How to Prevent Time and Attendance Errors

How to Prevent Time and Attendance Errors 600 400 Balance Point Team

When it comes to operational efficiency and cost-savings, most companies will focus on significant changes and processes. However, one of the smallest elements can have a considerable impact on your bottom line – time tracking.

Many businesses don’t have employees “punching a clock,” which means that they are not keeping track of the hours worked per day. Unfortunately, a few minutes here and there can add up, particularly if you have a medium or large-sized company with high-value workers. 

So, with that in mind, we want to share some tips on how to prevent time and attendance errors. Tightening up these procedures can have immediate cost benefits, which means that they are a worthy investment. Here’s what you can do.

Monitor Employee Breaks and Lunches

There’s no sense in adjusting your time and attendance procedures if there isn’t a problem. So, the first step is to pay closer attention to the time your employees spend on the clock. Are they diligently working at their desks, or chatting in the breakroom?

To make it easier for yourself, monitor a few employees at first. Start by checking the time they spend on breaks throughout the day. If lunch is supposed to be 30 minutes, are they coming in late? If a break is 10 minutes, are they actually taking 15 instead? 

Once you have some hard data, now you can adjust accordingly.

Talk to Employees About Time and Attendance Expectations

Most of the time, workers will follow the rules when they are enforced. However, if no one is monitoring breaks or when employees arrive for a shift, then there is a higher chance of abuse or errors. 

Using the data you collected, you can talk to your staff members about expectations and guidelines. Don’t call anyone out by name, but if certain employees are abusing the system significantly, you will want to chat with them in private.

Consider Time Tracking Software

One of the biggest reasons for errors and abuse is when no one is keeping track of hours and minutes. Even if breaks are paid, you can still require employees to clock in and out. Pay close attention to those who take extended breaks regularly, even when using this software. 

The other benefit of a time tracking system is that it’s easier to correct errors. When workers are forced to clock in and out, they are much more mindful of the time. Also, as long as the rules are being enforced, they will remember to use the system.

Finally, time tracking software can save time when entering payroll information. Manual entry can take hours when you have dozens or hundreds of employees. Instead, you can look at individual entries and simply check for any problems.

Take A Deeper Look

Tracking employee time and processing payroll are essential business functions. They ensure that employees remain engaged and your organization remains compliant. The process is complex and time-consuming, but it’s imperative you get it right. Learn how in our guide.

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