Managing payroll effectively is one of the main challenges faced by HR departments in any industry. Not only is the appropriate management of payroll very time-consuming, but the large number of complex tasks that must be fulfilled can cause confusion, dissatisfaction, and even problems with the law.
Payroll processing is made up of several underlying procedures. A business must keep accurate records of all relevant documentation and devise workplace strategies to better handle employee paychecks, bonuses, and deductions. Furthermore, it is crucial to stay up-to-date with labor laws in order to reassure employees and governments that your business respects the law.
Payroll is extremely important because it is the main driver of employee motivation. Paying employees their full salary on time ensures that there is mutual trust between employers and the labor force. In addition, effective payroll management reflects well on a business’s reputation and financial stability.
Many aspects of payroll processing are considerably complex. Not only do companies have to fulfill their duties to salaried employees, they must also be compliant with the law by paying payroll taxes and fulfilling other critical processes. For example, they must calculate working hours precisely, manage timesheets and maintain accurate employee records.
Accurate tracking of employee hours is indispensable for effective payroll management. After all, knowing when and how much your employees are working is necessary to effectively issue employee paychecks. However, keeping track of the hours worked by every single employee on a consistent basis is a very strenuous and time-consuming task. The best way to adhere to an accurate and consistent pay schedule is to invest in time management software.
The features of a state-of-the-art time clock app allow you to precisely monitor your employees’ work day, including overtime hours and other variables that are relevant to their schedule. The software can also be used to maintain accurate records of an employee’s time off, sick leave, and other interruptions of their duties. Having this information at hand allows companies to deploy easier and faster payroll processing.
The world is facing a talent deficit. According to extensive research performed by Korn Ferry, 85 million jobs may go unfilled by 2030 because there will not be enough skilled workers to fill them (source).
According to Yannick Binvel, president of Korn Ferry’s Global Industrial Markets, “Governments and organizations must make talent strategy a key priority and take steps now to educate, train, and upskill their existing workforces”. In today’s uncertain market environment, it is important to value one’s skilled workforce and take strides towards helping them improve their skills.
A lack of skilled workers poses a double challenge to HR departments. Not only is the job of finding capable employees going to become harder, but finding individuals with the talent to do it is going to become harder as well.
The following strategies can be used to attract, nurture, and retain talent:
It becomes much easier to measure and issue employee wages if there is an organized payroll calendar in use. A functional payroll schedule also benefits employees in several ways. For instance, a steady payroll schedule will let everyone know when employee time cards are due. Likewise, a payroll schedule can ensure that all employees, including hourly workers, can have accurate information about how and when they get paid.
At its most basic level, a payroll schedule can be created by using a regular calendar as a guide. When looking at the calendar, one can devise the key dates of the month while also keeping an eye on special dates, such as holidays. It is important to be aware of the dates that might place a strain on payroll processing, so one can plan accordingly.
In order to satisfy the needs of employees, a payroll schedule should show all the pay periods within the year. This will help mitigate confusion about employee gross pay, time frames, and similar queries. Companies implementing this method must always keep templates of their payroll schedule at hand, as they will have to be redistributed on a periodic basis.
Nonetheless, these tasks can also be accomplished using the right software tools. Thanks to novel work schedule management solutions, companies can delegate all scheduling tasks to artificial intelligence. By taking on the role of a personal assistant, employee management software can aid HR teams with all the documentation they need for easy and accurate payroll activities.
Even if your company can make payroll simple for the current scale of your operations, it may not be able to continue doing so, once your business begins to grow. Setting up a payroll system that fulfills the needs of HR and can seamlessly comply with tax payments is a challenge for companies of all types and sizes. Companies expanding on an international scale are particularly vulnerable to the challenges related to business escalation.
When working with an international workforce, a company may need to keep track of different currencies and offer certain information, such as employee paychecks, in several languages. Furthermore, tax filings may differ depending on the country. In fact, sometimes different areas within a single country can have their own distinct tax regulations.
The complexities related to expanding payroll operations can be mitigated with the use of a centralized system to manage payroll. By having access to an intuitive digital hub with a variety of novel tools and features, employers and HR professionals can automatically coordinate payroll procedures on an international scale.
Embracing centralization for payroll management gives companies better insight into their international payment requirements. It also increases the agility and smoothness of payroll activities. By intertwining payroll software with HR tools and speeding up communication between teams, a centralized payroll system enables companies to create global payroll and reporting capabilities.
Employee morale can be negatively impacted due to frustration with faulty payroll systems. If employee paychecks do not reflect the amount of money that employees were expecting to be paid, for instance, this can result in generalized feelings of mistrust from workers. A similar issue can arise if the personal information of employees has been wrongfully added to the records, as it can generate problems when employees attempt to retrieve their paycheck.
Your payroll policy should be clear and easy to understand. All critical matters related to payroll should be effectively communicated to employees. The following critical data points should be included within the payroll information that is available to all salaried employees:
Information of this nature should be easy to obtain by your employees. It should be included in employee manuals or handbooks, as it will help create a workplace standard. A secure online portal can also be set up to give employees access to data related to their paychecks, withholdings, and benefits.
All activities that constitute the exchange of goods and services for currency are regulated by the law. If a business is not aware of the current state of wage and hour laws, tax filing deadlines, forms, regional law differences, and other regulations, then it is bound to encounter serious legal trouble. Payroll can be severely impacted by missed deadlines, penalties, and other issues caused by non-compliance with the law.
Manually processing payroll can be extremely time-consuming and mind-numbing. Manual tasks needed to successfully run payroll, such as entering the salary details of every worker, can consume a considerable amount of an HR professional’s time. Furthermore, manual filing of multiple entries can potentially lead to human error. Because payroll information is very sensitive, even honest mistakes can lead to legal trouble.
By deploying software solutions capable of handling the bulk of payroll activities, you can free your company and your HR team from a huge amount of toil and stress. Avant-garde workplace management artificial intelligence can be used not only to improve the capabilities of payroll but also to improve the management of schedules and timesheets, and for project tracking.
