Whether or not you’re an entry-level worker, contract employee, or supervisor, remembering to trace your time is a ache. Not solely does manually logging hours distract your workers from finishing work that actually strikes the needle, however it will possibly result in inaccuracies in your timesheet if carried out incorrectly.
By automating your timesheet reminders, you possibly can keep away from timesheet errors and liberate your workers’ time to deal with what actually issues in your online business. On this article, we’ll present you six totally different strategies you need to use to inform your workers when it’s time to fill out their timesheets (with out having to ship them back-to-back Slack messages).
We’ll additionally clarify how Homebase can assist you get began with routinely monitoring your workers’ hours.
What’s a timesheet reminder and why do you want one?
A timesheet reminder prompts people to report and submit their time entries on a weekly, bi-weekly, or month-to-month foundation, making certain the immediate supply of their timesheet each time. It serves as extra of a delicate nudge than an outright demand and helps keep clear and correct worker timesheets over time.
So what’s the purpose of organising timesheet reminders?
Whereas sending out reminders could seem trivial, inaccurate timesheets can create issues for organizations making an attempt to precisely estimate metrics like common time per venture or how worker hours are trending month-over-month.
By organising timesheet reminders utilizing a software like Homebase, you may make an correct evaluation of logged worker hours with no need to consistently remind direct reviews about your organization’s timekeeping coverage.
5 efficient timesheet reminder strategies
No two individuals wish to be reminded the identical means. One individual could want conventional emails, others want a fast textual content, and a few individuals can’t prioritize something until it’s marked on their calendar. No matter your private choice, listed below are a number of totally different time-saving reminder strategies to make sure your workers fill out their on-line timesheets each time.
Time clock with timesheet integration
For those who and your workers are struggling to manually monitor hours, a time clock with a built-in timesheet integration is the way in which to go. Not solely does it make it simpler to reduce time theft and management labor prices, however it additionally helps you finish every week with automated, correct timesheets.
Regular reminders through e-mail and SMS are nice, nevertheless, a time clock app like Homebase ensures that your worker’s timesheets are routinely up to date each time they clock in and clock out. We’ll take a deeper have a look at this resolution in a while.
Emails
Emails are the tried-and-true technique for skilled communication — however does that make it an excellent choice for sending timesheet reminders? Listed below are the professionals and cons of utilizing emails as a reminder technique:
Professionals:
Broad attain: Due to the blind carbon copy characteristic (Bcc), emails could be despatched to a number of workers concurrently, making certain a broad distribution of reminders.
Detailed directions: Emails permit for the inclusion of detailed directions, comparable to timesheet submission deadlines, required data, and any particular pointers.
Documentation: E-mail threads create a digital path, enabling employers to refer again to earlier reminders if wanted. It could possibly additionally assist in a pinch if you happen to want proof that reminders have already been despatched to and acquired by workers.
Cons:
Potential for oversight: Whereas e-mail is a superb communication software, you’ll nonetheless be compelled to compete with all the opposite incoming messages your workers need to sift by every day. In consequence, your reminders could get misplaced of their inbox In the event that they neglect to verify their emails usually.
Lack of immediacy: Except you could have a system in place to assist your workers prioritize their emails, they gained’t obtain your messages in actual time. This back-and-forth nature of e-mail could result in delayed responses and trigger workers to delay logging their labored hours.
Methods to use e-mail successfully:
Arrange automated e-mail reminders: Employers can schedule automated reminders to be despatched on a weekly, bi-weekly, or month-to-month foundation to make sure constant communication. Whereas not all e-mail suppliers permit you to schedule recurring messages, there are a number of browser extensions and third-party instruments that make this attainable.
Use concise and compelling topic strains: Seize your workers’ consideration by crafting topic strains that point out the significance and urgency of the timesheet submission. This could possibly be so simple as writing out ‘TIMESHEET REMINDER’ in all caps.
Observe up with personalised messages: For workers who persistently miss their timesheet deadlines, contemplate sending personalised follow-up emails to emphasise the significance of compliance.
