This post was written by Carol Duke
If you’re running a business and managing lots of employees, chances are you’re using a method to keep track of everyone’s time and attendance. But in this day and age, using time-tracking methods like time punch clocks or spreadsheets to record hours is pretty obsolete.
Now, there are far more advanced methods to help you effectively track employee attendance. In fact, according to a survey conducted by Staples, Inc., 3 out of 4 American employees are more comfortable if a company provides them with the right tools and latest technology to do their job (Source: Staples Business Advantage).
Below are 5 useful tips for your time and attendance implementation and the best ways to integrate them into your workplace.
#1 Stress the Importance of Teamwork
Teamwork is key to a successful time and attendance implementation. Before kickstarting a project, you must first define its scope and complexity. Only then will you be able to build the perfect team.
If possible, create a written plan and provide each team member a detailed analysis on the project, including a timeline and some possible challenges they may encounter along the way. Early and frequent communication with each member is a must. Make sure that the project’s objectives and requirements are clear so everyone can work towards a common goal.
By keeping the entire team committed to a plan, you’ll be able to kick off the project smoothly and right on schedule.
#2 Understand Your Workforce Demographics
To be able to assign tasks accordingly, you need to get to know each employee and measure their capabilities. Determine your workforce demographics to see how best you can work with each member of the team.
Baby boomers want business managers to show that they care about their employees. You must communicate interest with them by regularly inquiring about their work performance and other important facets of their lives.
Millennials, on the other hand, seek opportunities for growth. David Anderson, an author of IHateWritingEssays, says, “Millennials love flexible schedules and freedom”. This particular generation is prone to job-hopping and based on Gallup’s survey, roughly 50% of actively disengaged millennials want to find new jobs, but only seventeen percent of engaged ones do (Source: Gallup). Therefore, the key to keeping this type of workforce around is to constantly provide them with opportunities to grow and learn within the company.
#3 Choose A System that Works Best for Your Team
Based on a survey conducted by the Economist Intelligence Unit, workers believe that they are more productive, creative, satisfied and loyal to their employers if they use mobile technology efficiently (Source: Economist Intelligence Unit). As a business owner, the perception of your employees is important and should be acknowledged in order to maintain productivity.
If you’re still using an old time-tracking method, now is the time to let go and try a new, modern method that will not only boost flexibility and productivity, but will also help your business retain a new generation of employees. Equipped with the right time and attendance management system, you can effectively plan, track, and measure each of your employees’ activities and performance.
#4 Set Guidelines and Limitations
Set boundaries when allowing your team members to use their own smartphones to access the company’s management system. Explain to them when and how they can access it and which information can be shared. At the same time, you need to make sure each member knows how to use it accordingly and that they should separate it from personal apps. Not only will this allow them to use the new system effectively, but it also keeps the network safe and secure.
#5 Aim for a Smooth Transition
Adopting and implementing a new management system isn’t always easy, no matter how great it is. At least not overnight.
As with anything, there will always be a few roadblocks, like missing the old system, a feeling that there’s a high learning curve for the new one, or that you simply don’t want to embrace change. This is why employee engagement is so important because if they aren’t engaged, transitioning to a new system will be difficult.
During implementation, make sure to share updates about the new system to your team. Stress the benefits, highlight the changes that will help improve business operations, and explain how it will make things simpler and more intuitive for the entire workforce. Of course, be sure to ask for feedback and address any concerns your employees may have. This will also make them feel that they’re part of the project planning process.
With proper planning, you can achieve a quick and seamless time and attendance implementation. The less time you spend on this phase, the faster you can get back to focusing on operating your business and keeping track of each of your employees. Simply follow the tips above and soon enough, you, your employees, and your business will reap the benefits in the long run.
The Staples Business Advantage Workplace Index: Measuring Workplace Trends and Work Culture. Staples Business Advantage. Accessed November 30, 2018.
How Millennials Want to Work and Live. Gallup. Accessed November 30, 2018.
The Economist Intelligence Unit. Mobility, performance and engagement: How CIOs can contribute to business performance by sharing the employee experience. Aruba Networks. Accessed November 30, 2018.
Author’s Bio: Carol is very keen on teaching students new, effective ways of learning. When not freelancing and blogging on education-related matters, Carol enjoys traveling. She takes immense pleasure of visiting new countries.