the office
  • See number of hours worked within the pay period
  • Save time trying to get your bosses’ signature on your time card
  • Have your time automatically calculated

Here’s a quick video to show you one sample workflow of how easy it will be to track your time. Let us know what you think. If you have any questions, please don’t hesitate to ask me when I see you in the hallways or feel free to email or call.

We will be sending you more information as we make progress with implementing our new employee time tracking solution. Rest assured, we will be providing ample training so you feel comfortable clocking IN and OUT and approving your time before we make the change to the new system.
Sincerely,

Jane Doe
COO
ABC Company
602-555-5555

 

2

 


March 25, 2017

Dear Supervisors and Managers,

At ABC Company, we are always looking for ways to help save you time managing your hourly employees’ time and simplify the process.
You’ve told us that reviewing paper time cards and verifying hours and handwriting takes more time that you’d like. You’ve also shared that delivering, faxing, and emailing forms to the office is extending your workday. We’ve also heard that you’d like to spend less time on manual administrative tasks and get back to the work you love doing for ABC company.
We listened to your needs and by April 30th, we will be rolling out a new employee time tracking solution to make it easier for you to manage and approve time for our employees. Our new solution, _____________, will allow you to:

  • Clock IN your employees with a few clicks at the beginning of the day, Clock OUT/IN for lunch and Clock OUT at the end of the day.
  • Approve all of your employees’ time as a group by clicking a few buttons
  • Capture employees’ signatures on time worked from your mobile device
  • Access and approve employees’ time from anywhere, anytime and on any device
  • Eliminate the need to fax, scan or deliver time cards to the office
  • Stop manually calculating employees hours worked; it will be automatic
  • See employees hours worked in real time, if needed

Here’s a quick video to show you one sample workflow of how easy it will be to track your time. Let us know what you think. If you have any questions, please don’t hesitate to ask me when I see you in the hallways or feel free to email or call.

Our goal is for our managers and supervisors to spend the least amount of time on administrative tasks and make sure we pay you and our employees right every time. We will need your leadership on this initiative to help us make our company as a whole more efficient and improve how we manage employee time and labor tracking.

Rest assured, we will be providing ample training so you feel comfortable clocking IN and OUT and approving your time before we make the change to the new system.

Sincerely,

Jane Doe
COO
ABC Company
602-555-5555

 
3

March 15, 2017

Dear Payroll Team,

At ABC Company, we are always looking for ways to automate our business to make your jobs easier and more efficient.
We’ve heard that you’d like to eliminate manual processes and you would like employee time tracking to be integrated with our payroll. You’ve also said that it’s difficult getting mobile and remote employee’s time cards in a timely manner. We’ve also heard that you’d like to reduce the amount of time it takes to make sure the payroll hours are accurate on our time sheets, auditing the time sheets and making sure it has the proper approvals.

We listened to your needs and by April 30th, we will be rolling out a new employee time tracking solution to make it easier for you to process payroll. Our new solution, _____________, will allow you to:

  • Eliminate manual data entry of paper time cards into payroll system
  • Expedite payroll processing and streamline the process
  • Improve payroll accuracy of hours worked with actual hours vs. estimated hours
  • Reduce out of cycle paycheck runs due to poor handwriting or miscalculated hours

Our goal is for our payroll team to spend the least amount of time on administrative tasks and make sure we pay you and all of our employees right every time. We will need your leadership on this initiative to help us make our company as a whole more efficient and improve how we manage employee time tracking.

Here’s a quick video to show you one sample workflow of how easy it will be for employees in the office or in the field to track their time. Please take a look at it and let us know what you think. Our goal is to provide you with the technology to automate manual tasks to better serve our employees. If you have any questions, please don’t hesitate to ask me when I see you in the hallways or feel free to send me any of your questions by email or call.

Rest assured, we will be providing training so you and all of the employees you support feel comfortable clocking IN and OUT and approving your time before we make the change the new system.
Sincerely,

Jane Doe
COO
ABC Company
602-555-5555

 
To get started today, view our demo on demand or get pricing.