The implementation of the best management software can make payroll easier by offering businesses the following advantages:
Thanks to the development of revolutionary methods of software deployment, technological solutions capable of improving operational efficiency can be acquired by businesses of all sizes. Affordable monthly subscription fees, secure cloud servers, and low data usage make the software incredibly accessible. Constant updates and continuous improvements guarantee that adopters of the software will see it improve with the passing of time.
Having trouble keeping on top of all the things on your plate at work? We’ve all been there; we’re human after all. However, when you get into the office and realize that you didn’t even manage to eat breakfast, you know it is time to change your habits. The good news is that there is always time to change the way you work to make it more efficient. Keep reading to discover 10 time-saving ideas and ways to improve your time management skills.
When it comes to time management tips to improve your personal productivity, you must create a time estimate for everything you do during a day at work. This includes both your professional life and your personal life. You should:
If you track time, you’ll get an idea of how much of your life is taken up by unproductive thinking, talking, and doing. It will also give you insight into whether you’re most effective at certain times of the day.
This step is absolutely critical if you wish to learn how to manage your time. Do not begin your daily routine without creating a list of your most important priorities or tasks for the rest of the week. When you finish working at the end of each week, review the list and make any necessary adjustments before beginning the following week.
Writing down your schedule will help you avoid sleepless nights as you will be more organized and checking off items on your to-do list will give you peace of mind. Don’t wait until the last minute to create a plan for the next day and create SMART goals. You can even use an online calendar to make your life easier. Using a virtual timesheet will help you stick to the schedule you have set for yourself. Apps such as Mobile Punch allow you to track the work you do easily from your mobile phone.
When organizing your to-do list and online calendar for effective task completion, prioritize your activities so that you complete the most critical ones first. Then focus on completing the rest of your priorities.
Make sure you evaluate your to-do lists and organize them by their importance instead of their urgency. Assign time blocks for each individual task and then rank them. Important tasks help you achieve your professional objectives, whereas pressing tasks need immediate action and are related to someone else’s priorities.
Once you learn how to prioritize your tasks, management becomes a whole lot easier. You can use apps such as Mobile Punch which have an electronic agenda to make prioritizing easier. You’ll be able to spend your time wisely during those days when there just isn’t enough time for everything.
Another great tip for effective time management is to avoid trying to do everything at once. If you break down each task into smaller tasks, then you’ll find it much easier to get them done. You may feel overwhelmed and your stress levels will likely rise with too many things to do at once, but if you break down each task into small steps, you’ll find it much more manageable.
When working on a project, focus on the task at hand and ignore everything else around you. It can be tempting to accommodate everything on your plate on a daily basis, but jumping between tasks means you are not giving anything your all. This will not lead to successful time management. Don’t let your mind wander off into other tasks as this will increase your stress levels. Stay focused on what you’re doing and complete each step without interruption.
By blocking out distractions, you’ll increase your productivity and get things done faster. Don’t get overwhelmed by a to-do list that stretches for miles. Trying to complete everything on that list won’t shorten it; instead, just focus on completing each item one at a time. A time tracking app will help you better manage your work schedule.
When scheduling tasks, consider setting deadlines for each task rather than simply working until they’re completed. Giving yourself a time limit will help ensure you do not get overwhelmed with too much work all at once. The Pomodoro technique is one of the best tools for time management as you set aside blocks of time for specific tasks, with real-time deadlines. It also gives you a chance to take regular rest periods throughout the day.
When you’re trying to finish something, it helps to know what you should do next. A to-do list helps you stay organized and focused. Mobile Punch comes with a built-in project management app that makes it easy to schedule tasks, manage your projects and optimize resource planning. Companies can track the progress of their projects thanks to real-time reports.
One of the most enjoyable ways to manage your time at work is by making breaks a regular aspect of your day. Integrating buffers between tasks will ensure you still get to enjoy some obligatory time for yourself. Whenever you complete a task, take a break to relax and re-energize, it’s the hidden key to the art of time management.
What you do during this time is up to you. You can catch up on personal phone calls, go out for lunch or sneak in a little power nap. Something as small as a 5-10 minute buffer time between tasks will give you that additional time you need to re-focus your energy on your work.
If you want to become an expert at managing your time at work, you must learn to say no. Only you truly understand what you’re capable of doing, so if you feel that taking on a task is not something you can handle right now, don’t hesitate to tell someone else who might be able to help out instead.
Instead of doing lots of demanding tasks that don’t add any value, focus your effort on completing fewer but more valuable tasks. Delegating is not easy so if you can’t say no to something, give it a go. When you’re able to successfully handle things yourself, you can start delegating them to others.
To keep your workspace organized, create a system where everything is filed into categories. You may find yourself filing documents based on what they’re about rather than where they were found. Little details can add up to big results so keep your files organized. Don’t miss out on important messages and unsubscribe from newsletters you no longer read. You only have to do these tasks once, but you’ll reap the rewards forever.
Social networking sites, email, texting, phone calls — the list goes on and on. These days, we’re constantly connected to our friends and family online, which can prevent us from completing assignments on time. It’s important to take control of your life and learn how to manage your time effectively. Time management software can be a big help with keeping you on track.
Here are time management tips to help you to do just that:
The obligatory time that you have to dedicate to certain jobs and the seemingly endless list of tasks that you are presented with at work can make it difficult to accurately track the time you are spending at work. Thankfully, Mobile Punch is here to help you. Our app allows you to seamlessly clock in and out of work at the touch of a button, making it easier for employers and employees to track time at work.
Here are key features of our time management solution:
Due to the pandemic, many businesses have reconsidered the importance of digital transformation. Covid drastically changed our reality and companies have had to adapt to a remote or hybrid working environment to keep afloat and ensure the safety of employees and customers.
To respond to this change, many companies leveraged technological tools to optimize their efficiency and productivity. For example, companies in different industries invested in a time clocking app to track hours worked, facilitate data gathering, generate accurate payroll reports and optimize time management. In this article, we share tips to help you engage employees while tactfully making sure everyone is working.
