Automatic Meal and Rest Breaks – An Employer’s Guide

Breaks
Image by Engin_Akyurt from Pixabay

Different forms of rest breaks are important for your employees’ physical and mental well-being. When structured properly, they can have a positive impact on health and safety and also improve the productivity in your workplace.

Workday Breaks 

Breaks during the workday allow employees to rest during the workday. They could be in the form of rest breaks, coffee breaks and meal breaks.

Meal and Rest Breaks
Meal and Rest Breaks

Most national and EU regulations require specific breaks based on the number of hours worked. Depending on the country, some or all of these breaks could be paid or unpaid.

Break Times

Meal breaks and rest breaks are essential for workers during a long work day.  The U.S. Fair Labor Standards Act (FLSA) does not mandate an employer to offer meal or rest breaks to employees. But several states have their own laws that obligate employers to give paid and unpaid breaks to employees.

Whether it is mandatory or not, many employers do allot paid /unpaid time for lunch and other breaks. Federal law does designate what time is considered paid and unpaid.

Tracking Break Times

Lunch and rest breaks can be tricky to track. Some employees may forget to clock out. Others may forget to clock back in, when they start working in. This leads to either minutes being added to employee timesheets or being reduced from their time worked. This means that the timesheets are inaccurate and therefore payroll is inaccurate too. In order to make timesheets more accurate, many employers choose to implement automatic time deductions for meals and rest breaks. This ensure that employees get their daily breaks automatically deducted. This is great for employers who want to ensure that they are paying employees accurately. But many people still question the legality of automatic meal and break deductions.

Are Automatic Break Deductions Legal?

Yes! According to the U.S Department of Labor (DOL) and FLSA, it is legal for employers to automatically deduct lunch breaks. As long as the employee actually takes the lunch break. A legal meal break has to last at least 30 minutes according to the FLSA. The key is that employers need to communicate meal periods unambiguously to employees.

Unpaid Meal Breaks

States that enact meal break laws require a half hour break if the employee’s work day is longer than 5 or 6 hours. These meal breaks must be at least 30 minutes long, according to the FLSA. Meal breaks are uncompensated as the employee does not perform any work duties during this time.  If an employee works during the meal break, she has the right to be paid for that time.

Paid Rest Breaks

Rest periods are smaller breaks that are 5 to 20 minutes long. These breaks are compensated as they are considered normal working time. Some states require 10-minute break times for every 4 hours of an employee’s shift. These short breaks are generally considered to promote better productivity.

You can find more information about which hours are considered paid and unpaid.

Keeping Track of Breaks Automatically

Configuring Automatic Breaks
Configuring Automatic Breaks

You can keep track of your employee’s work times by implementing an easy-to-use time tracking app in your operations. With the Mobile Time Tracker’s Auto Breaks feature, you can automatically deduct time from employee timecards, based on the specifications that you have set up. You can add as many break rules as you need to ensure that your employees break times are properly accounted for.

Why use the Auto Breaks Feature?

Managers and Administrators have a lot on their plates when it comes to tracking employee times. Week after week, they need to make sure that all employee work and break time is recorded automatically. The Time Tracker’s Auto Breaks feature does the heavy lifting for you. It can automatically apply the break rules, based on the rules that you have set up.

Make sure that you are complying with all federal and local laws concerning break times. That way you avoid trouble with employees, DOL and FLSA. And you make sure that your payroll is accurate.

 

Have you converted Volunteers to Donors?

Convert Volunteers to Dono

Looking to grow your donor base? A fantastic place to start is to convert your Volunteers to Donors. According to Abila’s Donor Loyalty Study, 75% of those who volunteered say they are more likely to donate. That is an overwhelming statistic and one that nonprofits should leverage. Studies also show that volunteers donate 10 times more than non-volunteers.

So how do you convert volunteers to donors for your nonprofit? Here are five best practices to help you convert volunteers to donors.

Acknowledge Volunteers like you do Donors

Treat your volunteers right. They may not make monetary contributions.  But the time that they donate to your nonprofit has a tangible monetary value. According to the Independent Sector, the  value of Volunteer Time in 2019 was $ 25.43 per hour. So a volunteer who spends 10 hours with you, has made a contribution of over $ 250 to your nonprofit.

