SchedulingTime and Attendance

How Does Employee Timesheet Software Impact Productivity?6 min read

By April 20, 2020 April 23rd, 2020 No Comments

There are going to be days when even your champion employee is unproductive. 

It’s human.

The problem is when a business pays for a consistently idle employee’s time at the office, or when productivity dwindles in entire teams.

Now, for most companies, business growth and success depend on employee efficiency. Your weekly or monthly payment to staff is in exchange for their time.

So how do you make sure your business is getting a fair exchange?

With employee timesheet software. But we’ll get to that in a moment. First, some context as to what most impacts productivity on the whole:

Most employees waste at least some time every day

Most employees waste at least some time every day

In a survey by Salary.com, it was found that more than 80% of employees admitted to wasting time at work every day. 

Of the people who admitted to wasting time, 61% said they waste between 30 – 60 minutes a day. 

The biggest time wasters, according to Inc., are:

  1. Google (internet browsing for personal stuff)
  2. Social media
  3. Unproductive meetings
  4. Distracting emails

But we also know that employees waste time chatting with colleagues at the office, and with friends and family over WhatsApp, text messages, phone calls and other Messenger apps.

When you calculate how much time is wasted per employee, the cost over a week or month or year will likely shock you.  

But. Before you go on a rampage to eliminate all time wasters, be careful you don’t take away all toys and treat employees like naughty kids, as that can also negatively affect productivity and is harder to fix than implementing employee timesheet software.

What makes employees unproductive_

What makes employees unproductive?

Now, there are a few reasons why employees become unproductive:

  1. An employee is going through some kind of personal trauma and is struggling to cope with life. The solution for this is to offer effective counselling or give the employee some time off.
  2. Teams are unproductive because of an unhappy organisational culture. The solution is to redesign the culture based on what the company wishes to achieve from its mission. This one is the hardest and most time consuming to address.
  3. There are too many distractions in the workplace. Open offices are a huge culprit as they encourage socialising, and the internet and mobile apps can be addictive. Even your most productive workers can get sucked into online distractions. This is when employee timesheet software becomes invaluable, as it makes the employee accountable for their actions, without the company coming off as a watchdog, which you want to avoid, as that impacts culture negatively.
  4. Employees are swamped with daily chores that are not proactive, but reactive. Employee timesheet software enables companies to understand what their employees are spending most of their time on so that the company can then take action to fix things.
  5. Poor management who do not have good leadership abilities. There is solid proof that most times employees leave a company, the root cause of the move is who they report to because that impacts job satisfaction.
  6. The right people are not picked for the right job, so they either do not fit the desired culture or do not have the right skills.
excel-timesheet-template-free-download

How employee timesheet software impacts productivity

Saves time

Depending on the size and core service of the business, it can take hours or even days for management to schedule shifts, process timesheets, work out time and a half, and so on. When the time it takes to do all that is converted into hours and multiplied by the cost per hour, using time tracking software is easily justified from a cost perspective.

Employee timesheet software automates and tracks time and attendance processes and eliminates as much human intervention as possible. This saves both employee and supervisory time as well as expenses the company would usually need to pay for hours spent scheduling and organising hourly rates and time worked.

Eliminates time wastage

The Western Journal Nursing Research report also recommends employee timesheet software to increase productivity, as it has been found to effectively eliminate time wastage, 

Other research shows that people who keep track of their time more frequently are more productive because they are more aware of time and it’s implications.

Researchers Katherine L. Milkman, Julia A. Minson, and Kevin G. M. Volpp found that by physically restricting access to tempting desires, you can boost productivity by 22%. Employee timesheet software acts as a physical restriction to tempting distractions, and puts employees in charge of their time. 

How employee timesheet software impacts productivity

Additionally, while it is not a good thing to make people feel as if the company suspects them of time theft or make them feel as if they’re being watched, it is also not a good idea to allow employees to do whatever they want. Software balances out the two extremes nicely so that people do not feel as if they are being watched for time theft, but instead, merely being held accountable.

When people are held accountable for their time, they track their work in more detail and fine-tune their sense of productivity, which is key, as it stops them from giving in to tempting distractions.  

Lastly, various studies have shown that multitasking can drain productivity, and a weekly time card helps prevent that in order to keep the employee-focused.

Provides client transparency

When clients are being billed for employee working hours, it goes without saying that your company has to provide proof that your clients are getting what they are paying for. 

Timesheet software not only boosts productivity at work, but also provides an easy way of reporting the number of hours worked, which is time-consuming.

Identify problem areas

Timesheet software simplifies identifying problem areas. Over time, management is able to spot trends from reports that the software generates. As a result, they are able to deal with those problem areas and nip them in the bud.

excel-timesheet-template-free-download
Albert Brits

Albert Brits

Albert co-founded EasyRoster Software in 1995 and helped grow the business to where it is today. Albert has over 25 years of experience in Workforce Management and Software development which has helped the EasyRoster team build one of the best WFM systems on the market today.