Here are tips to make sure your employees are working:
If you want to make sure your employees meet their objectives or goals, it’s important that you actually set some up for them. Your employees’ workload should be organized in different tasks and projects with delays so that you can measure their performance and track their productivity. This is just as important for fully remote companies as it is for those who operate a hybrid work model.
One of the simplest and most efficient ways to make sure your employees are working is to integrate a time clock software into your organization. With time tracking software, you can keep track of your employees’ working hours and collect useful data. Mobile Punch is a monitoring tool designed to optimize business operations. It keeps track of how much time employees spend at work and is a simple way of distributing work schedules.
The integrated Staff Geolocator App is an essential tool for any company looking to improve how they track hours worked. In terms of resource allocation, work assignment, and itinerary organization, the geolocation feature has numerous benefits. Businesses get a real-time overview of their staff via the Mobile Punch app. Thousands of firms use Mobile Punch to save time and money, whether it’s for in-house staff, internal or external extra invoices, or subcontractors that need to calculate their work hours.
Making sure your employees are working can make them feel like you are micromanaging them so it’s important to establish a climate of trust and communicate with them regularly in order to avoid misunderstandings. You can organize weekly or monthly meetings depending on the nature of the business and its needs.
Meetings are a great way to gauge how your employees are feeling and get a clearer picture of what they accomplish during their working days. They create a safe space for employees to share issues they may need help with or ask questions in order to increase their efficiency at work.
Mobile Punch has revolutionized time tracking. As an employee punches in to start his work day, Mobile Punch allows those with administrative controls to view employee arrival and departure times.
By using the app, employees have access to the assigned project file they need, and they can download or consult the details of the tasks to be performed or share useful documents such as plans, photos, and others. With Mobile Punch, working time is counted down to the minute.
Here’s an overview of how Mobile Punch can optimize your operations:
Trello is an application based on the Kanban method which is used to manage tasks, allowing group work to be organized collaboratively through virtual boards made up of task lists in the form of columns. It’s a great tool for project management that improves work routines by generating priorities, times, notifications and other options to organize a project in which several people collaborate.
Asana is a tool that allows businesses to optimize the management of their workflow (tasks and projects). It helps teams plan, organize and manage work, from start to finish.
It has a friendly and intuitive interface that strengthens the motto under which its creators developed it “The modern way of working together”. This application has a mobile and web version.
Here are some of its features:
Mobile Punch is the best way to track employee working hours. Remote workers can be held accountable for their day of work, even if they are far away from management. Additionally, our geolocation feature makes it impossible for workers to inflate their work time.
When it comes to work, businesses are constantly looking for ways to save time and increase productivity. The administrative burden of companies entails financial costs and the deterioration of the relationship with clients. In order to minimize your administrative tasks and the associated costs, it is necessary to analyze what administrative tasks are carried out, with what regularity and how much time they consume. With a detailed overview of the current situation, it will be easier to implement changes.
You can ensure that your business runs as smoothly as possible by putting in place the correct policies and investing in the right technological solutions to automate otherwise time-consuming tasks. Keep reading to discover tips to optimize the efficiency and productivity of your company.
Administrative tasks are responsibilities performed by an organization to ensure the smooth running of operations and the respect of the regulations in place where it operates (payroll, accounting, etc.). These responsibilities vary but they typically include answering and directing phone calls, filing information, and managing office supply requirements.
Here are examples of common administrative tasks:
To complete their tasks, administrative professionals must have great communication skills. They have to be able to communicate clearly with other departments, management and clients through different communication channels (email, phone, etc.).
Companies have to regularly create and update employee schedules, which can be time-consuming, especially if they have a big workforce. Schedule management goes hand in hand with project management so it’s essential for organizations to stay on top of scheduling.
Employees in administrative positions are in charge of managing bookkeeping. This is especially true in smaller offices when there isn’t a dedicated person whose sole responsibility is to handle the company’s accounting.
Administrative payroll clerks manage timekeeping and pay employees. They make sure the information is correct. Payroll clerks verify overtime, sick days and vacations. For companies that don’t use a time clock app or a timesheet system, this involves a lot of paperwork.
Time is key to gain an advantage over your competition and deliver better services and products to your customers. When administrative tasks are reduced, more time can be spent on value-added tasks. For instance, companies can invest more time and money in research and development, improve work processes, identify new markets, release new products or services, etc.
When there is too much administrative work, your team may end up working longer hours or overtime. You may also need to hire more personnel. You’ll end up spending more money than necessary in both circumstances. Thankfully, when you reduce admin work by investing in technological solutions, you can automate tasks and get rid of unnecessary costs.
Clients expect services to be delivered as quickly as possible because no one enjoys organizational processes and routines. Because clients are beginning to assess organizations based on their responsiveness, this has become a competing element for many businesses. If you limit the amount of admin work and maintain your workflows streamlined and organized, your clients will notice the difference.
Productive workers don’t like wasting time on non-essential duties. They prefer to focus on their core competencies rather than becoming bogged down in administrative work. When you reduce administrative tasks, you open up more opportunities for innovation and creativity. This results in your employees feeling more motivated and productive.
While it is impossible for any organization to completely eliminate administrative work, it is possible to reduce it in a cost-effective manner. Analytical thinking and technology can help you enhance your company’s performance and automate administrative tasks.
The first step to reduce administrative work is to assess your current situation. It’s important to examine ongoing business operations and analyze administrative responsibilities. The next step involves identifying the nonessential administrative duties and removing them from your current workflow. To get the best results, consider outsourcing some of your administrative responsibilities or investing in automation technology.
Automation is about using technology to perform tasks almost without the need for people. It can be implemented in any sector where repetitive tasks are carried out. For example, businesses in different industries have to manage payrolls, keep track of projects and calculate timesheets. All the tasks related to these processes can be simplified and automated with the help of Mobile punch. Our app is used by thousands of businesses to simplify timesheet management, scheduling, form production, and project tracking.
