3 Common Timesheet Mistakes that You Should Avoid

As a construction supervisor, one of your key responsibilities is to monitor the actual hours that your employees work. There are several methods you can use to accomplish this including punch clocks or having employees digitally record the time they have worked using smartphone apps. These logged hours are what are typically known as timesheets.

 

If not recorded properly, timesheets can reduce the profit margins for your company or even lead to massive losses. In other scenarios, poorly recorded timesheets can can cost your employees their due wages and lead to dissatisfaction and imminent productivity plummet that results as a result of having disgruntled employees. In the worst case scenario, blunders in timesheets can have you dragged into lawsuits that cost you money and time to settle. This is why it is absolutely necessary that you learn about the most common timesheet mistakes that construction managers make.

 

Here are some of the most common timesheet blunders that you should be wary of when working in the construction industry:

  1. Wrongfully adjusting the timesheets recorded by employees to minimize their overtimes
  2. Letting employees finish work at home/ work off the clock
  3. Refusing to pay for overtime that is ‘unauthorized’
  4. Misclassifying employees and lacking a clear distinction between exempt and non-exempt employees
  5. Not making a clear distinction of breaks that should be paid and once that do not qualify for pay

 

There are many other smaller mistakes that a small construction business that lacks a competent human resource department makes. The five above are just but some of the most common ones and the most noticeable. One of the best ways for a small construction business to avoid making these timesheet mistakes is to make use of cloud-based applications to manage their employees working times.

New invoice design

When I’m working with my clients, I always looking for a way to impress my them. With nice and professional estimates, to get their business. With under promising and over delivering, making sure I did my best to complete the work I promised.

And then when when it’s time to bill the client – professional looking invoice, after all if client is satisfied with everything I’ve done – it’s more likely, we’ll be working again. So, it’s as important to have professional look and the way you handle the business as the work you do and relationships you have with your clients.

Today, we are happy to announce we finally completed new design for printed invoice (PDF). It features modern and very simple design that looks both professional and clean. Now when you print out your next invoice using TimeBooklet – be assured your client will find you way more professional in the way you handle the business.

invoice-design

We are working hard to make it even better and looking forward to hear your feedback or suggestions (please leave a comment below this post or contact us). In the next few weeks, your profile will have additional fields for address and company name. And that information will automatically be published on this invoice.

Just add new invoice, add as many items as needed, add invoice number, subject, due date and issue date and optional notes. Your invoice is ready to be shared by email (send directly to client from TimeBooklet) with your client or print it out.

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The Need for Cloud Based Timesheets

A lot of factors need to be put into consideration in the management of construction projects. You need to put a lot of processes into consideration, ensure that they are well coordinated and also effectively supervise them. Any lag in the coordination and supervision of the construction project might make it a poor task. This might be a very difficult task to perform, however, with effective time sheets; you can handle all the tasks simultaneously with much precision and efficiency.

 

A timesheet will help you in tracking every piece of work done in your project and hence you will be able to know at a glance how your project is progressing and hence effectively manage them. You can decide to use paper based timesheet and estimates to manage your task, however, to ensure much productivity and efficient management of your project, time and track everything taking place in your project, online timesheet is inevitable.

 

Online or cloud based timesheet provided by Timebooklet.com is high end and essentially designed to offer you everything you need for your construction project. It has enhanced features and provides you easy access to the management of your project. It is very easy to convert your timesheet and estimates to invoice and therefore email them to the manager with this cloud based platform. More so, since it is cloud based, you can easily access it via desktops and mobile platform from anywhere in the world. Its flexibility, effectiveness and efficiency make Timebooklet.com the best platform for managing your construction projects.

Online Timesheets Management for Construction

When you are managing a construction project, you need to coordinate a number of different processes and supervise a number of different workers, all at the same time. Keeping an eye on such a number of personnel and work activities can be a tough task for you. To maintain deadlines and ensure smooth flow of work, you need top-notch timesheet management. Especially for construction projects, it is important to have high-quality timesheet management tools at your disposal, as it helps keep track of exactly how much work is being put in individually, and therefore indicates the overall progress of the various facets of the project. For contractors and supervisors, the best option is to use cloud-based timesheet management solutions for easy access and enhanced features.

Construction Projects and its Processes

Construction projects are lengthy, intense and involve a lot of different kinds of work. Starting from architects and builders, going on to painters, plumbers and electricians, and right down to furnishers and carpenters, a large number of workers are involved who contribute towards making a successful construction project.

You should also consider that since construction projects are usually carried out on-site, timesheets should be accessible from location. A cloud-based solution will not only give you the freedom to access and analyze timesheets on-site, but will also provide data security and safety. You can even use your mobile phone to access daily timesheets and keep a tab on activities.