Are you telling your volunteers how much you appreciate their time and effort? Try and do that at as many opportunities as possible. If you can, try to quantify their activity into how much money or time they’ve saved your organization.

For example, “The supporters that you brought to the Annual Walkathon helped us raise an additional $ 5000 this year. This will help us serve another 100 people. Your time and effort helped make this possible!”

Track all volunteer activity

Do you track all volunteer hours diligently? Do you have reports that tell you how many hours a volunteer spent with you this year vs last year? Can you track volunteer retention rates?

Tracking each volunteer interaction gives you a better understanding of the volunteer’s engagement with your organization. And, if you don’t know how the volunteer helped, how can you appropriately thank them?

Tracking all the volunteer hours spent with your organization provide great statistics for grant requests too.

Acknowledge Volunteer Milestones

Volunteer Awards Report
Volunteer Awards Report

Tracking all volunteer hours lets you keep track of specific volunteer milestones. Set up simple acknowledgements or rewards for when volunteers complete specific hour-based or time-based milestones. For example, a volunteer reaches 50 hours this year or completes 3 years of volunteering with you. Reach out to the volunteer. Make a public gesture. Show them that you are aware of their effort and interest in your cause.

Give your volunteers opportunities to share their experiences

Social media share
Social media share

Give your volunteers easy ways for them to share their experience on social media. Use their experience quotes on your website, in a newsletter. Talk to your volunteers about why they do what they do. They can become great ambassadors for your cause. And that may inspire their friends to become donors to your nonprofit.

Ask your Volunteers

Finally, just get down and ask your volunteers for donations. Communication is key, whether it’s with volunteers or donors. According to the Institute for Fundraising, 8 out of 10 people donate after being asked to do so. Don’t assume that your volunteers know your cause and therefore will donate automatically. Maybe they don’t know that your organization needs the money; they may just know that you need volunteers. They may not even know the best or easiest way to donate.

So a simple , straight forward ask may suffice. Perhaps you could set up a way for volunteers to donate a small amount every month. Think of it as a SIP donation plan for volunteers. They could give you $ 10/20/50 every month. That may be easier for some volunteers.

Have you already converted some volunteers to donors? How did you do it? Do share your stories with us.

Automatic Case Time Tracking in Salesforce

Assume that your Customer Support gets a Case that comes in late Friday evening. It doesn’t get worked on until Monday morning. While your Support Team spends just 10 minutes working on the Case, the Case Age calculation tells you that it took almost 3 days to close! Throws your Case handling metrics completely out of whack, doesn’t it? So how do you find the actual time spent on the Case?

With the Mobile Time Tracker version 1.52, we’ve introduced a new Lightning Component to automatically track time. You can select the Objects that you want to automatically track time for. Your Salesforce Administrator can set up the Lightning Component for any/all objects that you want automatic time tracking  for. In this specific case, your administrator sets up and activates the Track Time component for Cases.

The Track Time Lightning Component

Automatic Time Tracker component
Automatic Time Tracker component

Now, every time an agent opens the Case View page for a specific Case, the timer automatically tracks time spent viewing the Case. If the agent closes the view page or navigates away to a different page, we automatically update a Time Detail log. Let’s say your agent navigates to a specific Case multiple times, then we create a Time Detail log each time. Assume different agents access the same Case, then each agents’ time is tracked against that Case. And your agents do not need to click on a timer or do anything special. All she does is View the Case that she’s working on. Finally, a simple Salesforce report gives you a summary of all the time that has been spent by one or more agents on that Case.

Increased visibility

Case Time Report
Case Time Report

Your Case metrics are no longer skewed by night times, weekends or holidays. You get clear insight into actual time spent by agents on Cases. You no longer need to guess why some Cases take longer than others. The data and statistics are clear and compelling.

Accountability

Your staffing decisions, reports, stats to leadership and service bills to customers all have solid data to back them up. Respond to questions about time spent with confidence.

Native Salesforce component

The Track Time component integrates seamlessly into your Salesforce Lightning environment. All time tracking data is safely stored in Salesforce. That makes integration with billing and payroll systems simple and effective. And with Salesforce, it’s easy to create any additional reports you need.