Get Pricing Green
View Demo Orange

 

If you liked this blog, you may also be interested in:

 

3 Ways Mobile Forms Transform Businesses

3 Ways Mobile Forms Transform Businesses

3 Ways Mobile Forms Transform Businesses

3 Ways Mobile Forms Transform Businesses
By Ryan Remkes, CEO

You’ve heard about the benefits of implementing mobile forms, mobile technology, and paperless processes within your business, but like any core business process, there’s never “a good time” to tackle taking your business paperless.

Lack of time and fear of change is likely what holds many companies back. After years of dealing with on premise software installations and painful software implementations, the “new business solution fear” is very real and let’s face it… everyone is busy and 9 to 5 time is incredibly precious.

Still, the thought of paperless data collection intrigues you. Results are proven and you’ve heard about the many e-forms and paperless benefits other businesses are realizing. Capturing real-time, rich, accurate mobile forms data is the first step to going paperless. Sharing accurate forms data that streams into your business systems from mobile, remote and local teams throughout the business day is the next step.

Gaining accurate forms information that provides visibility allows employees to make confident decisions, execute and move quickly. Digital data makes your business more agile and more competitive. Mobile forms data can also CYA and can protect your business with searchable, powerful documentation.

Still, do you have the time? Does implementing a true digital forms solution justify the pain and the effort? Will your mobile employees, remote workers and office staff all adopt a new paperless, mobile forms solution? Most importantly, will it produce tangible business results and a return on investment for your particular business?

Implementing business-grade mobile forms solutions and going paperless is one project that is absolutely worth doing. Here are 3 key ways mobile forms can transform your business:

Speed

 

 SPEED. Solutions and platforms have changed rapidly over the last few years. Today in 2017, the reality is there are business-grade cloud-based mobile forms solutions like WorkMax FORMS that you can fully implement in a single afternoon. Yes, it’s true, you can do this today! The best paperless solution providers have eliminated lengthy, costly, traditional software implementations. Mobile app stores also make the mobility chore much simpler so you can download the mobile app and sync up to your new forms in minutes. The entire process really can be as easy as sign up, set up, build your forms in the cloud, sync up and go. By this time tomorrow, your team could be capturing rich, accurate mobile and mobile forms data.

 

 

Sharing

 

SHARING. Capturing accurate data in your mobile forms is step one. It eliminates manual process, human mistakes and is superior to paper and spreadsheet processes in every way. Mobile forms deliver phenomenal benefits but do not overlook the power of easily transferring and sharing your paperless forms. Cloud-based mobile forms solutions like WorkMax FORMS provide your teams with nearly instant access to business data that used to take days or weeks to scan, email, Dropbox (or whatever storage flavor) and share with coworkers. The best mobile forms solutions allow completed forms to be automatically organized in your cloud account, they can then be accessed, downloaded, reviewed, printed and emailed from anywhere. Some solutions even provide intelligent alerts and notifications. Imagine getting an email as your critical forms are submitted. 

 

 

Execution

 

 EXECUTION  What are you doing with the data your employees are required to capture? Where is it? Easily searchable? Do you ever feel like your business is bogged down in the process, running in quicksand? Going paperless can help you capture and transfer information across city, county, state and national lines within mere seconds. Imagine moving your business data, project pictures, client or employee signatures, field notes, tables, calculations and other forms data from the field, into your office in virtual real-time. Simple data collection, rapid transfer and anywhere access helps your best and brightest to make better decisions for the good of the business, much quicker. Return on Investment comes from using the data to execute and grow.

 

 

When it comes to choosing a mobile forms solution, a general understanding of the platform’s features is enough to make a sound decision that will take your business to an entirely new level. There is a wealth of information easily accessible and available today, the competitive edge for your business tomorrow will be with those that most efficiently capture, share, review, process AND execute on critical business data. These are the three keys to choosing a solution that will pull you from the quicksand and rapidly propel your business growth in the mobile information age.

Get Pricing Green
Watch Forms Demo Now 01

Top Reason People Resist Change

EMAIL Putting People First Email Graphics 2

EMAIL Putting People First Email Graphics 2

Top Reason People Resist Change

By: Shannon Corgan, Director of Marketing 

We are always looking for ways to increase productivity and efficiency in all areas of our businesses. Technology is a great way to achieve maximum productivity and efficiency. With the explosion of the mobile device market with tablets and smart phones, your business cannot afford to miss out on using the power of technology.