Thanks to the Cloud, businesses can store all the information of thri company in a virtual way. With proper management of technology as well as encryption of your information and passwords, it is possible to discard physical storage devices while facilitating the exchange of information between users.
When an organization hires people with the right personality type and job skills, the end result is often happier workers. A work culture that aligns well with employee values leads to higher levels of retention. Plus, workers who are happier are more productive and invested in their work. This opens up the door to creativity and innovation which are essential to optimize processes in an organization!
Due to its extensive feature set and simple setup, Mobile Punch is the best time clocking app in Canada. Our app is compatible with both Android and iOS smartphones. Clocking in and out, as well as keeping track of hours worked, is made easy with Mobile Punch.
With the software, your employees simply need a smartphone to record their arrival and departure times with a single click of a button. Our solution counts the hours worked automatically, making payments much easier, more precise, and faster. Plus, it is compatible with most accounting software and payroll services.
One of the characteristics that distinguishes Mobile Punch is its geolocation feature, which validates the presence of employees on job sites. Companies and business owners benefit from this in terms of resource allocation, work assignment, and itinerary task management.
Economic recovery from the pandemic could take up to five years in some of the hardest-hit industries. Businesses across the world are looking for new ways to not just stay afloat, but to prosper in these difficult times and they are turning to technology for solutions.
Many businesses have embraced technology in the last year, whether it be your neighborhood dinner, which now utilizes an online ordering app, or your favorite small shop, which now sells its products online. A proactive technology strategy built around adapting operations and building resilience can give a company a stronger competitive advantage in a post-COVID-19 world.
Of the many challenges that COVID-19 has presented to businesses, perhaps one of the biggest is the ongoing uncertainty. The impact of COVID-19 on our lives and our economy continues to evolve, presenting an unfamiliar operating environment for businesses. Although it can be difficult to know what the future holds, the ability to quickly adapt to a new way of doing business will be critical.
With the advent of the pandemic, construction companies have had to transform and adapt their offices and construction sites to ensure worker safety and project completion. To achieve this, they leveraged digital technology solutions such as Mobile Punch.
As construction can’t happen remotely, communication and collaboration tools were used by firms to keep track of their projects and optimize efficiency. These solutions provided numerous benefits for construction firms such as streamlined processes for timesheet management, payroll, bidding, material procurement, etc.
Hospitality businesses would not have survived the pandemic if it wasn’t for technology. Across the world, technological solutions are employed to assure safe procedures while maintaining exceptional customer service.
For instance, QR codes are used to check into a location, mobile development apps are used to order meals, and websites are used to book pubs, restaurants, and cafes. All of these services keep contact with others to a minimum while optimizing efficiency and customer satisfaction.
The travel business has been revolutionized by technology during the last decade. Because of the number of resources available online, planning a vacation is now easier than ever, obviating the need for a travel booking agent. With creative digital tour operators and online booking platforms, technology has helped the travel and tourism industry revive during the pandemic. Not only that, but touchless technology aids travelers in maintaining sanitary standards while on the road.
Without a question, the arts have been one of the industries that have faced insurmountable challenges throughout the pandemic. Musicians, entertainers, and artists have had to discover new methods to make a living when live concerts, shows, and museums were closed due to health measures. Technology and popular platforms made it possible for workers in the entertainment business to reach their public, although from a distance.
The COVID-19 pandemic has forced school curriculums to adapt to technology; creating what some call school 2.0. Innovative tools were used to provide learning experiences remotely as the classroom shifted online. Technological tools allow teachers to provide students with a more interesting and inclusive learning experience, but also increase accessibility for students with a variety of special needs.
Technology is transforming the healthcare sector, with online consultations, over-the-phone visits, and even diagnosis apps and platforms assisting in the early detection of illnesses. We all know how time-consuming visits to the doctor can be and technology has made this process significantly more convenient for everyone.
Many businesses are employing technology to provide their services remotely as a result of the lockdown that forced shops and businesses to close. In reality, eCommerce sales surged in 2020. As a result, there has been a boom in popular online shopping platforms, as well as an increase in contactless payments since the reopening of stores.
Here are 5 apps that are helping companies post-pandemic:
One of the simplest and most efficient ways to manage a hybrid team is to integrate a time clock software into your organization. With time-tracking software, you can keep track of your employees’ working hours and collect useful data. Mobile-Punch is a monitoring tool designed to collect and analyze information to facilitate your operations.
Any organization that wants to improve how they record hours worked should use the integrated Staff Geolocator App. The geolocation feature provides various advantages in terms of resource distribution, work assignment, and itinerary organization. You’ll be proactive in implementing proven strategies to enhance your workforce’s productivity while eradicating time theft.
Thousands of businesses use Mobile Punch to save time and money, whether it’s for in-house employees, extra compensation for internal or external employees, or subcontractors that need to track their hours. Mobile Punch is Canada’s most popular time management solution. On top of tracking time accurately, it also has the feature of a business mobile app to generate optimized work schedules and work management.
Miro is a collaborative online whiteboard that allows teams to work together from anywhere in the world. Working as a team when you are not in the same room is difficult for anyone who works from home. Miro is the solution to this problem as it provides an online collaborative space. As we adjust to the new normal, technology like this is very valuable.
Miro’s online whiteboard is a digital whiteboard that allows users to present ideas and communicate in real-time. The online whiteboard may also be used to discuss ideas, hold agile seminars and classes, and many more features. Hundreds of templates are available in Miro’s Template Library to meet any demand.
FlyPay is a cutting-edge food tech firm that is revolutionizing the way people order and pay for meals. FlyPay allows you to request your bill automatically at a restaurant. It is not only quick and efficient, but it also reduces contact with others. You can use the Flypay app to place an order, add food and drinks to your order, pay your bill, and split a bill with your pals.
Simply download the app, ask your waiter for your table number, review your bill, and then either add to it or pay it! Flypay saves you the trouble of asking for the bill, waiting for the credit card machine, and dealing with all the paperwork. All you have to do is pay and leave!