More uses of the Track Time component

Assume that you set up the Track Time component on your Salesforce Accounts object. Law firms can easily use the Track Time component to track time that lawyers and paralegals spend on specific customer accounts. Now you can manage billable time with minimal effort.

Set up the component on Opportunities or Leads.  You get complete insight into how much time your Salespeople are spending on each Opportunity.

Set up the component on Projects. Now you have a view of the time your operations team spends on Projects.

The possibilities are endless with automatic time tracking.

6 Top Time Clock Rules for Hourly Employees

As an employer, you have many responsibilities but perhaps the most important one is complying with government rules and regulations. Recently, the time clock rules for hourly employees have changed and you need to make sure that you  comply with the Fair Labor Standards Act (FLSA). You need to be compliant in recording work hours, breaks, overtime and calculating wages for hourly employees.

The Department of Labor (DOL) is very strict about enforcing time clock rules. If you break these rules,  your company can be penalized with substantial fines for every lapse. The best way to ensure that you fulfill federal and state time clock rules is to use a good time tracking software system.  Ensure that the system tracks employees clocking in and out at the beginning and end of their workday. And lets them check in and out of specific jobs/projects.

Hourly Vs Salaried Employees

When understanding the FLSA rules, the most critical thing is the difference between salaried and hourly employees.

A salaried employee receives pay based on an annual sum or salary. As the employer, you decide the pay period – weekly, bi-weekly or monthly. A salaried employee is not obligated to complete a time sheet, though you may use one for project management or other tracking purposes. The salaried employee’s pay is based on the salary as a whole, rather than on the actual hours worked. So, if a salaried employee works a little over or under the normal 40-hour work week, the employer doesn’t need to keep track of their work hours.

An hourly employee, gets paid by the hour for the number of hours that they worked. As the employer, you decide how many hours your hourly employee must work. Some US states and cities have authorized predictive scheduling laws that mandate that hourly employees be given a specified  amount of notice of the hours they need to work.

An hourly worker is obligated to record their working hours through a timesheet or timecard system that the employer must verify.

Time Clock rules for Hourly Employees

To help you with your FLSA obligations with hourly employees, we reviewed the important rules that you need to keep in mind. These rules are for your hourly employees clocking in and out and tracking their work hours. Here are the top 6:

  • Time tracking system
  • Reported Hours Rounding
  • Maintaining time sheet records
  • Clocking in and out
  • Confirming hours
  • Clarifying time tracking policies

Time Tracking System

The FLSA does not obligate you to use any specific kind of time tracking system.

Mobile and web time tracking
Mobile, web & Salesforce time tracking

You are free to choose any type of system to track employee time as long as it is accurate. It’s important that the system that you use tracks actual hours worked including any breaks.

dftly’s Time Tracker app is used by many businesses to track time for individual employees and teams. It works on mobile devices, on web pages and within Salesforce, with all time tracking data securely inside Salesforce, regardless of what device it was recorded on. Click here to see how your employees can record their time easily and accurately, wherever they may be working.

Rounding work hours.

The FLSA allows you to round your employees’ reported time to the nearest specified increment. You are permitted to round your employees’ time up or down. For example, if you are rounding off in 10-minute intervals and your employee finishes work at 5:16 p.m., the time should be rounded up to 5:20 p.m.

You need to round up and down fairly. If you are always rounding down (where minutes are deducted), you may be breaking overtime and minimum wage laws.

Make sure that your time tracking system automatically rounds up or down to ensure accuracy and fairness. If the rounding up has caused your employees to be entitled to overtime, then you are obligated to pay that overtime, based on the overtime laws for your state/city.

Maintaining time sheet records

Employers are required to keep time cards (or other records) that demonstrate how your hourly employees wages were calculated for a period of at least two years. The two-year period is required by the US Department of Labor and you are required to provide access to the Wage and Hour Division access to inspect your records when necessary. So make sure that your time tracking software can store timesheet records for as long as necessary. With the Time Tracker, since all records are stored securely in Salesforce, you can always maintain time records for the necessary time-frames.

Clocking in and out

As the employer, you can decide whether your hourly employees are allowed to clock in early or clock out late. However, it should only be a few minutes and not hours. With the Time Tracker, you can easily add a limit on clocking in early and clocking out late. In addition, you can configure the Time Tracker to automatically log out or check out an employee after a certain number of hours or minutes for mandatory break times.