As you are researching ways to improve your company’s productivity and efficiency, you’ll want to start by looking at any manual or paper processes that could be automated. The top two inefficient paper driven business activities are paper time cards and paper forms. Replacing paper time cards or spreadsheets with an automated employee time tracking solution will not only increase your productivity and efficiency but will significantly increase your bottom line. When it comes to forms, you want the data and signatures on the forms, not the actual paper. Let’s be honest; most people didn’t get an A+ in penmanship, so it can be quite a chore to decipher the handwriting on the forms. Another indication of how inefficient paper forms are is to wander around your office and see the piles of papers sitting on employees desks. Why? It seems that there is never enough time to the get those paper forms filed. The bottom line is that paper slows down your business.

Now that you recognize the need to make changes in your business, you will want to know that the top reason employees resist change is the fear of the unknown. Deciding to make a change to an employee time tracking or mobile forms solution will affect most if not all of your employees. Time tracking solutions will have the most significant impact on your hourly employees and those who manage them. You don’t want this change to be perceived as a negative. Most of all you don’t want “push back” from your employees which could potentially derail the success of the new software.

People do not like change. Most people’s mindset is “If it ain’t broke, don’t fix it”. Once you understand that the fear of the unknown is the biggest reason for that mindset, it will help you as you start researching employee time tracking and mobile forms solutions.

You will need to automate your business process as much as possible to have scalable growth. In addition, it’s critical to have your employees on board when you’re automating mobile forms or employee time tracking for it to be successful.

You can be successful at rolling out a new employee time tracking and mobile forms solution by communicating with all of the affected employees well in advance of the changes. Employees need help in understanding what the changes will be and how it will affect them. It’s critical to share with your employees why changes are being made, and how it will impact them. When you are thinking about replacing paper forms and time cards with mobile forms and an automated employee time tracking system, there will be an effect on your employees. Change is often thought of as negative. With the right approach it doesn’t have to be.

To learn more, view our video, Putting People First to Avoid Implementation Pitfalls or check out our blog next week to see example email templates that help to overcome the fear of the unknown when implementing employee time tracking solutions.

 

 

Get Pricing Green
ViewVideo3 01

5 Integration Pitfalls to Avoid

5 Integration Pitfalls to Avoid 1

5 Integration Pitfalls to Avoid 1

5 Accounting Integration Pitfalls to Avoid

By Kory Tanner, Chief Technology Officer

Today is the day your company gets to roll out the brand new shiny cloud-based employee time tracking solution! The products are supposed to make your team’s life easier and more efficient. You’ve spent several weeks researching an employee time tracking solution down to the last feature. You have done your due diligence and finally clicked “Get Started”; and you’re ready to roll.

The first few days have come and gone and you’re feeling like you have this under control; you are feeling great about the cloud-based employee time tracking solution you picked. However, that temporary feeling of joy and excitement ends abruptly when Pam from accounting swings open your door and asks how this new software will connect to her existing accounting system. After you wipe the sweat from your brow, you realize that you’ve got this. This employee time tracking solution product has seamless integration!

What exactly is seamless integration? PCMag.com describes it as, “An addition of a new application, routine or device that works smoothly with the existing system. It implies that the new feature or program can be installed and used without problems.” I personally love to hear the words “works smoothly with the existing system” and sure enough your due diligence included that bridge to Pam’s accounting system. As I said, this cloud employee time tracking product has seamless integration!

Cloud companies today are spending significantly more resources on APIs than ever before. With this extra commitment also comes more streamlined communication. These APIs also include a far-reaching breadth of data and have many more access points. With communication technologies such as JSON, it’s making implementing these much simpler and with less headache. With that said, I believe with these modern API’s, Pam from accounting can get nearly all of her integration needs met without major effort.

Switching gears for a moment, let’s look at the five pitfalls I’ve run into over the years to help us better understand what it takes to achieve maximum success.

1 Green White Grey A lot of times during an integration we find data hasn’t been fully filled out or entered into one or both of the systems correctly. I found that companies that have used Pro Advisors or System Experts on the setup and maintenance of their accounting system have the greatest success.