EventAce is a family-run firm based in Scotland that aims to revolutionize the events market post-COVID. Smaller vendors can use EventAce’s app and web platform to get in front of event organizers. This type of technology is more important than ever in helping the events and hospitality industries get back on their feet.
As a customer, you can find suppliers using EventAce. EventAce will share available suppliers who are either based near you or are happy to travel to your event’s venue. Instead of wasting time calling vendors who are either unavailable or uninterested in your event, you can use that time to speak with true contenders for your business.
With mental health struggles increasing since the pandemic, people are increasingly in need of support. Pocketwell is a government-led app that works to support mental health and combat substance abuse. The PocketWell software allows users to keep track of their mental health over time and gives them free access to counseling services. The software generates a score-based report based on a periodic questionnaire to track users’ mental well-being. The frequency with which these surveys appear is up to the user.
Mobile Punch is a new way of keeping track of your employee’s working hours. Remote workers can be held accountable for their day of work because the application can be used on mobile devices.
Here are key benefits of the app for businesses:
Maintaining accurate employee records has always been one of the most essential administrative duties and a requirement for businesses in order to ensure the legalities of a working environment are met and upheld.
This required task is usually the responsibility of the human resources department. In comparison with how it’s been done in the past where updates of employee records had to be done manually, we now have access to technological advances that makes it far easier by using tools like time tracking apps. In this article, we talk you through the importance of keeping accurate records in the workplace as well as introduce you to the easiest way to do this.
There is a big difference between record keeping and good record keeping. Good record keeping involves a cohesive system that allows data and employee records to be constantly updated. You also need to be able to accurately and frequently analyze employee records as this will highlight strengths and weaknesses in your team’s work history. This information can be used to make improvements and maximize profit.
Record retention is a non optional aspect of record keeping that you need to make sure you get right. Record retention refers to how long data can be stored before it needs to be discarded. Depending on your field of business, employee records will have different retention schedules and rates, but it is integral that you know what this schedule is. Otherwise you could get you in trouble if you have kept information and records for too long.
Just as it is integral to routinely get rid of records, it is equally important to routinely update your records. Some records need updating more often than others. For example, clocking in and out records obviously need to be recorded every day, whilst records concerning wages or performance reviews will be reviewed less frequently.
One characteristic of good record keeping that many companies underestimate is the importance of responsible record disposal. Once you have established a record retention schedule, you will get into the habit of discarding records. However, this needs to be done in a safe and secure manner which does not risk any kind of data or information leak of employee files.
The importance of record keeping should not be overlooked. Not only does it protect the company and its employees if any legal disputes arise, it can also help maximize the efficiency of your business. Below we explain the importance of keeping records up-to-date and confidential.
Legal disputes between employees and employers are unfortunately always a possibility, which is why, as a business owner, you want to ensure that if you have to go to court, you have all the evidence and documentation you need to defend yourself.
If you have kept thorough records and have extensive employee files, you will be able to prove you paid them what they were owed if the dispute is about being underpaid, or you can prove that they always clocked in late and that your reasons for a dismissal are valid. Whatever the dispute may be, up to date and well kept employee records will help you avoid any nasty lawsuits.
Accurate employee records inform you on how well your company is doing and whether or not employee competency is at the expected level. Keeping a record of your training schedule and which employees have had which training will help you understand the skill set of each individual employee. Once this information has been assessed, you can develop a strategy for your employee working schedule to maximize your business efficiency and save time on tasks.
A healthy working environment and business relationship sees bosses advocate for the success of their employees. If this means employees choose to move onto bigger and better things, so be it. However, sometimes it can be hard for bosses to remember all the great things certain employees have done, especially if they have a big workforce.
Thankfully, if the employment records have been kept properly, you will be able to look back on a single employee’s career within your company, analyse their performance and identify their strengths to make references far easier to write.
Now that you know why records need to be kept and the importance of human resource records, it also helps to know what employee records you should keep. Here is a list of some of the most common employee records and documents that companies are expected to maintain:
The record maintaining system needs to start from the very beginning. That means keeping a record of all job applications, even for people who weren’t hired. Although this may seem like a waste of time and space, you need to keep these documents in case of any employment discrimination accusations.
There are a couple of reasons as to why you need to keep an accurate record of working hours. It informs the finance department of how much each employee needs to be paid depending on how long they have worked and it allows management to assess employee dedication and identify trends in lateness.
The days of manually clocking in and out of the workplace are long gone. There are now mobile apps that allow employees to record their hours and clock in and out with a simple click on their mobile phone.
It is important to have regular performance appraisals for your employees as it will allow you to track their progress and identify any possible issues. It is critical that you keep a record of these appraisals as if there is a problem with an employee and you eventually have to terminate their employment, you will have a record and documentation of everything that the company did to facilitate their success and to justify your decision.
For legal reasons it is also important to keep an up-to-date record of all your employees’ personal information to make sure you are meeting the appropriate standards of care as an employer. However, this personal information is sensitive in nature and needs to be properly stored in order to avoid any data breaches.
An employee timesheet is a method used to record how many hours an employee spends working. Its objective is to calculate the hours that each employee has worked and how they have been distributed throughout their day.
This accounting includes the hours between entering and leaving the workplace, as well as overtime hours and those that have not been performed, for whatever reason.
Want to learn how to simplify payroll management, timesheets and projects? Check out this article!
All employees must enter their working hours and then send it to the responsible person. They can enter their hours according to the projects, tasks or activities established, and they can also include comments.
There are different ways to keep track of employee timesheets: from software that count the hours from a computer, mobile assistance systems that track employees, cards with which employees clock their hours at the office entrance, or advanced technologies that use fingerprints or retinal scans.
If you want to reduce the time spent managing timesheets by 50%, save time and money, get information about your projects in real-time and invoice faster, then Mobile Punch is the solution you’ve been looking for. Our app offers a host of advantages to simplify timesheet management, scheduling, form production, and project tracking.