Confirming hours

Your hourly workers should have the opportunity to confirm their hours at the

Employees verify worked hours
Employees verify worked hours

end of every pay period. Although a good time tracking system would have recorded the work time accurately, your hourly employees should be able to review and verify their hours,

Your time tracking system should give you or a designated supervisor/manager with the functionality to approve time cards. In addition, you or the manager should receive emails notifications if there are any anomalies in the time cards.

Clarifying time tracking policies

Use photos to avoid buddy punching
Use photos to avoid buddy punching

As the employer, you must inform all hourly employees of the policies and procedures regarding your time clock rules. We suggest that you include it as part of your employee handbook and provide training on how to use the time tracking system. Policies that should be explained include:

  • What happens if employees are caught tampering, or attempting to tamper with the time tracking system
  • The consequences if employees are caught trying to commit time theft
  • What happens if employees are caught buddy punching (trying to clock in and out for their colleagues).

Make the right choice for your business

Given the importance of adhering to time clock rules, it may be impossible to adhere to state and federal requirements, with just manual time cards. Investing in a good, accurate time tracking software system is the right choice for most businesses. It’s not just about potential legal and compliance problems, but you could be losing money on payroll, if you are not correctly calculating work hours with overtime and rounding.

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Checking in volunteer groups with V4S Kiosk

Checking in volunteer groups is one of the toughest things to handle for volunteer managers. Having a group of volunteers come in to volunteer together is fantastic. But tracking those new volunteers and their work time? Now that is a real challenge for you as a Volunteer Manager or Coordinator.

Multiple volunteer signup by number
Multiple volunteer signup by number

Volunteers for Salesforce gives you the functionality of adding in the number of volunteers that come as a part of a group. The point person for a group can set the total number of people in the group. This screenshot shows you how a group leader signs up a group of 20 volunteers using V4S Personal on her mobile.

But that’s really all you can record with the standard Volunteers for Salesforce data structure. The fact that the group leader is bringing in 19 other people, other than herself. There’s no way to track who the individual members of the group are. Or any of their contact information.

Extend volunteer value

For your organization, that individual volunteer data is critical. You want to be able to keep track of every volunteer that ever comes in touch with your organization. A volunteer that comes as part of a group could very likely become a repeat individual volunteer.  If you build a deeper relationship and extend communication with that volunteer, she or he could contribute to your organization by becoming more involved.

Working with group volunteers in V4S Kiosk

Based on requests and interactions with several of our V4S Kiosk customers,

Checking in group volunteers
Checking in group volunteers

we’ve now introduced a new feature to check in multiple volunteers that come in as part of a group. If the group leader comes in a little earlier than the Job / Shift start time, then she can Signup the other volunteers in her group to the specific Job / Shift. Note the

Volunteer group dropdown
Volunteer group dropdown

way that the Add multiple volunteers screen is set up in V4S Kiosk. If you have multiple volunteer groups that are coming in, you could sign up people from different groups using the same screen, by selecting the right group name for the specific volunteer that you are signing up.

If your organization requires that each volunteer sign a waiver form, you would be able to set that up. When the individual volunteer checks in to start work on the Job / Shift, she would be asked to read and sign a waiver form, right within V4S Kiosk.

Volunteer data in Salesforce

volunteer data in salesforceAll the new volunteers signed in on the V4S Kiosk get added to Volunteers as Salesforce as Contact records, with the configured Volunteer Group field updated. If so configured, the Date Waiver signed and the actual waiver signed along with the signature is stored inside Salesforce. Now you have the luxury of being able to get to all volunteer data easily and securely, right inside Salesforce.

Just imagine how much effort and time you would save with group corporate volunteers. Additionally, using the Waiver add-on would give you the ability to save effort with tracking volunteer waivers and being compliant legally. Now isn’t that something you should be checking out?

Time tracking in Salesforce

Two years ago, we started down the route of time tracking on mobile devices for field and remote workers. All data from the mobile devices synced back into Salesforce in near real-time. Our goal was to give field workers the ability to get their work times into Salesforce on a mobile. We did build a simple way to track time automatically within Salesforce, but it was quite limited in functionality.