Here are some of the pressing reasons why you might want to use cloud-based timesheet management services for your construction projects –

  1. Ease of Access – Online timesheets are accessible from anywhere in the world. You can get real time reporting of entry and exit records of workers whenever you need. Many cloud-based timesheet solutions also come with their own mobile apps. If you have a web enabled device, accessing your timesheet is going to be really easy whether you are at your office or on-site or on a vacation. You can use an Android device or an iPhone calculator to add up man-hours and assess progress.
  2. Features – Online timesheet management services often bundle a lot of useful extra features that you might find useful. Many services provide features like detailed report generation, client invoice management, resources and materials management and payroll management, which will enable you to stay in control of your construction project at all times.
  3. Control – With easily accessible timesheets, you can remain in control of your project throughout. You can schedule different workers like painters, electricians, plumbers and carpenters according to the specific and immediate needs of the project, and remotely ensure that all work is progressing as planned. You can make optimum use of your manpower, while remaining informed and updated about the project.
  4. Safety and Security – With cloud-based timesheet management, you will never have to worry about losing any important data. Paper-based timesheet management is a thing of the past, and locally stored data can be a victim of hardware and software failure. On the cloud, every fact and figure remains safe and available to you at all times.

Factors to Consider When Choosing a Cloud Based Timesheet Software

One of the chief roles a supervisor carries out is to oversee efficient worker management. Some of the functions he or she has to carry out in this regard include –

  1. Maintaining log in/ log out time for all workers.
  2. Calculation of benefits or wages based on the time put in.
  3. Generating insights that help management take accurate decisions that are inline with their growth objectives.

timesheet_punchcard

An online timesheet is one great way to track performance, utilization and productivity of an employee in any sector – be it construction, real estate or property development, or any other human resource intensive industry.

Cloud based timesheet tracking systems utilize the power of cloud technology to store data and allow easy recording and retrieval of data from any place, any time, and on any Web enabled device. With growing popularity, there are a slew of cloud based timesheet tracking software. This will lead to confusion amongst potential purchasers about which one to go for. In order to make the decision easy, we present below some features that are must-haves to qualify as a good timesheet tracking system for your organization.

  1. Scope – The timesheet needs to be very comprehensive in nature for both managers and workers. It should support not only tracking of timesheet but should also facilitate monitoring breaks, invoice tracking, expense sheet, report outputs, display trends and allow easy decision making or senior leadership of the organization.
  2. Deployment ease – Your organization must already have some IT systems in place to bring about efficiency and productivity. A cloud based software such as www.timebooklet.com needs to show the critical feature of easily integrating with the current systems so that there are no problems after the software is deployed at the client end.
  3. Cost implications – Some very effective timesheet tracking systems also come in as free to use. However one needs to weigh in between features/benefits and costs involved. If you feel a free version of a software product is not up to the mark, you can also explore paid software products that are bound to have a much broader spectrum of features.

Want To Manage Your Timesheet – Look No Further Than The Cloud

Timesheets are a vital way to keep track of time during the lifecycle of any task or project, so as to stay on track for different milestones and deadlines. They also come in handy during calculating man-hours for payments, invoicing, and determining the general efficiency with which the project has been executed.

timesheet_template

Timesheet management is the best way to keep abreast of a project’s duration, efficiency and overall man-hours involved. For people and organizations that need to use timesheets, there are various timesheet templates which are available on the internet. These are either in text format, or use Microsoft Excel spreadsheet software as a host.

The Problem with Downloaded Timesheets

There are a large number of different timesheet templates available on the internet, ready for download and use. However, adopting this method can be fraught with problems. A few of them are –

Most timesheets found on the internet are generic and simple in nature, and will need to be modified further for accommodating the specific requirement on hand.
Timesheet templates available in text format need to be printed out before use. This increases paper use, and leaves no room for soft copy backups.
Using Excel templates requires the use of Microsoft Excel, which is localized software. Files need to be transferred manually between people if they need to available for multiple personnel.

Using Cloud Based Timesheet Management

A great solution for all these problems is to use cloud based timesheet management services. It eliminates the hassle of printing out sheets, and also does away with the dependencies involved with Excel templates. If your timesheet is hosted on the cloud, it can be securely accessed from any location, from any device, by an approved user. It is a scalable system, which can fit the smallest and largest projects you want to carry out. Deployment is a breeze, and since there is no software installation involved, the timesheet management system can be put in place and be ready for use in a matter of minutes.

Also, cloud based timesheet management services come with a plethora of extra features which makes it easy for project managers to log hours, calculate payments, carry out audits and generate detailed statistical reports. These services come with integrated security features that ensure that your timesheet data remains secure and immune from outside intrusion. Overall, using cloud based solutions is a great way to make timesheet management a more efficient and effective process.

Timesheet calculator

Keeping track of time can get really difficult for management, particularly while managing large projects involving a number of people. In those scenarios, it is important to monitor the man-hours accurately, so as to keep track of the progress of the project, and also calculate wages and payouts based on the man-hours logged by each worker involved in the project. From a worker’s point of view too, it is difficult to sit at the end of the week and calculate the duration of time they spent on the project and the related payout. For this purpose, it is wise to use timesheets to keep track of individual time durations.

A timesheet calculator can eliminate all hassles related to tracking time and monitoring wages, and make life easier for everyone involved in a project, for the supervisor as well as the employee or worker. While manual record keeping of time, wages and project costs have been long prevalent, advancement in technology has enabled computer based timesheet software to be used more accurately in lesser time.