2Users that don’t manage old data. For example, API’s rely on being able to pull from status fields like Open, Closed, Deleted, Active and Inactive. If the user hasn’t managed these fields, these items of the integration can really slow things down.

3Two systems don’t always match structure one for one. For example, one system may have an email field for the employee while the other does not. As you can guess, this sometimes requires manual entry into the other system to make sure all the necessary data is syncing in both systems.

4Understanding the concept of a Master System – When hooking up integrations, you want to establish which system will be the Master of what data. For example, most people enter employees directly into their accounting system. The accounting system should be the master and should be the place to enter employee data. This means that you’ll want to sync operations of the API insert, update or delete any of the fields to the secondary system. When you have an API between an employee time tracking solution and the accounting system, your employee data in the accounting system would be the master record and you would sync any changes (new hires, employees on leave, terminated employees) to the employee time tracking cloud solution.

5Many times, data in a third-party system have individual fields locked down and is a roadblock when syncing data between the systems. When integrating multiple systems, make sure you are including all of the administrators for each of the systems during the integration process. You will save a considerable amount of time when you have the administrator that controls the security of these third-party systems present and able to give the privileges needed for accessing the desired data for a seamless integration with your new employee time tracking solution.

These are just some of the items that can cause an integration to have some setbacks. I hope it at least gets users thinking about what they can do to help prepare. Users should also use this time to re-evaluate the data in their accounting system and do some spring cleaning if there is any garbage data. Cleaning up the old or bad data will not only help with future accounting integrations, but it will help speed up day-to-day tasks without all the clutter.

Cloud Integrations are a big part of this ever-changing software world and while a lot of them run quietly in the background, they make a huge impact on day-to-day operations. Understanding even the basics without a doubt will help your business tremendously and keep Pam in accounting happy as well.

Learn More about WorkMax’s powerful integrations and get started today on a successful employee timekeeping, mobile forms, or asset tracking integration today. 

Learn More Green WM         View FAQ White Orange

 

Cloud Solutions for Employee Time Tracking, Forms, and Equipment Tracking

EMAIL Header 5 Reasons to Move to the Cloud

Cloud Solution for Employee Time Tracking
Cloud Solutions for Employee Time Tracking, Forms Automation, and Asset Tracking: Top 5 Reasons to Buy Now

By Shannon Corgan, Director of Marketing 

When purchasing software for employee time tracking, forms automation, or asset tracking, some companies stick with purchasing software in the same way they have done in the past, but that is not what the most innovative companies are doing. The most innovative companies are looking to achieve their time to value as quickly as possible with the least amount of resources to accomplish it. As a result, these innovators are turning to cloud-based solutions for employee time tracking and forms automation. Check out our Top Five Reasons to Move to Cloud Solutions for Employee Time Tracking, Forms Automation, and Equipment Tracking: 

TCO

1.Total Cost of Ownership

When looking at the cost of a cloud solution for employee time tracking, mobile forms, or asset tracking compared to on-premise solutions, make sure you’re comparing apples to apples. Many times companies only compare the on-premise license cost to the SaaS recurring subscription costs. They fail to consider the annual support costs that average 15% – 22% of the license cost for on-premise software. Most folks tend to forget to include the costs for hardware and technical staff to support the software. With cloud solutions for employee time tracking and forms automation, many of the additional on-premise costs that are often not included in the total cost of the purchase are included in the subscription costs. This typically leads to a lower total cost of ownership for cloud solutions.

 

IT Resources

2. IT Resources Needed

Gartner estimates that IT organizations devote more than 75 percent of their budgets solely to operating and maintaining existing systems and software infrastructure. In addition, Gartner found that companies can spend up to four times the initial software license cost to own, operate and manage applications. With cloud solutions for employee time tracking and mobile forms, there are no additional costs for technical support or any additional servers that need to be maintained by IT staff. This is all included in the annual or monthly subscription fee. 

 

 

Rapid Implementation

3.  Rapid Implementation

On-premise implementations can take several months to deploy and some extend beyond a year while cloud-based employee time tracking and mobile forms solutions can be implemented within days. Not only are cloud deployments much faster, but they are also much less expensive. On-premise implementations can be quite costly and professional services fees can be up to 3X of the initial software purchase price. Cloud solutions are much easier to implement because they don’t require coding to get up and running and have many out-of-the-box accounting systems and business application integrations. It’s also easy to for non-coders to personalize employee time tracking or mobile forms solutions in the cloud to improve user adoption and accelerate the time to value. Cloud vendors provide self-service portals with videos and step-by-step instructions to get users up and running quickly.

