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.

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.

7 Unique Ways To Encourage Accurate Time Tracking

There isn’t a person in the world that doesn’t enjoy getting a paycheck. All those long hours finally become something tangible, something you can use for groceries or car payments. That paycheck supports entire families and college funds. Its importance is obvious and undeniable . . . to everyone.

So then why do so many businesses have such a hard time getting their employees to do the one thing that supersedes actually getting that paycheck?

Whether it’s forgetfulness, arrogance, laziness, bad communication or a lack of functional technology, managers continue to struggle to get employees to consistently fill out their timesheets.

Here are 7 ways to encourage your employees to become better and more reliable at keeping track of their time.

1) Implement automated reminders

This can be highly effective, especially if timesheets are available on the go via a mobile application. Setting up a system through email or text messaging probably won’t cost much, and after the initial set-up, there’s no more manpower necessary. Even if an employee is in his car ready to go, a reminder message might be enough to make him punch in his hours before punching the clutch.

2) Make it easy

If you have a complicated system that’s time consuming, work with IT to make it more functional. Besides saving everyone a few minutes, employees might also become more conscious of their timesheet simply by knowing that you went out of your way to make things easier on them.

3) Explain why it’s important

I know—this shouldn’t even be on here. The importance of a timesheet should be obvious, right?  Even so, sometimes employees don’t fully understand the process behind how they get paid. They aren’t aware of all the intricacies and why their lack of responsibility actually makes another person’s job more difficult.

4) Give them incentives

Some companies offer their employees beer at the end of the workweek if everyone’s timesheets are in by that afternoon. Others stick with traditional ideas like giving away gift cards or donuts or having a raffle.  Working toward a common goal brings employees together. With something on the line, they’ll start holding each other accountable.

5) Have an inside man

Sometimes there can be a disconnect between a manager and his employees. Recruiting the right employee, someone who’s respected, to remind his peers about their timesheets might help solve that problem. There are always going to be some employees that just don’t like taking orders from management. Having a friend, someone they work beside every day, to encourage them could help change their perspective.

6) Don’t be so picky

A minute here and a minute there isn’t going to matter in the long run. Asking an employee to keep track of his or her time in quarterly increments instead of by the minute can make all the difference. It’s much easier to estimate that you came in around 7:15 and left around 4:45 instead of trying to remember the exact times. It’s worth stating again—the easier it is, the more they’ll do it.

7) Avoid seriously penalizing repeat offenders

This is less of a do and more of a do not. Withholding paychecks can get sticky. It’s illegal not to pay people for their work, and although sometimes it’s the only way to get someone’s attention, it’s not a good long-term solution. A punishment like that is a good way to lose rapport among employees. If they’re annoyed, they’ll probably be less apt to go out of their way to make life easier on you.

These are only 7 ways to encourage your employees to more consistently fill out their timesheets, and the effectiveness of each will vary across companies. Don’t be afraid to ask your employees for suggestions. After all, this is about them isn’t it?