From our market research, we saw that there was a need for time tracking data to be synced to Salesforce. Since invoicing, project management and payroll were all within Salesforce, that work hours should be in Salesforce too made sense. PSA apps, ERP apps… all included time tracking as a part of their functionality. And those apps tracked work time for employees who worked within Salesforce. So, we decided that we would not play in that space – at the time.

Mobile and web apps

Mobile Time Tracker Clock out
Mobile Time Tracker Clock out

Our initial focus was on the mobile space where field workers and remote workers could track their work times. Our goal was to enable workers to track time easily and with little fuss on their familiar phones. Soon after, based on customer requests, we rolled out a Web-based Time Tracker. This was meant for workers who were not comfortable using mobile apps. The one big feature that we added in the Web version was the ability for users to enter time after the fact. This enabled workers to enter their time at the end of the day. Soon we rolled out the capability to enter multiple lines on a timesheet. Now, people who worked on multiple jobs during the day could enter a full timesheet once a day or week.

Time sheet entries on mobile, web or in Salesforce
Timesheet entries on mobile and web

With more customer requests, we added more functionality to both the Web and the mobile apps. We introduced configurable fields that could be displayed on both the mobile and on web apps. A new Team time tracking app on the mobile lets a single Team Lead check her entire team in. We updated the mobile app to allow configurable geo-tracking and photographs. This feature allowed us to minimize buddy punching. We introduced addresses that could be opened in Google/Apple maps to help field people find their next job-site. On the web app, we added an Approval mechanism for timesheets. Now managers and supervisors can approve/reject time entries for team members.

Over a year and a half, both the mobile app and the web apps grew with more functionality. But we did not do much on the Salesforce time tracking functionality.

Time Tracking in Salesforce

Over this calendar year, though, we’ve seen a renewed interest in time tracking inside Salesforce. To the point where now, over 60% of our leads are looking for Time Tracking within Salesforce.

The May 2019 EU Court of Justice ruling and the Fair Labor Standards Act (FLSA) requirements have pushed time tracking to center stage. Any business that has employees is now affected by regulatory compliance for time worked, overtime calculation and break time compliance. And that has pushed interest in time tracking within Salesforce.

Time sheet entry in Salesforce

Luckily for us, because of our Mobile app, we had a lot of functionality within Salesforce already. The objects themselves, reports,  dashboards – all these existed. We have now added a number of other functions that make life easier with Salesforce. Some examples:

  • A Lightning component that can be added as a Time Tracker pop-up from the Salesforce utility bar, to track time against ANY object, including the one that the user is currently working on.
  • A multi-check in time tracking option that helps enter their complete timesheet for a day or a week at a time, after-the-fact.
  • A Summary Timesheet page that helps users within Salesforce select a date and add/see all the time entries for that day, so users can make sure they’ve recorded all their work for a given date.

Overall, we now have one of the strongest offerings for time tracking, be it on the mobile, on the Web or within Salesforce. And the best part is that you could have a combination of users, some using our mobile app, some on the web and others inside Salesforce. Regardless of where the time tracking happens, Salesforce is the single repository of all time tracking data. So integration with payroll, invoicing and ERP systems becomes that much easier.

We are thrilled to say now that we are the Timekeepers for Salesforce!

EU time tracking ruling: what it means for employees and employers

EU FlagThe Court of Justice of the European Union (ECJ) ruled last month that the member countries must establish detailed methods of tracking the hourly work of employees, so that they can be properly compensated for time worked.

The ruling stems from a lawsuit by the Federación de Servicios de Comisiones Obreras (CCOO), a Spanish trade union, against the Spanish subsidiary of Deutsche Bank. The main issues in question related to calculating overtime hours – 54% of which goes unrecorded in Spain – and protecting obligatory rest.  “Member States must require employers to set up an objective, reliable and accessible system enabling the duration of time worked each day by each worker to be measured,” the court said in its ruling.

The ECJ ruling is explicitly intended to protect the worker against potential workplace abuses. It is an effort to enforce the European Working Time Directive, which restricts employers from making employees work more than 48 hours a week, and grants people at least 11 consecutive hours of rest every day.