It is easy to download timesheet templates off the internet, or use Microsoft Excel-based solutions. While these provide you with a way to get the job done, it still doesn’t eliminate the hassles of having to print out large amounts of pages, and having to depend on specific software. The solution is to use cloud based time tracking software which is platform independent, can be accessed and used with ease with just an internet browser, and does not bring hassles like paper load and software installations.

Using a Cloud Based Timesheet Calculator

With a cloud based time card calculator, things are far easier for everyone. Every worker has to log in the time they spent on a project on a daily basis, and the software takes care of all the important and complex calculations, generating complete statements, statistics, and calculating the exact number of hours each person has put in. Since the software does the calculation, there is no need for any manual effort. Cloud based timesheet software is also a safe, secure way of documenting the progress of a project and keep a backup copy of the time card records of each person involved.

Benefits of Cloud Based Timesheet Calculator

There are a number of important benefits when it comes to using cloud based timesheet solutions –

  1. Accurate and safe reporting is always available. Cloud based timesheet calculators calculate durations accurately and make sure that no one gets underpaid or overpaid due to mistakes in calculations.
  2. Apart from making calculations, cloud based timesheet software also keeps detailed records of the same. So, if you want to go back and check the work records for a past project, you just need to log in and take a quick look. This is a great tool for backing up project data and using it at a later time.
  3. Using a cloud based time clock calculator is easy- it can be used by anyone and from anywhere. It just requires logging in from an internet browser. Access control can be fine-tuned by administrators to achieve maximum efficiency and data security. Overall, it is a safe and secure way of keeping track of project times, while also being extremely easy to use.

These point support the fact that using a cloud based timesheet calculator can indeed be a life saver, both for workers and employers.

How To Manage Your Time By Creating Essential Tasks

Eight hours to an intern may feel like an eternity, especially if he’s filing papers or stuffing envelopes. But to you, someone who has an endless list of appointments and to-dos, that eight-hour workday goes by in the blink of an eye.

Having a system to encourage good employee time management is a problem for a lot of organizations, which is why there are so many apps, books and consultants out there that promise to give you ways to manage your time more efficiently.

Email reminders. Spreadsheets. Expensive software. New equipment.

The list goes on.

But is there anything that actually helps?

There is. And you don’t need fancy equipment or a consultant. You just need to keep reading.

Follow these four steps to start better managing your time.

1) Identify your essential tasks

Before anything, you first have to determine which tasks on your long list of to-dos are the most important. These are your “essential tasks.” Here’s a good rule of thumb.

Essential tasks are tasks that will produce the most output or will benefit your company most when they’re completed.

They’re not the tasks that fill the most hours on your timesheet or are the easiest to finish. You have to prioritize.

Shooting off a message to Bob in accounting about the $8 disparity on your expense report doesn’t produce a lot of output. It’s important, yeah. You should definitely follow up with Bob. But it certainly isn’t an essential task.

Does that $8 push the company (or the project) forward? Probably not.

What tasks do?

2) Make your tasks visible

Once you have your list of essential tasks, don’t put them in a draw and lock them away. Don’t keep them hidden in an app in your phone. Get them out in the open. Make them accessible.

Invest in a white board or a corkboard to pin things on.

Whatever you do, make sure those essential tasks are big and bold and staring you in the face as a reminder that these tasks are important!

By seeing them they’ll stay at the forefront of your mind.

3) Give yourself time

Don’t treat your essential tasks like any other tasks.

Most people pick a normal task from their list and work on it until it’s done. Then they move onto the next one.

For essential tasks, give yourself an allotted amount of time to complete them. Experts say you should dedicate at least 50% of your time each day to completing these kinds of tasks.

This makes daily time tracking easier. You know you spent X amount of time doing A, B, and C.

It also allows you to focus on nothing but the essentials for a set amount of time.

You’ll be surprised at how quickly you get something done when you know that it’s important, that you should be doing it and that for the next hour you don’t have to worry about anything but completing it.

Sometimes spreading your thoughts and energy too thin can be a hindrance, which leads us to the final step.

4) Avoid multitasking

That’s right. You heard me. Multitasking can actually be very inefficient.

The reason for this? Not every task requires you to have the same mindset.

Putting together a monthly report, filling in your timesheet, shooting off an email to your boss and interpreting a construction blueprint all require totally different mindsets. Studies have shown that the more people switch between mindsets the more tired their minds become. And exhaustion certainly doesn’t equate to efficiency.

Conclusion

Focusing on an essential task, getting into the right mindset and staying in that mindset for the duration of the task is one of the most efficient ways to complete it. Focus on the tasks that matter most. Identifying your essential tasks helps you sort out the most important from the less important. Making them visible keeps them at the forefront of your mind. Then setting aside time to complete these tasks and focusing on them without giving into the temptation to multitask is a good recipe to help you start better managing your time.

Follow these steps and you’ll start seeing better time management. You’ll get more done and feel like you’re accomplishing your essential tasks instead of just keeping busy.

Have you used essential tasks to manage your time?

Share your experiences in the comments