16 Nov Making Informed Decisions with Timesheets
An effective time management system would bring structure and accountability into the company. As the saying goes: if you can’t measure it, you can’t improve it. Maintaining regular timesheets is a good effort to manage your workflow and bring it structure and transparency.
Though it may seem like just a piece of paper, timesheets actually possess precious data that can help us make informed decisions. Be it your receptionist or marketing department, a good timesheet system can help you keep track of what your employees are doing.
For example, if more people in a department are working overtime over a prolonged period of time, it shows that the workload might be too overpowering and would require more manpower.
Timesheets also have the ability to show us employees’ performance status. It shows us data of employees who have been working harder than usual for certain projects and also employees who have been underperforming. This can be measured by the increased in these behavior: going on medical leaves, clocking in late or leaving work early.
There are several ways timesheets could be used. Traditional timesheets come in the form of pen and paper and their names and reporting time would be recorded when they report for work. Today, many companies are still using it. However, the problem is that it is not efficient and it does not capture data accurately.
Inefficiency of Traditional Timesheets
Let us take a look at this scenario which may be a common occurrence in companies with many branches. In Company A, employees are expected to start work at nine. However, Employee X is more than half an hour late everyone and fills up his name as ‘on time’, with no indications that he is late and proceeds to join his colleagues at work.
This may seem harmless but in the long run, Company A is making a loss as they are paying him more than he should be getting. Other employees who noticed would also see this as an unfair treatment. Employees’ motivation would drop and this would create a negative impact on the company when productivity decreases as well.
MOM Employment Guidelines
Following MOM’s employment guidelines from 1 April 2016, all employers must maintain detailed employment records of employees covered by the Employment Act. These can come in a soft or hardcopy including handwritten timesheets for a period of at least two years.
For companies who have not been keeping up with this practice, it might seem a headache. This is when a good time management system might help.
Using an Effective Timesheet System
Employees can also clock in and out through the mobile app to mark their attendance, which will then automatically be reflected on the QuickHR system immediately. Timesheets will be sent to HR managers or directors (depending on the hierarchy structure in companies) for approval because payroll is processed. Any amendments or feedback will also be captured by the system, allowing zero error to take place.
Upon clocking in, employees can enter QuickHR to check their timesheets; the very same copies which employers will access. This ensures transparency as both parties have a copy of their own.
QuickHR is a holistic cloud-based (SaaS) HR payroll management system in Singapore designed to simplify HR work processes. It can streamline all HR processes such as employee management, leave management, claims management, payroll, timesheets and reports onto a single platform through Amazon Web Services (AWS). QuickHR is also equipped with Multi-Tier Cloud Security (MTCS), ensuring that you receive world-class data protection security. It can automate your work processes, allow you to access it across devices and operating systems and increase your overall work efficiency. Reduce tasks spent on adminstrative work and contact us for a free demo session now!