Reasons for Switching to Automated Time Tracking
Despite the advances of automated time-tracking systems, many employers still use manual time and attendance methods—i.e., the paper time sheets.
Admittedly, change is difficult. Often, it takes a painful trigger—say, a wage and hour lawsuit—to motivate an employer to change systems. And that’s unfortunate. Because time and attendance software offers many benefits over manual methods, including the ongoing creation of a comprehensive “digital paper trail” for employers.
Unlike time sheets, automated time-tracking systems not only record any given day’s ‘clock ins’ and ‘clock outs,’ but add that information to the employer’s ever-growing data base. (If you have a real-time system, your data is actually updated in real-time.)
And, thanks to electronic time-tracking systems’ report capabilities, employers have their data right at their fingertips. It’s a level of traceability and accessibility that’s unprecedented with manual records, and in turn, it provides:
An instant operational overview - By reviewing these reports, employers can:
- Identify ways to cut costs (who is working overtime, and when?)
- Enhance labor compliance (is everyone taking their mandated meal times and breaks?)
- Eliminate time theft (who is chronically arriving late and leaving early?).
An accessible audit trail – In the event compliance issues are raised—say, an employee files a labor lawsuit—employers with digital time-tracking systems can immediately access their records in preparation of their defense. Assuming paper time sheets are even kept on file, the gathering of records may represent a massive undertaking. In addition, digital records have immediate credibility, while paper records are immediately suspect.
When it comes to the advantages of automated versus manual time-tracking systems, digital papers trails are just the tip of the iceberg. That’s why proactive employers should start making the switch before a problem arises.