Benjamin Franklin, in his essay entitled ‘Advice to a Young Tradesman’ said that ‘time is money.’ The truth of this maxim has made it a popular quote.
If the above is true, then to steal time is to steal money. It is sad that many employees would not see the parity between monetary theft and time theft. Nonetheless, the employer is the one left out of pocket.
So how extensive is time theft? It affects all industries, including federal workers. Over a 3 year period, it was thought that time theft cost taxpayers $1 million.
Traditional systems for measuring employee time such as clock-punching are vulnerable to misuse through buddy punching. It is reported that up to 75% of companies lose money through one employee punching in another’s card as a favor.
It is clear, there needs to be a better way to manage measure employee time. In this article, you will read about 6 of the best ways to track employee hours.
1. Bespoke Clock-In System
The traditional clock-in and clock-out system is a time-old favorite for employers. It is simple, reasonably effective and easy to install. However, as discussed at the outset it is open to ‘buddy-punching.’
What can be done to avoid this or at least minimize it? Use a bespoke clock-in system. This does not operate with the wall mounted cards that are available to all.
Instead, it relies on swiping employee ID cards. These ID cards should be worn at all times as part of HR policy. When combining the use of ID cards to access buildings you are able to build a far more reliable clocking system.
2. Use Biometric Data
The idea of a retinal scan or fingerprint scan used to be something from a James Bond movie or Mission Impossible. These days, it is commonplace to use biometric data to turn on and access your laptop and even your mobile phone.
The beauty of biometric data is that it is unique and lends itself very well to time management systems. Instead of clocking in with cards, use the unique quality of biometric data.
3. Visibility Promotes Honesty
One of the problems with manual wall-mounted clocking systems is that once you have clocked in, you cannot see a summary of your data and what that means in terms of your employment record.
Where employees can see their track record, the number of hours they have accrued and also the sick time they are entitled to etc, they are more likely to engage with the system in an honest way.
So how do you achieve greater visibility? You can combine modern and traditional techniques. For example, some businesses favor an online clocking system.
This allows employees to clock-in using the internet. Following which, they can also see records of their hours and associated data that helps to keep them motivated. Check out these which can be used online or offline.
4. Cloud-Based Software in Real-Time
Internet-based solutions definitely seem to be the way forward in tackling the challenge of time theft. Cloud-based solutions allow everyone to access the software no matter where they are or what time of day it is.
Further, cloud-based solutions can make for real-time approval of hours much easier. This helps to ensure that everyone knows where they stand so to speak at any moment in time. You can read more about this type of system.
5. Use the Eye in the Sky
Possibly one of the best solutions. Employees are provided with mobile technology such as a tablet or smartphone. During the working window, they are tracked for their position relative to work.
Hours are automatically calculated and send to the employees for their approval. Of course, this type of system may cause some concern to employees. So reassurance and safeguards need to be demonstrated around confidentiality and use of data.
6. Employee Friendly
As you have seen in this article, there are many options for tracking employee time. Even within the various categories, there is plenty of choice for different types of software.
Whatever you choose, make sure it meets the above. If your employees don’t like it, then it will not succeed. A major factor in being employee friendly is ease of use and convenience combined with accessing meaningful data about their own record.
Management of Change
Planning, measuring and managing employee time is a major workstream in any successful business. Thankfully there are better and better tools available to help.
Still, change can be challenging. You will need to approach this potentially divisive issue carefully and sensitively. Check out on essential skills to lead others.
Track Employee Hours More Effectively
The evidence is clear. Time theft is a big problem. It is much more widespread and insidious than perhaps many people realize.
Where people consider themselves honest in most things, they may be surprised at how easily they cheat the clock. It is not always born from a deliberate intention to steal time or money.
Modern software needs to be used that is easy, convenient and appeals to the better qualities of employees. Motivating through visibility and appealing to a sense of pride about their work record is much more effective.
There is a multitude of tools that can be chosen. The important thing is that whatever method you choose to track employee hours, you have your team on board. Do your homework and clearly demonstrate the benefits and you will succeed.
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