7 Tips for Transitioning from a Manual to Automated Time System
The benefits of automated employee time and attendance solutions are well recognized and acknowledged by most business owners who have made the switch from old manual processes to new, automated attendance systems.
Implementing an automated system can alleviate nearly all of the problems associated with manual time collection. Having an automated solution allows for error reduction, and the ability to quickly recognize and resolve any potential mistakes or discrepancies that arise due to human error during time-consuming data collection. The ability to gather real-time data will also allow all departments to have consistent access to important information, giving them the data they need to improve decision-making.
A mobile employee management system can also help to drastically improve efficiency. According to the American Payroll Association, paper time sheets cost businesses an average of four hours and five minutes per employee per week, with each time card taking an average of six minutes to process. It can also save labor costs associated with errors that are often made during payroll processing. These errors can be costly, with the American Payroll Association estimating that the average business wastes 1-8 percent of its total payroll on clerical errors.
Despite the numerous cost-effective benefits that can come from an online time tracking system, implementing a new system is a big jump –and one whose learning curve could prove to be difficult for some employees to master. Those who may be used to doing things a certain way, or those who might perhaps feel that their jobs are being threatened, could prove to be unreceptive toward the new developments despite its optimization.
If you’re thinking of getting a new time tracking system, you’ll want to help the transition period to go smoothly, and get everyone on board with the new system. Here are a few tips for helping to ensure that your transition from a manual to automated time card system is as seamless and straightforward as possible.
1.Do Your Research
Before you consider an automated time card system, you’ll want to do your research first to ensure that you end up with the best system for your company. You could lose a lot of time trying out a new automation software only to learn later down the line that the pricing is out of your budget or it lacks a critical feature that your business needs. Research your options, and read up on pros and cos with different systems to ensure that you find an option that’s ideal for your workplace. Many systems will include support for the transition period –to help ensure that the switch is as smooth and seamless as possible.
2.Keep Your Budget in Mind
Next, you’ll want to keep your budget in mind. If you have to go through an approval process before you can invest in a time tracking system, you’ll want to research the return on investment for time tracking systems –and present that information to management. Instead of asking for a budget up front, presenting them with this information will allow them to make an informed decision about the benefits of implementing a new time tracking system to boost profitability.
One common reason that many employees are resistant to change, is because oftentimes they are kept in the dark about upcoming changes that could impact them. A lack of communication allows rumors to circulate and grow, which could lead to speculation and worries about job security. Being clear and open about upcoming changes whenever possible, will allow your employees to feel more open to the idea of a new system.
4.Have a Test Run
Taking a test run is another great way to get acquainted with the new system. Many companies will allow you to test their products before buying giving you the time needed to see if the system will work for you and your team before you commit to buying it.
5.Offer or Accept Training
Offering training to your employees is important any time a new system is put into place. The good news is that an automated time tracking system should be extremely easy to use you’ll still want to take the time to ensure that your team feels at ease about using the new system. Similarly, if training is offered to you, you should accept to ensure that you will be well-informed confident in training your team.
6.Hold an Initiation Meeting
Once you’ve brought a new time tracking system in, it is important to introduce your team to it through an initiation meeting. It’s a good idea to follow a three-part introduction process: explain to your team why you are implementing a new system, show them how to use it, and then clearly explain how the changed will impact everyone moving forward.
Finally, once the new system has been implemented, be sure to keep an eye on the changes and monitor the progress. By keeping a close eye on the impact that the new system has on the company culture, employee efficiency, and payroll, you’ll be able to ensure that everything’s on track –and moving forward.
Keep in mind that most of the stress and frustration of implementing a new time tracking system is simply due to uncertainty and fear of the unknown, give your employees time to learn new system. Once the system is in place and everyone has had a chance to familiarize themselves with it, it should be smooth sailing, especially once your team sees how it will benefit them, and make their job easier as well.