Is it in your business plans in 2019 to introduce an electronic time clock for employees? Are you unsure how to go about the process? It seems like a daunting task, doesn’t it? You have to program it with all your employee’s data. You have to teach everyone how to work it. You have to do some basic troubleshooting and so on.
While these may sound like a series of headaches, this is far from accurate. In reality, these time clocks can actually save you time. Here’s what you need to do in order to get your system in place. As you’ll see, it’s really a lot simpler than it sounds. Let’s get started.
Setting Up an Electronic Time Clock System
The very first thing that you need to do is research the time clock providers that meet your requirements. Once you have made a list of reputable providers, you’ll need to see what they have to offer. Generally, a software provider will offer a demonstration of their system. Seeing and understanding the benefits and features of an electronic time clock for employees will help you make a decision on what you actually need for your business. There are plenty of solutions on the market, but you need one that’s reliable and matches your requirements.
Once you’ve chosen your electronic time clock system, the system will need to be implemented. During set up, you or a technician will have to enter your employee’s information and make it easy for them to log in and out. The simpler you make this, the better everything will be. No one wants to have to enter three different passwords and have their fingerprint scanned in order to log in.
A single code or fingerprint will do. Once you’ve completed this step, then you’ve conquered half of the battle.
Next, you need to be transparent with your employees. Yes, honesty is always the best policy, especially in this case. Explain to your employees why you wanted to upgrade to this new clocking system. Answer their questions. Make it the entire process obvious.
This way, they’ll be less likely to think that you’re upgrading because you don’t trust them, or for some other nefarious reason. You also need to make it clear that the new electronic time clock for your employees is a good thing – for them. Point out all of the ways that a system will benefit them and the business. This will go a long way towards moving the process forward.
Hold Several Training Sessions
While the setup process is still in motion for your new electronic time clock system, you should hold several training sessions on how to use it. Make it clear that every employee must attend at least one training session.
Also, allow your employees to go through more than one session if they need to. Some people might be unsure about the new process, especially if they are very set in their ways. The easier you can make it for them, the better. With that said, you don’t want to wait too long between the training sessions and put the time clock into use. Your employees might forget how to use it if you wait too long!
Use it to Attract New Employees
One great advantage of getting a modern electronic time clock is the fact that you can use it for recruiting purposes. Many younger people want to work for a company that has accepted changes like this in the workplace. These time clocks look modern and make your business seem that way as well.
Yes, it’s just a simple time clock, but it makes it very clear that you’re prepared to bring your company out of the virtual Stone Age and into the future. Small things like this really do matter.
Put Some Guidelines in Place
While you’re training everyone on how to use the electronic time clock for employees, you also need to put a few regulations into place. You don’t want anyone abusing the time clock, logging in their coworkers before they’ve arrived, or any other shenanigans, right? This is the time to put those types of rules into place.
Otherwise, people will find a way to abuse the system. That definitely wouldn’t be a good thing.
Use it Company-wide
You might be tempted to use an electronic time clock for employees in just a few departments. This won’t go over as well as you think. Instead, you’re better off using it company-wide. The people in those select departments might begin to think that they’re being targeted for some reason. While this might be the case, you don’t want to let them know it!
In reality, it’s better off for everyone if you make this new time clock a company-wide issue. Everyone needs to use it. They need to log in when they arrive and then log off when they leave. It’s as simple as that. Plus, it’s better for your HR and payroll departments if you use just one system.
Using more than that can lead to some major confusion, as they need to look through several sets of record and systems in order to process paychecks. You need to make things easy for them.