How to choose the best timekeeping system?
Jan 26, 2024
Jan 26, 2024
This is one of my favorite memes when I think about timekeeping. It’s easy to get grumpy with the endless laws for time collection and paying your people accurately. The number of questions and advice sought from clients I’ve helped over the years gives me the knowledge to consult with new businesses in making good decisions when considering automated timekeeping.
What makes timekeeping so ‘accrual’? What are the best timekeeping options for businesses with employees? Here are some of my tips to consider when picking a timekeeping solution.
When it comes to employees, they expect timekeeping software to continually be evolving. While there are many options in today’s market, consider what you need in your business. From approving time off requests, monitoring punches, tracking paid time off, expense management, or managing overtime, every business is different. I would recommend reviewing what takes you the most administrative time when preparing hours for payroll.
Are you tracking down employees’ time? Are you waiting for managers/supervisors to send over timesheets? Using an online timekeeping system can reduce the amount of your time collecting the data. You want to use timekeeping software to quickly and accurately resolve timecard discrepancies to streamline time processing and eliminate payroll errors.
Do you have a hybrid workforce? Perhaps you have employees who work on-site or remotely. Find a solution that offers a timekeeping app, physical clock, and virtual clock options. I recommend a solution that can handle multiple work environments even if you don’t have the current need. I always tell people the best timekeeping solution should grow with your business.
Accurate timekeeping is a federal and state wage and hour requirement. States like Arizona, New Mexico, and California have paid sick leave laws. Work with your timekeeping provider or software, to ensure you can automate the policy. As this is a growing trend across states, you need a timekeeping system that can automate the tracking of the benefit. I don’t suggest relying on a spreadsheet. There are biometric data collection laws in states like Illinois and Texas. In the timekeeping context, biometrics refers to the measurement of people’s physical characteristics and the use of that information to track when they come and go from work. The use of biometrics in timekeeping is on the rise. If you are considering the use of biometric timekeeping systems, be aware that the information collected is likely protected by privacy laws. I recommend having automation in place for informing employees that their biometric information will be collected and getting their written consent. There are tools now being built within timekeeping systems to make this process for employers easier to be compliant with biometric information privacy act laws.
Do you have multiple shifts or scheduling is a nightmare? If you struggle with it yourself, how do you think employees handle the experience? Many conversations I have with businesses revolve around streamlining the number of software they use to manage employees. Payroll is one system. Time collection is a separate system. Scheduling is a separate system. While your business is unique, your employees are the heart of your business. I consult with businesses that are stuck with inadequate software and processes. Employees want an experience that gives them instant access to their information anytime, anywhere. I recommend an all-in-one solution for employee management.
While I suggest researching and doing your homework, there are many options for timekeeping. Ask for references and referrals or read reviews. When making a decision like this that can impact your employee experience, I highly recommend a live demonstration. I spend most of my days speaking with businesses and listening to their pain points. My goal is to offer businesses streamlined solutions for their recruitment to retirement needs. Being an expert in this field makes us a valued partner to our clients.