What the ECJ ruling means

The ECJ ruling extends to all companies operating in the EU. The ruling does not specify any guidelines for how employers should record work hours for their employees. In most cases, companies will need a clock-in/clock-out system that would allow them to monitor when employees start and end work, and when people have breaks. Employers will need to know employees’ exact work hours.

At first sight, this may seem cumbersome and backward. But given the technology available today, this could actually be a good idea, for both employers and employees. The “punch clock” has evolved, and businesses and employees don’t have to sacrifice contemporary technical flexibility for exact timekeeping. Modern time and attendance tracking software, often on the cloud, work on mobile phones. Clocking in and out is a matter of a tap on your smartphone screen or on a web page. So even if you are checking emails at home or taking a call from your boss, tracking that time isn’t really an inconvenience. Many of the software systems are priced such that small businesses can afford them. And most provide great analytical tools.

For employees

From an employee standpoint, there’s definitely a lot to be excited about.

Mobile and web time tracking
Mobile and web time tracking

Accurate time tracking provides irrefutable, objective proof against unlawful overtime. Time tracking thus becomes a tool towards building fairer, more accountable workplaces that help protect employee safety and health.

Moving beyond just clocking in and out, good time tracking can detail the time that employees spend on different tasks, when they take breaks and how long they last. It can help document off-site and off-hours work, as well as work-related travel, all of which are frequently overlooked. Basically, it gives employees full visibility into their work schedules – allowing them to address unhealthy workloads and the associated stress, anxiety and exhaustion that come with it.

For employers

Analyze employee time
Time Tracking reports

Companies can use time tracking to track employee working hours. It makes payroll much more accurate. Billing customers for work done is now much clearer and transparent and all hours worked can now be billed. The time tracking data collected is a great source of information on project budgets, project status, progress of works, employee productivity and many other aspects that are crucial for business success. For managers, it may make sense to combine data on the quantity and task breakdown of hours worked by employees with productivity information. It may turn out, for example, that a company would be better off with more workers keeping shorter hours than with an overworked team that’s less effective because of stress and exhaustion.

Conclusion

Time tracking doesn’t have to be tedious and cumbersome. With the right approach, you can make it an integral part of your business. Most makers of time tracking software tell customers that it’s vital to make it’s use mandatory to get people into the habit of tracking time, and that the data must be checked regularly to weed out abuses and negligence. If EU companies take the ECJ’s ruling seriously and apply it properly, it could do a world of good to their employees and their economies.

 

5 reasons to go green with mobile time tracking

Eliminating paper time sheets, physical time reports to your payroll agency / department, physical paychecks and paper pay stubs are huge steps towards a green organization. In fact, most studies reveal that employees prefer receiving their checks and payroll stubs electronically.

Done right, implementing an end-to-end green path from time tracking to payroll deposits is a win-win for everyone. Let’s start with just the time tracking side of the process.

The endless paper trail

The endless paper trail
The endless paper trail

Have you looked closely around your office lately? How much of that paper lying around is for paper time sheets and paper Paid Time Off (PTO) requests? Chances are that it’s quite a lot. And have you ever looked through some of those time cards and thought that it looked worse than your doctor’s squiggles? And have you had your payroll supervisor complain on payroll day that they don’t have all the paper time sheets back from employees? You could suggest using hours from memory, but you could end up over or under paying employees, which isn’t good for anyone. So what do you do?

Sustainable time tracking

If you are stuck in that frustrating cycle, then making the move to a mobile / web based time tracking system can eliminate many of those frustrations. Think about how much you spend on buying paper every year. And how much more on filing, finding and searching for relevant documents. This is where a huge amount of time, energy and paper (and therefore money) is wasted, while increasing the amount of garbage that your company generates.

Mobile and web time tracking
Mobile and web time tracking

A simple mobile time tracking system helps reduce the headaches and wasted effort involved with paper time sheets. Here are some terrific benefits that you get with a mobile / web time tracking system:

  • Save employees and businesses time and effort with 100% accurate online time sheets
  • Decrease payroll errors with always available timesheet data
  • Eliminate time and effort in the PTO request and approval process
  • Reduce cost of paper supplies and waste generated
  • Eliminate rounding errors, buddy punching and illegible time cards.