An employee timesheet is used by HR to keep track of the hours worked by each employee. This is beneficial for both the worker and the company. Thanks to timesheets, employees can be sure that they won’t be working extra hours that won’t be paid, and the company can control employee absenteeism and save time in managing schedules, among other things.
With timesheets, workers have to register all their exits and entrances to the office, even those that occur during breaks. This is especially useful to have an overview of the hours that the employee actually spends working and completing its tasks, with the aim of measuring productivity and making decisions such as increasing or reducing the personnel required for specific projects.
Timesheets are also useful as a payroll records and salary management tool, as it’s a really important source of information. With this system, companies can improve their organization while improving the productivity of their workers at the same time. Do you know what the value of each and every single one of your employees is? Learn how to calculate working hours.
In addition to all the benefits we have already talked about, implementing a work timesheet in a company also means being able to know which worker is doing its job at a specific time. This information can be useful if an emergency situation occurs.
Flexible hours can also be implemented easily, as well as managing shifts just by taking a look at the scheme that includes the schedules of all workers, and this is especially useful if your company has a high staff turnover. Finally, staff timesheets are also a good way to count the hours that the company owes an employee, or the hours that an employee owes the company.
The biggest disadvantage is the rejection that workers may feel regarding this control measure, assuming that they will be monitored with evidence regarding their activity on the job. If this change takes place in your company, you must ensure that the way you communicate it internally is correct, always emphasizing the benefits that this system has for workers.
If you don’t communicate it properly, your employees may feel a lack of confidence on your part and that can lead to them feeling unmotivated in their jobs. Do you know what time theft at work is? Discover it here!
According to Canada’s Labour Standards Regulations, employers must keep employment records such as timesheets for at least 36 months. For the construction sector, employers must keep their records six years after the last year to which this information relates.
Have you ever considered having a tool that helps you calculate your employees working hours efficiently? Mobile Punch Calculator of Working Hours is integrated into the Mobile Punch app and it’s an essential tool for any company that has to record its employees working time. It allows you to quickly and easily automatically generate accurate timesheets for the selected time period.
Whether you need it for internal staff, traveling to visit clients or on project sites, or even for subcontractors who need to calculate working hours, Mobile Punch allows thousands of companies to carry out significant savings in time and money.
Although the requirements and fields vary depending on the company, an employee timesheet should include the following information:
Labor costs may be the largest expense in your business. For any company that wants to record working hours more effectively and generate more profits, having an employee schedule management system is essential. Remember that, after all, time is money!
Here are some of the benefits you will enjoy if you use Mobile Punch’s employee work schedule management app:
Many employees have a certain number of hours set by contract. If they work overtime, the company must compensate them financially or accumulate them so that they have extra hours or days of vacation. In other cases, employees don’t have predetermined hours, but instead charge for the hours worked. This is the case of temporary work agencies.
For example, depending on the month or the client’s needs, the company will need a worker to work more or less hours. In both cases, the hours are important for accounting. For this reason, many companies connect timesheets with the payroll module. In this way, the data is dumped and the payroll generation time is reduced, as well as the human errors when entering the hours.
There are companies that outsource their payroll. In this case, there are two possibilities: the first option is to send a report with all the hours per employee to the agency that manages their payroll or, what could also be done is to grant external access to that to the agency for them to access the data when they need it.
Timesheets are also used to pay external employees or freelancers. What many companies do is receive the total monthly hours in an excel spreadsheet or invoice issued by the external employee. In other cases, external access is granted to the freelancers so that they can introduce their hours.
Want to optimize your payroll system? Once you know how it works and all the benefits it offers, you won’t be able to live without our Timesheet calculator!
A timesheet is essential for those companies that bill by the hour or that can be hired by hour packages. Normally, almost all the companies that invoice in this way are those of service or those that work on a project basis.
For a service company that provides staff for certain functions, a timesheet is very important. Employees fill in the hours worked and these are collected so that they can be billed to the customer. To do this, there are companies that connect the employee timesheet with the billing system.
In this way, the data is dumped and the system automatically reflects it on the customer’s invoice. This allocation of hours can be deducted from the established amount of hours hired by the client or accumulated in the invoice if the contract wasn’t for a determined number of hours.
Companies that work on a project basis must also keep a good track of the hours worked, since a timesheet is very useful to know the profitability that a company planned to obtain and to see what the profitability that is finally obtained is.
Want to know where your teams are as soon as they start their shifts? With Mobile Punch, working time is counted down to the minute. Get a demo now and start saving time and money!
In the last few decades, technology has completely overhauled the way we do things. Whether it’s on a personal level through our daily use of smartphones or on a professional level when it comes to running a business.
With the fast-evolving technological advancements and environment we live in, businesses have to keep up and invest in information technology systems to remain competitive and relevant in their respective market. After all, it is no secret that technology is the driver of success for modern businesses.
Moreover, with the current circumstances surrounding Covid-19, this reality is becoming increasingly evident. Technology is acting as an accelerator of change and highlighting the benefits of the digitization of the economy and businesses.
For innovative companies, digitized information and workflows optimize processes. Technology increases productivity and disrupts traditional business models. Even if the profitability of an investment in technology can be difficult to predict, the cost of financing is one of the lowest and the tax system is very advantageous when it comes to research and development.
This is particularly true in Quebec, since Investissement Quebec has recently launched the Productivity innovation initiative which encourages innovation of all kinds and boosts the digitization of manufacturers and businesses.
Technology plays a vital role for businesses who seek growth and development. In fact, IT departments in companies are indispensable to their performance and to maintain a competitive edge.
As businesses are incorporating more and more forms of technology, it takes on bigger and more important roles :
Technology allows you to simplify and communicate more effectively with your staff and your customers. It can intervene in many ways internally and externally. It plays a huge role in streamlining the types of data relay that occur between different departments and helping everyone stay up to date. It also makes communication with customers smoother and more effective.