SMS messaging
Quick Message Service (SMS) messaging — AKA texting — supplies a right away and direct strategy to attain workers. Whereas SMS messaging isn’t usually related to skilled communications, it may be extremely efficient for sending out timesheet reminders. Listed below are a number of of the benefits and downsides of utilizing SMS for this goal:
Professionals:
Instantaneous supply: SMS messages have a better likelihood of being seen promptly, as most individuals carry their cell phones with them. Whereas emails additionally ship immediately, your message will seemingly get caught up in your workers’ inboxes.
Excessive open charges: In comparison with emails, SMS messages are inclined to have greater open charges, making certain better visibility to your reminders. Mainly, if you happen to textual content your workers, there’s little to no likelihood they gained’t see your reminder.
Concise communication: As a result of character limitations, SMS messages encourage brevity and to-the-point communication.
Cons:
Restricted house: Certain, brevity is nice, however the restricted character rely in SMS messages could prohibit the quantity of data shared in every reminder. If it’s worthwhile to embody detailed directions with every timesheet reminder, SMS messaging is probably not the way in which to go.
Choose-in requirement: Workers should consent to obtain SMS reminders, and a few people could choose out or want to not present their cellular numbers. There’s actually nothing you are able to do about this. Many workers could want to make use of their telephones for private use solely. Your only option on this scenario is to strongly encourage workers to choose in.
Methods to use SMS successfully:
Acquire consent: Request workers’ consent to obtain SMS reminders and guarantee their contact data is correct and updated. In the event that they don’t consent, allow them to know of any various choices for receiving timesheet reminders.
Time the reminders strategically: Ship SMS reminders throughout work hours, contemplating workers’ availability and potential distractions. Sending your reminders throughout non-work hours might result in complaints and finally preserve them from logging their work hours totally.
Calendar reminders
In case your office generally makes use of calendar apps for conferences and occasions, then calendar reminders could also be an efficient strategy to immediate workers to finish their timesheets. Listed below are a number of of the professionals and cons of utilizing calendar reminders:
Professionals:
Integration with present methods: Calendar reminders could be synchronized with workers’ present calendar apps, making certain compatibility and accessibility no matter which calendar software your workers want.
Customization choices: Calendar reminders provide you with a ton of company over how reminders are delivered. For instance, you possibly can set reminders with particular dates and instances to accommodate various timesheet submission frequencies.
Visible cues: Not like written messages or reminders, calendar reminders visually stand out, capturing workers’ consideration amid their different every day duties. In case your workers spend numerous time working of their calendars, then the visible cue offered right here could be extremely useful.
Cons:
Reliance on workers’ calendar administration: The liberty that calendar reminders give your workers does include drawbacks. Workers should actively handle their calendars and guarantee they evaluate upcoming reminders. In any other case, your timesheet reminders will go lacking each time.
Potential for dismissal: Your calendar reminders may be dismissed or ignored if workers habitually ignore or dismiss notifications. This generally is a widespread incidence in case your workers’ calendars are booked with back-to-back conferences or different reminders — your one reminder about filling out their timesheets could simply get misplaced within the shuffle.
Methods to use this software successfully:
Present clear directions: Within the calendar reminder description, embody concise directions on how and the place to submit their worker timesheets.
Specify the aim: When creating calendar reminders, clearly label them as timesheet submission reminders. This helps workers differentiate them from different calendar occasions and ensures they perceive the precise goal of the reminder.
Connect related assets: If there are particular assets or directions associated to timesheet submission — like reference pointers or templates — connect them to the calendar reminder.
Slack
Most working professionals are acquainted with Slack, the favored internet browser-based communication software. You might also be acquainted with comparable chat communication instruments like Groupme or the traditional Microsoft Groups. Not solely are these instruments nice for every day communications, however they will simply as simply be used to ship out your timesheet reminders in a well timed method. Listed below are a number of of the benefits and downsides of utilizing instruments like Slack to ship out your timesheet reminders:
Professionals:
Actual-time communication: Just like SMS messaging, Slack supplies instantaneous messaging capabilities, permitting employers to ship reminders and obtain immediate responses from workers.