Increase payroll and invoicing efficiency

Most certainly, you have a payroll budget. So how can you reduce the errors that

Analyze employee time
Time Tracking reports

inevitably creep in? How can you make the process as smooth as possible. Accurate time and PTO tracking is a major factor in eliminating payroll errors. You want to make sure that your employees are paid accurately for the time that they’ve worked, But you also want to make sure that you are not paying for time that was not worked. A mobile time tracking system ensures that all employee time is tracked accurately at the time that it was done and that all time tracking data is automatically synchronized in the cloud. So your payroll team and managers have access to the data immediately, right within your office, regardless of where your employees may be working.

With all data in a single centralized repository, you can easily export simple time tracking reports to your payroll system, ensuring that there is no dropped data or errors in data entry. And you can make sure that every minute is accounted for and billed, because you have all the time tracking data for your employees in the same repository.

And all this with no paper anywhere. From your employees mobile phone / webpage to your central repository to your invoicing and payroll systems. All electronically! And because it’s all in the cloud, you are not increasing the carbon footprint within your premises.

Going green makes perfect sense!

Image by iblushay from Pixabay
Go green now!

Sometimes making sustainable changes in your company is difficult. But signing up for a mobile and web time tracking solution on the cloud is easy and effective. The Mobile Time tracker is designed to make life easier for small and medium businesses while accurately tracking employee hours, wherever they may be working. And helping the environment at the same time.

Save time, save money and save the earth! Now that’s an easy decision, isn’t it?

 

Did time tracking begin with Fred Flintstone?

If you are one of the millions of people across the world who need to track their time on timesheets, you know how tedious and monotonous it can be. Tracking every minute of your work day is not fun. So I’m sure this video of Fred Flintstone joyfully punching out with the red dinosaur will put a smile on your face.

Never fails to cheer me up 🙂

But timesheets are an essential part of business. Virtually every industry measures the cost of labor, in hours and minutes. And it’s timesheets that make this possible.

Code of Hammurabi
Code of Hammurabi at the Louvre

The Ancient Roots of Time Tracking

Tracing back the history of time tracking takes us to ancient Babylon and the Code of Hammurabi. Yep, him of the “eye for an eye” fame! This ancient treatise written in 1754 BC, set a typical worker’s daily wage at 6 grains of silver. Without adjusting for 3,772 years of inflation, that works out to about $ 0.25 per day.  It also mandated specific pay for specific types of work. While wages were set by the day at that time, it laid the foundation for the time-based labor practices that we follow to this day.

The Timesheet

Ben Franklin - an early time keeper
Ben Franklin – an early time keeper

So let’s fast forward to a more modern time – the 18th century. We begin to see more emphasis on effective time management as the workforce began to shift from being mostly independent work to an employer-employee business model. One of the key champions of time tracking was Benjamin Franklin. He kept the most meticulous and detailed time tracking records that could ever be. In fact, looking at what he could accomplish in one day, would make most of us feel worthless. He’s even credited with coining the term “time is money” to drive home his point.

Following Ben Franklin’s views about time and money, employers wanted to make sure that they only paid for time worked. While employees wanted to make sure that they were actually being paid for that time. Obviously there was a need for accurate and efficient time tracking methods. Pen-and-paper based time tracking records were the solution at the time. Though the system was error-prone, time consuming and relied heavily on employees maintaining truthful and accurate records, the practice continued for years and is still used in some businesses.

The Time Clock

The Bundy Clock
The Bundy Clock

Move on to the 19th century, and finally the world caught up with Fred Flintstone’s punch clock method of recording time.

As timekeeping technology developed, the daily wage was replaced by the hourly wage. In November 1888,  an Auburn, NY jeweler named Willard Bundy started producing a time tracking product by the name of The Workman’s Time Recorder. His brother Harlow started mass producing the clock and in 1890, they filed for a patent for the clock.

Several other inventors during that time period developed mechanical time recording devices to help businesses keep track of their employees’ hours. Over the next century, entire companies dedicated to time tracking solutions emerged, improving on the Bundy design. To this day, many manufacturing plants and business office employees use a time card and a black box system similar to Bundy’s Clock to record their attendance and payroll. But not all professions paid so much attention to the clock. Engineers, lawyers and architects still charged by the job and not by the hour.