With new technologies on the rise, it’s an opportunity for businesses to advertise and discover new markets. Technology allows them to propel digital advertisements, break into new marketing channels, interact with customers… which ultimately draws more traffic and grows the company’s revenues.
Decision making is a critical process, and in order to make it easier and more efficient, the use of technology is essential. You don’t need to stress about tracking your customer surveys or market data on spreadsheets anymore, with the right IT software you get accurate, hassle-free reporting and relevant metrics that will help you make better business decisions.
Customer Relationship Management systems rely on technology and new technological advancements to keep you up to date with your customers and their needs. They are crucial to maintain a solid relationship and make sure they don’t switch to your competitors.
Whatever industry your business operates in, technology’s role will always be to inject efficiency into your work processes and help you maintain a competitive advantage.
Whether you run a small startup or a big corporation, technology has both tangible and intangible benefits that will help you grow your business and deliver added-value to your customers.
Here are the key advantages of investing in technology for your business :
Nowadays, smaller businesses can compete with bigger ones by being more agile and responsive to change. Using technology to automate certain work processes can improve your company’s efficiency and employee productivity as well as reduce human errors.
With software applications operating in finance, marketing, sales and other departments, technology helps businesses understand its cash flow needs, track its sales automatically, optimize precious resources such as time… Executives can save time and money while also concentrating their focus on creating value and evolving their business strategies.
Most businesses are subject to security threats and vandalism. That is why one of technology’s greatest advantages is that it can be used to protect and reinforce security measures on critical data such as financial data, confidential executive decisions and other sensitive information.
It is even more essential now that companies are relying on cloud storage to manage and store their information. Technology allows businesses to set up robust cyber security measures to keep their assets and data safe.
Another key benefit of technology is the financial savings it introduces. The increase of productivity and efficiency allows the company to achieve more with less. Also, the automation of communication can reduce travel, data storage and server maintenance costs.
With the use of technology, a business acquires the capacity to research new opportunities and stay one step ahead of its competitors. Business that desires to grow must seize new opportunities and expand into new markets.
In this sense, another benefit of technology revolves around using analytic and metric tools to provide executives with relevant and accurate data that will help them make the best decisions to ensure their businesses’ success.
Some technologies, such as virtual vaults or cloud computing, provide the company with easy and reliable storage of their most important and valuable records without requiring big servers or physical drives. You don’t need to worry about bugs or crashes in your computers since external servers are trained to do all the heavy lifting.
Technology helps create a team dynamic within your business since employees in different locations have the chance to interact and discuss ideas smoothly. With effective communication, tensions and misunderstandings are less likely to occur. Collaboration improves the work environment and creates value for your business.
If you’re still hesitant about investing in IT, we’ve detailed 5 key reasons why your business should invest in tech in 2021 :
Perhaps the best thing about investing in technology is the power it can give your business in developing its competitive advantage. You could have the best ideas and the most professional staff but if other companies present these ideas better, build them faster or just improve them quicker, that’s going to cost you a lot.
The earlier you invest in IT services and systems, the better it is for your business and the lower the chance you will get outperformed by your competitors. You want to be able to set yourself apart while providing the best products and services for your customers.
Investing in technology means investing in your future.
Investing in technology gives your team the ability to work remotely and deliver results from anywhere. In fact, employees who spend 60 to 80 % of their time working remotely have the highest workplace engagement (source). Having more productive employees should be a good enough reason for you to invest in technology don’t you think?
Customers are getting smarter by the day and they love technology. In order for you to keep them satisfied, you have to keep up with technological trends. Luckily, with the right IT system, this is a no-brainer.
You can set up a chatbot on your website to interact with your customers and rely on artificial intelligence to improve the customer experience, or if you notice that your customers are more active on a particular social media platform like Twitter or Instagram, you can direct your tech efforts towards that. You should always stay on the lookout for the next big innovation when it comes to communicating with your customers, because, not only will it generate customer loyalty but also attract new customers.
Investing in technology will save you a lot of time. By automating your workflow and processes, you reduce manual intensive labor and a task that normally takes your team a couple of days can take just a few minutes or hours with the right IT tools.
Having the ability and agility to respond to changing business needs and a changing environment is key to success. A business is made to evolve over time, face challenges and witness a lot of changes overall.
New technology means that you will have the tools and the flexibility needed to apprehend any situation that may come your way. You can advance towards new markets and opportunities, you can target new clients, create new products or services… with ease and confidence.
The main goal here is not to find the best software but to find the software that best suits your specific business needs. Technology trends come and go, but the right software will stick with you for a long time.
The first thing you need to do is analyze your needs and possible areas of improvement. Once you have analyzed your current situation and existing tools, you can start comparing different software that meet your criteria.
You will want to start your research by filtering options and listing the best tools for your team, workflow and goals. Doing your research properly will help you avoid the hassle of changing solutions down the road.
After that, you will want to determine the budget you’re willing to spend on this new software and try to stay within your price lane.
Make sure to choose a software that is customizable, that fits your needs and integrates with other software you are currently using. Most importantly, you want your employees to get on board with it and familiarize themselves with it as soon as they can.
When running a business, bureaucratic tasks tend to slow down the pace of work and make managing timesheets and payroll complex. Not having a database that is easy to manipulate increases the risk of errors and wastes a lot of the company’s time.
For a better management of all your projects, it can be wise to use technology that can help you better organize yourself and at the same time better satisfy your customers.
Decrypting each employee’s timesheets is time consuming and this work could be done quickly and accurately by a mobile time clock with geolocalized punches. These paid working hours should be invested in more important and profitable tasks.
Construction contracts are in most cases lump sums. This type of contract, whose price is fixed in advance, requires perfect time management. If your workers work overtime, it will be your responsibility to pay, because you will no longer be able to invoice them. If your work is “cost-plus” you need to have good tools so that your client pays for all the hours allocated to your project.
When you have all project milestones organised according to the time of their progress, you can give your customers concrete proof of project progress. This will allow you to gain their trust and they will feel comfortable renewing their contract with you.