Channel-based group: With Slack, you possibly can create devoted channels or threads for timesheet reminders, making certain all related timesheet data stays centralized in a single place.
Cons:
Potential distractions: Because of the real-time nature of Slack, workers could get sidetracked by different conversations or notifications. In case your workers are sometimes speaking in numerous channels on and off daily, then a software like Slack could not make sense to your timesheet comms.
Studying curve: Not all groups work effectively with Slack, and workers who’re new to the platform could also be overwhelmed by its numerous communication channels and extra options.
Methods to use Slack successfully:
Create devoted reminder channels: Establishing a separate channel solely devoted to timesheet reminders will assist decrease distractions from different conversations inside Slack.
Make the most of reminders and mentions: Slack permits you to set reminders for people or total channels. You possibly can leverage this characteristic to set off automated reminders to your timesheets at particular instances or dates.
Combine with time monitoring instruments: In case your group makes use of time monitoring software program, you possibly can discover Slack’s integrations to allow seamless entry to timesheets, notifications for lacking entries, and automatic reminders primarily based on tracked hours.
How do you automate timesheet reminders?
Whereas there are a number of other ways to ship out your timesheet reminders, all of them require guide work in some capability.
Finally, we wish to present you how you can set and neglect your timesheet reminders. Right here’s how one can automate your reminders and relaxation assured that your workers by no means break your clocking out and in coverage.
Use time-tracking software program designed for hourly work
There are many time-tracking instruments in the marketplace, however few are designed solely for hourly work. And even fewer combine with different worker administration instruments like payroll, scheduling & availability, new rent onboarding, and different HR necessities.
With a software like Homebase, you possibly can account for break time at work or time beyond regulation with out lacking a beat. If you need a software that eliminates paperwork and takes care of the nitty-gritty features of staff administration (like time clock rounding), then time-tracking software program like Homebase is your most suitable option.
Arrange recurring emails
You probably have a easy and easy administration fashion, recurring emails may take advantage of sense for you. Make sure you see in case your e-mail supplier provides this performance — if not, you might be able to discover a browser extension or third-party software to make this attainable.
Right here’s an e-mail template you need to use when sending out your timesheet reminders:
“[First Name],
This can be a reminder that your timesheet is due on dd/mm/yyyy. Please log all of your labored hours and submit your timesheet earlier than the deadline.
Thanks,
[Sender]”
Arrange recurring Slack messages
If Slack is extra your pace, then you possibly can simply arrange timesheet reminders utilizing the /remind perform. Right here’s how one can get began in simply three steps.
1. Sort /remind in your message discipline and choose it from the shortcuts menu.
2. Within the message discipline, enter the small print of your reminder following this format: /remind [yourself or #channel] [what] [when]. As soon as completed, your message could appear like this: /remind #staff to fill out timesheets each Thursday at 12 pm.
3. When you’ve arrange your recurring Slack message, ship your message to schedule the reminder and also you’re carried out.
Create a shared calendar
Lastly, in case your staff is most comfy with calendar instruments, right here’s how one can automate your timesheet reminders. For this instance, let’s say we’re utilizing Google Calendar. These are the steps it’s worthwhile to take to arrange your reminders:
1. Open Google Calendar.
2. Within the high left, click on Create.
3. Within the pop-up field, choose process.
4. Sort your reminder or select a suggestion.
5. Select a date, time, and frequency.
6. Click on Save and also you’re carried out!
Getting your timesheet reminders seen and submitted
Finally, getting your timesheets crammed out and submitted on time has a lot broader implications than every day admin work. If dealt with incorrectly, it will possibly negatively have an effect on the way you monitor productiveness and budgeting throughout your group.
You possibly can take step one towards eliminating your timesheet pains through the use of Homebase’s time clock to trace hours and time beyond regulation from one system.
And through the use of our time-tracking software program alongside our HR and compliance instruments, you’ll have all the pieces it’s worthwhile to run your online business. So you possibly can spend much less time monitoring hours and extra time focusing in your individuals.
