What is timesheet automation & why should you use it?

timesheet automation

Table of Contents

What is Timesheet Automation?

Timesheets are traditionally used in workplaces across industries to keep track of how much time employees are spending on specific tasks in comparison to the amount of time allocated for those tasks. Timesheet automation is this same process except that software and digital applications are relied on for the data entry and collection. The digitalisation of these processes has meant that maintaining records of individual employee work hours is simpler, more reliable and efficient. 

old tracking methods

Why Don’t Old Time-Tracking Methods Work Anymore? 

Keeping track of employee attendance is key to building a culture of accountability in your workplace. However, figuring out the most effective way to manage it can be tough. Traditionally, employees would use physical timesheets and punch cards to keep track of their work hours individually. This system is flawed and makes it very easy for time theft to occur without anyone even noticing. 

There are many other issues associated with traditional timesheet management. These problems include: 

  • Data entry, tracking, and processing is time-consuming
  • Free or semi-automated timesheet management tools are basic and lack integrations that promote efficiency
  • There is a high risk of human error and too much room for moral loopholes like time theft

time and attendance tips

4 Tips for Implementing Automated Timesheets

With seemingly countless time-tracking applications out there, the majority of which are free and not incredibly efficient. Here are our pro-tips for choosing and implementing automated timesheets in your workplace:

1. Set a Budget. Do Your Research.

Many time-tracking applications are free. These are, unfortunately, the ones you should avoid as they’re not fully fitted with features and generally lack integration abilities. We believe it’s best practice to determine a budget before doing your research. And when doing your research, consider your expectations and the needs of your team. 

Once you’ve found an application you’d like to use, or at least have a shortlist, look for reviews online. 

2. Communicate Effectively

Employees may resist change for a variety of reasons, a common one being that they’ve been kept in the dark about decisions that directly impact them. Poor communication leads to trust issues and can in the long-run cause a negative attitude toward things that are intended for good. It’s a human truth that people want to contribute and give their opinion. 

We recommend being clear and open with your teams about upcoming changes, especially when these changes directly impact the way they work. In addition, it’s advised that you create a space for feedback and input to be given and considered. 

3. Offer Training

It’s important that everyone is on the same page and feels confident in their ability to use the software you’ve chosen. After all, timesheet automation is supposed to make things easier for your staff and eliminate the stress of manual timesheet systems. 

Fortunately, automated time tracking systems are incredibly easy to use and your team should be able to integrate this new system into daily operations after a simple demo or training session. 

4. Follow Up

Once your new time-keeping system has been implemented and has been up and running for a month or two, hold a staff feedback session. This way, you can get input directly from your employees and gauge how the impact they’ve found this system to have on things like employee efficiency, company culture and payroll. Make the necessary adjustments after this meeting. 

excel-timesheet-template-free-download

What are the Benefits of Timesheet Automation? 

For those of you who may still be a little sceptical of the benefits of timesheet automation and why you should move to digital time-tracking, we’ll leave you with these final few reasons: 

  • Timesheet automation saves time
  • Timesheet automation improves time management and accuracy 
  • Both of the above work to boost employee productivity

How Does EasyRoster Help with Timesheet Automation?

With EasyRoster, you have the ability to track your employee attendance and time management. This provides valuable insight into productivity and can work to highlight any issues that can affect your bottom line. The data from timesheets in EasyRoster can be used to generate reports that will help guide resource allocation and demand forecasting as you build out future work schedules. 

Workforce management tools come in all shapes and sizes and over the last decade or so we’ve seen many come and go in popularity. Fortunately, EasyRoster ticks every box and provides sufficient support whenever issues do arise. Book your demo with us today to see how we can improve the way you do business.

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