Types Of Time Clocks and Time and Attendance Software

In today’s complicated business environment, every owner is looking for a way to track employee hours and other payroll data in a fast and efficient way. Some firms use a time clock system, while others prefer a computerized logging application. Regardless, the system should be intuitive for all users, and should be easy to operate. The key thing to remember is that time clock software is supposed to reduce your processing time for the relevant data. If it does not do that, then the system is not effective. Make sure any system you purchase is able to handle hours worked, as well as accrued vacation time, days off, sick days, holidays, and bonus hours. There are dozens of reputable firms that sell various kinds of time clock software at all price levels. Carefully assess your own situation before committing to a specific brand of time clock software.

One reason for having time clock software is to prevent time theft by employees. Comprehensive, mechanized time and attendance software systems can eliminate almost all cases of time theft. Recent studies have pointed out that in the U.S. alone, each worker wastes five minutes of company time per day, on average. At first sight, that does not seem like a terribly significant number. However, for large firms, the time loss comes out to millions of dollars in expense per year.

A quality time clock software program is the best way to face the current national crisis of time theft. Even though much time theft is intentional, a proper system can prevent it. One way the automated systems deter theft is by cracking down on bogus overtime figures. Nearly every time clock software product can go a long way toward eradicating employee time theft. If for no other reason, every business should have some type of automated time clock method up and running. Otherwise, a firm risks losing several millions of dollars per year in earned revenue.

The time clock software rounds data in such a way as to preclude theft. It also sets specific limits on the amount of overtime that can be posted to any account. On top of that, the systems prevent buddy-punching, which is a major source of employee theft.

Finally, every worthwhile time clock program should have a simple interface, so that your company can easily exchange data with your payroll provider. By implementing an effective time clock software protocol, your company will be well on its way to accurate information management.

Advantages of Biometric Time Clocks

Biometric time clocks are becoming the latest and greatest technology for tracking employee time and attendance. Not only does a biometric system allow companies to streamline the payroll process, but it also frees up the human resources department from tracking and correcting work hours logged.

Before deciding biometric is for you, however, there are several decisions you will need to make. The first is, how many employees will be using the block? Some models will be less expensive than others but you need to make certain that the time clock you’re getting can handle the number of employees you have.

What options do these time clocks offer for accessing and downloading the information for payroll processing? The biometric time clocks come with Ethernet, wireless or USB connections for use in downloading the data, but know there are several options available. Your IT department will be able to help you decide which is best.

Are you married to the current payroll processing software that your company currently uses or are you willing to learn a new application and software? Some biometric time clocks use software that is compatible with many other payroll processing applications such as those used by ADP, Paychex and other payroll service providers. If you don’t want to change, make certain you choose a time clock that is compatible. Keep in mind though that many of the biometric time clocks come with robust and very intuitive software so if you’re making a change, why not go all the way?

Many biometric time clocks use a fingerprint scanner but there are other versions that use a palm or vein scanner. You will need to decide which is best for your industry.

After you’ve talked with your IT department and the human resources staff you will have a better idea of what kind of time clock will be best for your company’s use.

How to Manage Employees Fairly

There is no one size fits all approach when it comes to managing employees. What motivates one employee may not work on another, and while you can’t completely change your personality to suit your employees you can adopt a management style to help you deal fairly with all employees under your supervision.

There are a few tips to help your employees excel in the workplace and to ensure that you are acting fairly and with their and your interest in mind.

1. Ask your employees whether they feel they work best in collaborative settings or whether they feel they thrive in the sanctuary of their cubicles. If the later, look into allowing employees to work with headphones on so they can listen to music while they work.
2. While many employees will push the boundaries of workplace etiquette, employees need to know they are expected to meet deadlines and perform the tasks which they have been assigned.  Be sure you allow for some creativity, but hold employees accountable as well.
3. If you find that some of your employees need hand-holding to perform, attempt to offer that. For those employees who work best on their own, leave them to their tasks. For motivated employees, going to work is more than punching a time clock, it is a place at which they hope to forge their careers.
4. Encourage workplace interaction outside of the mandatory staff meeting times. Let employees to linger around the water cooler, be flexible on lunch times, encourage collaboration between departments. As long as it falls within the realm of what is allowed through company policy, and as long as the work gets done, let employees interact.
5. Don’t be afraid to ask your employees for their input and their opinion. If you find you have to pass along new employee guidelines or changes in personnel regulations, don’t just drop a new manual on their desks. Take the time to explain the changes and answer their questions and concerns.

Being in a management or supervisory position is both challenging and rewarding. The bottom line is, however, that the key to your success is getting the best out of the employees that you manage. If you’re able to manage and motivate your team, you all thrive.