 

 

Frequent Innovation4. Frequent Innovation

Cloud solutions for employee time tracking and mobile forms usually provide improvements to their software on a frequent basis and require no action by the user or company’s IT department. The new features are instantly available and can be accessed as they log into the software. Cloud users are also always on the most current version of the software and can start using the new features to become more efficient. This is a stark contrast to new feature enhancements for on-premise software that are typically done annually and can be disruptive to customers. On-premise software upgrades often require IT staff to upgrade other software or servers to support the new version of the on-premise software. This can require many IT resources to accomplish.

 

 

Vendor Accountability

5. More Accountable Vendors with Cloud

Many cloud vendors offer month-to-month licenses, so they have to earn their customer’s business every month and keep them happy by providing top-notch technical support and high levels of customer satisfaction. Cloud vendors are financially motivated to keep their customers happy. They must continue to provide new innovations and improvements to keep their customers happy. In contrast, traditional on-premise software vendors sell the license and move on.

 

 

To learn more about WorkMax TIME or FORMS, View our Demos on Demand by clicking on the buttons below.

 

View Forms Demo GreenVIEW Time Demo Orange

 

Success with HR.com Webinar Get HR in the Game by Impacting the Bottom-line

Keep Your Seat at the Table with Biz Metrics VIEW VIDEO

Keep Your Seat at the Table with Biz Metrics VIEW VIDEO

 

Success with HR.com Webinar, Get HR in the Game by Impacting the Bottom-line
By Shannon Corgan, Director of Marketing 

 

This week we partnered with HR.com for their Workforce Management Virtual Event to present, “Get HR in the Game by Impacting the Bottom-line” with record attendance mostly from the U.S. and Canada. 

Many HR professionals feel like their departments struggle to come up with ways that HR can be innovative and use technology to have an organization wide positive impact on the bottom line. They are also trying to remove the negative perception of  HR as a cost center and not a revenue generating department that can affect business outcomes. HR professionals also have a hard time finding ways to show their contribution to the business metrics needed to earn their seat at the table with the Executive Team.During the webinar, we went over the key business metrics and gave some great examples of how HR can affect those key business metrics for employee time tracking, payroll, and HR forms automation.

We went through examples of how you can build your business case to implement employee time tracking solutions for real time data capture on any device no matter where your employees work to reduce your labor costs, eliminate manual data entry and reduce out of cycle payroll checks. As we all know with the FSLA cases for minimum wage and overtime violations at an all-time high in 2015, we know how important it is to make sure we are accurately paying employees. This makes it more important than ever for HR professionals to have an employee time tracking solution that is flexible enough to automatically calculate overtime accurately, no matter how simple or complex the calculation.

In addition to going through the business metrics, we gave real world examples of how employee time tracking solutions can not only lower your labor costs, but how it can also have a positive impact on your company’s productivity. We showed attendees how to calculate the cost savings to demonstrate the impact automated employee time tracking could have for your organization. We also showed how to calculate the time savings and associated cost savings you can acheive by eliminating manual time entry from paper time cards or spreadsheets to an automated employee time tracking solution that integrates with your other business applications.

During the webinar, we polled the audience to find out how they currently collect data on forms. Here are the results:

 

Forms Data Collection Graph

One of the biggest cost savings a company can achieve is through automating paper forms and time cards. Half the audience during the webinar were companies over 500 employees, and it was interesting to see that large companies are still not fully automated. Most are still using a combination of paper and electronic forms to do business.

Paper forms are making it increasingly difficult for HR professionals to have the global visibility they need to stay on top of changes to OSHA regulations. This year, there were changes to the interpretation of the OSHA rules regarding multi-location businesses. If you have more than one location and they find a violation, companies are now responsible for correcting the violation at all of their locations. This can be quite a challenge with paper forms. With multi-location businesses, you want to have mobile forms available on any device, no matter where it happens, so that all the safety officers can be alerted and fix the hazard.