The Billable Hour

A paper timesheet
A paper timesheet

During the 1950s, the efficiency experts who had squeezed extra production out of factories brought their skills to bear on the service professions. They created a new measure: the billable hour. Thus laying the foundation for your <insert profession here> charging you hundreds of dollars while you discuss last night’s game with him 🙂 Billable and non-billable hours became a significant part of project estimating and forecasts. Workers tracked their time on paper timesheets, creating a huge repository of information about how long different tasks would take.

Time Tracking in the Digital Age

As computers became more ubiquitous in the workplace, many companies started replacing the cumbersome paper time sheets with digital ones. Programs like Excel and eventually time tracking software revolutionized the way that businesses tracked their employees’s hours and time-off.

Rather than punching in and out, employees now swipe a card, enter an identification number or perhaps just click a button. All the data is then stored digitally for easy access at any point. Better yet, it’s now remarkably easy to discern patterns in and trends in the time sheet data through automatically generated reports and dashboards.

Mobile Time Tracking

Mobile Time Tracker Clock out
Mobile Time Tracker Clock out

Increasingly, supervisors and employees in the field are using mobile devices such as phones and tablets to capture the time spent on different projects and tasks. Automating these tasks, frees up employees to focus more on their work and less on writing down their time.  In addition to time, employees can also track notes, photos, expenses and other details all on their mobile devices. With mobile devices, employers can also choose to track GPS locations as well. And with all time now efficiently and easily tracked, businesses are pleasantly surprised by the addition to their bottom line when they move from paper time sheets to mobile time tracking.

5 reasons why being on time is important

Being on time

Do you think being on time is important? And if so, how important is it? Being a company that focuses on time tracking, our response is obviously biased 🙂 But ask just about anyone (regardless of whether s/he is on time) and chances are that the answer would be “Of course, it’s important”.

Importance of being punctual
Importance of being punctual

Being on time, matters. It communicates whether others can trust you and rely on you. It tells others how you view yourself and them and how important your relationship with them is to you. So professionally, can you afford not to be on time? Being consistently on-time or even early is a great way to make yourself stand out from the crowd and create a fantastic first impression.

Barring true emergencies, there’s really little excuse for not being on time. Being on time is completely within your control. You know most of the factors that control being on time. Taking ownership of them and making sure that you’re punctual shows that you value the other person’s time and relationship. King Louis XVIII of France said “Punctuality is the politeness of kings”. Let’s look at why being on time is important.

  1. Being late weakens your position: When you’re late, you start off on the wrong foot. You don’t want to start an important meeting with an apology. Not only will you be stressed and scattered, you may make the other person question their choice of working with you. If you can’t be trusted to be on time, what are the chances that you can be trusted with a customer’s money?
  2. When you’re not on time, you’re stealing: If time is money, then by being late, you’ve actually taken something of value from the other person. And that is definitely NOT a great way to start business negotiations or relationships. The other person feels that they’ve already given you something, so they’re not likely to make any other concessions.
  3. Being late sends a lot of bad vibes: Being late tells others a lot about you, your integrity and dependability, and your respect for others. It tells them that you value your own time more than theirs, and that you think that whatever you were doing was more important than what they could be doing with their time. It shows disrespect and disregard and tells the other person that you are disorganized. None of which are great starts to a relationship.
  4. There’s no good excuse: Other than a real emergency – and sleeping late or traffic don’t make the cut – being on time is 100% within your control. And it’s not difficult. It takes some planning and organization, but compared to most other challenges at work, being on time is simple.
  5. Being late wastes time and money: When you’re late, you’re not getting yourself a few “extra” minutes. You’re throwing away those minutes on things that could have been done correctly with just a little bit of planning. Being late means that you create a lot of extra work for yourself in rescheduling meetings, or follow-up meetings because you couldn’t complete your full agenda, Or you could slow down another project because of the time that you lost on this one. And that’s all in terms of time. Now think about the effect on money. Have you ever missed a flight because you were late? Does your kid’s daycare charge you by the minute when you pick up your kid late? Have you paid extra for parking because your meeting ran over? Being late can lead to costly mistakes.

So we encourage you to take pride in being a person who is always on time and prepared for your appointments. After all, there’s no downside in being early, but there’s a significant downside to showing up late.

So what are your tips for being on time? Do you think being on time is important? Please share your tips and thoughts with us.