How to Decide on a Business Venture

There are many questions you need to ask yourself before making the leap into small business ownership. Whether you’re doing it to follow a dream or a passion, or simply because you’re done with punching the time clock, here are a few pointers on how to choose a business venture:

Know where your expertise lies. Once you know, it’s easier to decide the goods or services to offer, as well as who your target consumer group is. You will need to know where and how to reach these customers so that you can build a successful marketing plan to build and propel your business up and forward.

One way to succeed as a business owner is do something you love. Don’t just jump on the bandwagon of what is popular and in unless you honestly enjoy providing that good or service. If you see a product or service on the market and believe you have a way to make it better, jump on that idea and offer your new and improved spin on it.

Take your business seriously. Half-hearted efforts will get you nowhere and will cost you money in the long run. You will make money back if your business takes off, but without passion or interest in what you’re doing, you won’t have the motivation to register your business, pay taxes, and file as a business entity; all necessities for a small business to succeed.

Join networking groups and try to find a mentor. A mentor will be able to offer you advice and strategies to help your business thrive, while networking opens you up to business professionals who may be interesting in purchasing the goods you sell or utilizing the services you provide. Investors can also be found at networking events and through mentors, so don’t underestimate the power of getting connected!

Finally, be a time management guru. Starting your business while you’re still working a punching the time clock elsewhere means you will need to be frugal with your time and use it wisely to make every moment you are devoting to your new endeavor count. Additionally, you will still want to perform at full capacity at your current position until your new business takes off.

How to Stop Buddy Punching

Most everyone who has used a time clock is familiar with the idea of “buddy punching”. A way for one worker to punch in for another, ensuring hours are recorded for an otherwise absent employee, buddy punching is a problem for the workspace because it results in both employees stealing money from the employer. Even more distressing is the fact that this practice is wide spread and can cost U.S. businesses up to $200 per employee per year, according to economists.

There is good news however! Buddy punching is easier than ever to eliminate with the installation of a biometric time clock. These time clocks come in several brands and styles and can read everything from a fingerprint to a hand. This method of clocking in prevents someone else from clocking in for a friend, and creates a fair, more honest environment for everyone.

Even small companies can benefit from a biometric time clock. Not only do these clocks help stop buddy punching, but they make back the investment in them with the ease of use and peace of mind they bring. Newer devices are even able to store lots of information, including time, hours worked, holidays taken or owed, and various other data about that particular worker.

Many biometric time clocks are interactive and user-friendly. A worker can access their own work history, time sheet, and other information via the screen of the biometric time clock. While new technology can be threatening in the work environment, giving the employee access to their information allows employees to accept the device as well as helps human resources integrate cost-efficient technology into the department with little complaint.

Buddy punching is an easy problem to solve these days, so be sure you invest in a quality time clock to help you keep your business on track. Your employees, human resources, and ultimately yourself will be grateful for the ease that comes with one of these devices.

How to Simplify Your Business

Running a business can overtake your life. Every waking moment can be ruled by your business and entrepreneurs can easily become overwhelmed by daily management issues involving employees and company aspects. Effective tools to simplify your business as much as possible are key to avoiding this scenario.

The first place to focus is on management. Set specific criteria you are looking for in the hiring process, consider education level, pay and schedule needed. Have an online application form. This way you will be able to quickly weed out applicants who do not fit, saving you time. Another management time and money saver is to strengthen your supply relationships by using as few providers as possible. This will increase your purchasing power, offering you better leverage.

One more idea is to arrange for your human resource functions to be outsourced. Research shows such issues take up one-third of entrepreneurs' time. A huge benefit to outsourcing is the responsibility for missing tax payment deadlines or misfiling will fall on the shoulders of the outsourced company rather than your own. Finally, reduce the number of staff meetings you hold. Make meetings effective and concise to save your own time, as well as, getting your employees back to work.

Make use of technology. Scheduling is often the most time consuming issue for most business owners. To save time, use available software in order to assist you in scheduling employees. Some of these software packages will also assist in making payroll easier. Additionally, rather than micromanaging employees, many business owners are thankful to invest in time clocks. A time clock takes the babysitting out of employees, respecting their scheduled hours along with providing useful documentation.

Another overall area to simplify is your marketing. The first step in this is to find out how you are doing. Have comment cards or online surveys available to your customers for feedback. Then, utilize local business to build partnerships. Start with your own customers, suppliers and vendors who are also business owners. Another idea is to cut out the middle men and meet your consumers directly.

Finally, ensure that you allow yourself personal time. Make decisions on what you are comfortable outsourcing and what you only feel comfortable doing yourself. Set boundaries for yourself which will limit how much work time you allow yourself to attend to personal matters. This way, when you are not at work, you will be able to really focus on family or friends.

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.