The paper forms for safety are also an issue because of new regulations for electronic OSHA form submissions. In 2017, most companies will be required to submit OHSA forms electronically. If you get mobile forms now, you’ll be ahead of the curve and can easily send the data to OSHA. To find out more about the electronic form submissions, click here.  

The webinar was such a success and the one of the key take-aways from the webinar is that HR professionals recognized the need to promote automation and the cost savings benefits by using technology at a greater level. Another attendee really liked the concrete examples of how to justify the cost for automating employee time tracking and mobile forms.

Click here to watch the webinar video to learn more about how you can get in the game and use technology to impact your company’s bottom-line.

 

 ViewVideo3 01

Judge Delays Overtime Rule

Judge Delays Overtime Rule 1

Judge Delays Overtime Rule 1

 

Judge Delays Overtime Rule 

By Shannon Corgan, Director of Marketing 

For the last year, HR Professionals and business owners were focused on what the new overtime rules were for FSLA, when it would go into effect, and how it was going to impact their company’s labor costs. Since then, you’ve done all the right things which include reviewing your exempt level employees that make between $455 and $921 a week or $23,660 to $47,892 a year.

 

On November 22nd, less than 10 days before the new overtime rules went into effect on December 1st, Federal Judge Amos Louis Mazzant III issued an injunction that would have required employers to pay overtime to nearly four million previously exempt employees. Judge Mazzant III called the regulation unlawful and said that such actions should be left to Congress. The lawsuit was brought forth by 21 states, business groups, including the U.S. Chamber of Commerce.

   Calendar

 

Mazzant noted that the DOL “has admitted that it cannot create an evaluation ‘based on salary alone.’ ” However, “this significant increase to the salary level creates essentially a de facto salary-only test,” he said. “If Congress intended the salary requirement to supplant the duties test, then Congress—and not the department—should make that change.”


The Department of Labor is strongly opposed to this injunction and can appeal the decision.

What does this mean for your business?  

Right now, it’s a temporary injunction that will keep things as they are right now until the case has been reviewed to determine if the case has merit. This means that everything is business as usual and you’re not required to do anything new by December 1st.
Many of you have either raised exempt employees’ salaries above the new salary threshold or changed the employees’ statuses to non-exempt.
For those of you that were waiting to implement the changes until December 1st, Alfred Robinson Jr., an attorney with Ogletree Deakins in Washington, D.C., and a former acting administrator of the DOL’s Wage and Hour Division said that you may want to wait for the final decision on the lawsuit if you haven’t made any changes yet.
Robinson said companies will likely keep the salary increases in place, if they have already raised exempt level employees’ salary above the $921 per week threshold to keep them classified as exempt.

What should you do now?


For those of you that haven’t made any changes to your exempt employees that make between $455 per week and $921 per week, it would be a great time to start tracking their time. Use this time while the courts are working on their final ruling to have your exempt level employees track their time. This way you will be able to budget your resources and anticipate the financial impact, if the new overtime rules go into effect.
Asking exempt employees to track their time each day will be a big change, so make sure your employee time tracking is easy to use and accessible. The potential changes of these exempt level employees to non-exempt will also affect their supervisors and managers. They will now need to keep an eye on the number of hours worked for these exempt employees that haven’t been monitored in the past.


Easy Button flat green
Employee time tracking can be easy to implement and easy to use for your employees, if you select the right workforce management solution. Companies that do business in multiple states or have union workers, should make sure to have a flexible enough employee time tracking solution to automatically calculate as many overtime pay scenarios as you need. For those of you that may need to reclassify employees to non-exempt and eligible for overtime pay, you need to make sure you have an employee time tracking solution that can make it easy for employees to see how many hours they have worked in real time. This will help make sure your labor costs are within budget. 

 

Mobile App

You also want to make sure you have an easy way for managers or supervisors to see how many hours their employees have worked that can be accessed on their computer, laptop, or mobile device, no matter where they are. This is why it is more imperative than ever to have a mobile app for employee time tracking. With a Mobile App, supervisors, managers and employees can view the hours they have submitted in real time to prevent exceeding your budgeted labor costs. 

We’ll keep you posted on any rulings related to the rulings on the overtime, but get started to find out how easy it can be to implement an employee time tracking solution for your business.