Tuesday, August 9, 2011

How to Make Changes to Time Clock Protocol


The time clock is often one of those unnoticed, yet important components of a work environment. Employees get used to the system after a short while and the clock becomes part of the daily routine for many workers. However, great car must be made when changing the time clock routine, as the slightest changes to this procedure can wreak havoc on morale, accounting systems, and the overall effectiveness of the human resources department. There are a few steps that will help make the transition from one protocol to another efficient as well as avoid upsetting and interrupting employees and the work cycle.

If changing the clock entirely, meet and discuss the new system with that company’s representatives. Show them your old system in detail so that the rep will better understand what you are up against in terms of clock protocol changes. Often, new systems are so similar to the old ones that very little discussion is needed, and extremely similar time clock systems may require little employee training. However, most time clock protocol change calls for at least some employee orientation, management meetings, and a written notice of the new policies.

Understandably, workers are extremely sensitive to mistakes in their paychecks. Be certain that even small changes in time clock protocol are explained to employees. For example, something as seemingly insignificant as switching to or from military time can seriously affect paycheck disbursement and cause confusion. So be clear about changes and outline everything, no matter how small it seems.

A good deal of the work on management’s part has to do with what the employees are used to. If they typically clock in when they arrive and leave, then asking everyone to, additionally, clock in and out for short breaks is a huge change. Be sure to build in a transition period for implementation of fresh protocols.

If possible, put on a demonstration so that every one of the company’s workers can attend a live session or meeting to have the new device demonstrated and the new procedure outlined in detail. Let everyone have a try at using the new clocks during the demo session and answer questions there.

By following these steps, you can minimize confusion over the new device and trouble shoot more effectively with the one or two people who may be lost. Keeping employees informed helps morale and will also help avoid major work interruptions when a new time clock is put in place.

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