Transitioning from paper time cards to a digital online time clock solution can be challenging for any business. However, if you are a construction company with workers scattered all over at different construction sites and that are rarely in the office, it can be especially challenging to make this move.
While there is no doubt that it will be a difficult transition, it will be well worth it in the end. An online time clock solution can give you better insight into daily, weekly, or monthly job costing; it can improve employee accountability and can also help streamline accounting and payroll processes.
In this article, we will be covering step by step how to implement an online time clock solution successfully. We will start with how to ensure that the solution you choose is a good fit for your company and your employees.
Step 1: Take Advantage of Free Trials To Find the Right Solution
Before you can even think about implementing online time clock software, you have to choose the right solution that meets the needs of your business and is also user-friendly for your employees.
One way to find the right solution is by taking advantage of demos and free trials. Most cloud-based time clock solutions offer at least a seven-day trial, and some solutions even offer up to 30 days. By taking advantage of a free trial, you can better understand how the timesheet management solution works, if it will meet your workflow demands and if it comes with features that are essential to your time tracking process.
During the trial, you can also review other essential factors such as customer support response time or how easy, or perhaps not so easy, their mobile app is to use. If capturing GPS location is a required feature, then review the software’s GPS capabilities with a critical eye. By doing so, you will quickly be able to determine whether or not the software and the features available will meet your business needs.
Once you’ve narrowed down your choices, you will want to enlist the help of employees and managers to vet the solution further. This brings us to step 2.
Step 2: Do Trial Testing with Trusted Managers and Employees
To accurately determine whether or not a time tracking app will work for your business, you need to do some trial testing with trusted managers and employees who share your vision of creating a better workplace. Try to test with managers employees from different departments so you can get a crystal clear idea of how the solution will work at all levels.
During this trial testing, gather feedback from those enlisted to determine where the online time clock software exceeds expectations and where it falls short. Use the information collected to decide if some issues can be overlooked or if they are absolute deal-breakers.
When you’re confident that you and your teammates have selected the best construction employee time tracking solution for your business, you will be ready to move on to step three.
Step 3: Start Implementing the Online Time Clock Software
Once you’ve gone through a successful trial run and have done extensive testing, it is now time to start implementing your chosen online time clock solution. One of the best ways to do this is by having a company-wide meeting.
If you are not able to get all of your construction workers into the office due to project or time constraints, then make sure someone they report to directly is there to capture and relay important information.
During the meeting, you will want to emphasize the importance of implementing a modern online timecard system. Touch on all the significant benefits that come with ditching manual paper timesheets, which could include less micromanaging from management, greater employee accountability, precise time tracking, and more accurate paychecks.
Now would be a great time to allow workers to test out your online time clock solution. While this won’t be extensive training, as that can come later on down the road, it will get employees familiar with the solution, and in turn, they will be less hesitant about adopting it.
Most of your workers will have no problem using an online employee time tracking solution. However, some may have legitimate concerns about using such a solution. For example, they might be worried that their location is being tracked via a GPS feature. They may also be concerned that they won’t be able to operate the online time clock software because they aren’t tech-savvy enough.
It is vital to come to this meeting prepared to answer some hard-hitting questions. Be ready to counter any possible negative points with facts and logic. If an employee is concerned about GPS, then think about only using the feature when an employee punches in or out. If it’s not necessary to track an employee’s location, the entire duration of their shift, then don’t.
Once employees have had time to use the solution and see how beneficial it is, it will be smooth sailing for all parties involved!