The founder of Mobile-Punch, who was in the construction business, realized that the administrative tasks required a lot of time despite the hours spent on the construction site. So, to reduce the time spent managing timesheets and other office tasks, he created the Mobile-Punch application, a solution that is now used by thousands of companies in different sectors. It allows you to manage your projects in real time while making significant savings.
Mobile-Punch is available in French and English and works on all Android and iPhone mobile devices. This application has more than 250,000 users who use it for several reasons:
Mobile Punch can be used by small and large companies in various industries. Being compatible with many accounting software and payroll services, Mobile-Punch has earned the trust of many partners such as:
Punch-Mobile is also a member of various associations and enjoys a wide network.
A better adjustment to all the unforeseen events of daily life and an adequate flexibility to ensure the optimal productivity of your employees through various tools:
A quick and simple tool that allows you to record employee time and automatically generate timesheets. Mobile Punch guarantees you a better management of your workforce by following your projects in real time so that you can make the desired modifications and improve your performance.
This tool allows you to track the geographical position of all employees even without an internet connection. It allows a better organization and distribution of tasks for all members of your team in order to establish the strategy that best suits your company.
Pay slips become child’s play when you have all the information you need with the right updates. Mobile-Punch offers you the support you need for accurate payroll processing:
An employee scheduling system allows you to generate more profits by accurately calculating working time on your various projects at the same time. Your time will be optimized and it will save you money.
Mobile-Punch’s integrated system allows you to export the payroll reports you generate according to your desired frequency to your accounting software or to transmit the data to your payroll department (Desjardins, ACQ, APCHQ, etc.).
Mobile Punch allows communication between all staff members for a centralization of data that gives you a real-time overview of the progress of your projects. In addition, the electronic agenda allows you to distribute tasks. Staff receive notifications and can view schedules and find all the information they need.
This option allows different companies using Mobile-Punch to ensure the safety of their employees. This form meets the requirements of the CNESST and INSPQ which proposes measures for the protection of employees and customers. To ensure compliance with these standards, the application has integrated a COVID form.
If you want to increase your profitability while improving your project management, do not hesitate to contact us.
Day-to-day management takes a lot of time and it can be challenging for managers and business owners to keep up with their employees and projects all at the same time. This is where employee time tracking apps come in handy. A time tracking software is more than a simple assessment of employees’ entry and departure time.
This software helps you become more efficient, organized, and saves you time and money. It provides unique features with multiple benefits to your organization. In this article, we introduce the concept of employee time tracking software, explain its uses and detail its many benefits.
A time tracking app, time clock app or time tracking software is a tool used by managers and employees that allows them to record working hours spent on tasks or projects. In general, it is used to calculate time spent on assigned tasks and to automate payroll or client invoicing. It’s especially helpful for those who employ freelancers and hourly workers.
But there’s more to it than that. Many organizations use employee time tracking apps to measure team performance and on-the-job productivity. It helps them get a better oversight of a project’s progress and individual tasks. Employees can use it to improve work practices and make the most out of every minute of their working hours.
Time tracking apps establish accountability amongst teams and managers because they keep employers informed on important metrics like the number of hours spent on individual tasks, which employees completed certain tasks, when the project was completed, and how much time was put into it.
Let’s start with the obvious. Time tracking apps capture everything you do while you work. So instead of figuring out how to calculate working hours, this software does it automatically for you. The software records billable hours so it’s easier for you to invoice clients. You can’t rely on yourself or your team members to provide a close estimate of time spent on a specific task or project. A rough estimate isn’t the same as an exact number of hours and minutes. By tracking your employees’ working hours, you make sure your workers get paid fairly.
By tracking your employees’ time, you monitor their work hours and work progress in real time. The employees themselves can track their own time and get to see how productive they actually are. They can see the whole picture of their working process, when they are more focused, when they lack productivity, how much time they spend on each task or if they are running behind. They can learn how to better manage their time and be more productive.
In order to create a successful project management strategy, you will need to build a plan around factors like client demands, team capacity, scope of work and deadlines. If you know how many hours are put into each project, you can easily make adjustments to work schedules. Based on your team capacity, you can reallocate hours, shift deadlines and prioritize future projects. An employee time tracking app is an essential tool to improve project management.
Time tracking apps clock the beginning and end of employees’ workday. They also monitor everything that happens in between working hours from meetings to project tasks and client feedback sessions. So they allow you to analyze the team’s workflow and easily find gaps if there are any, like for example when your employees finish a one-hour task in three hours. This way, you look for what slowed them down and provide solutions or resources that will prevent a delay like this from happening again.
Besides working projects, there are also tasks that seemingly take seconds to complete but we spend a good amount of time on them. We’re talking about “invisible tasks” that often go unreported like client call times and responding to emails. Time tracking apps capture everything that happens in a workday. They help employees quantify these tasks and consider them when preparing a workweek plan.
Besides tracking time, this software allows employees and managers to communicate work progress better. Employees can share status updates of projects they are working on with their managers. The ability to keep up with the progress of a project can give you a glimpse into your project’s budget. It also helps you stay on track and deliver projects on time.
When you’re on time with your projects, you gain your clients’ trust. An employee time tracking app will help you perform well and build a trustworthy relationship with your client. You will be able to keep the client updated by sending him accurate information about the project progress and estimated time. You will also be able to make sure your team completes projects on time and under budget.
A major component of team success is making sure that every member on your team feels valued and receives recognition for their work. Tracking your employees’ time helps establish accountability amongst working teams because managers know which employees completed certain tasks and who is more productive. Hard work should be recognized, so you can let your employees know that you appreciate their hard work and dedication. This feedback can easily increase their level of productivity.
Employee time tracking software makes sure that full transparency is provided to team members about the jobs being completed, who works on what task and how long a project is taking to be done. This way, employees can feel that their work is not going unnoticed.
Besides tracking your employee’s time, this software has various uses that can help you achieve your company goals. Here are the essential features of an employee time tracking software:
Timecards, or employees’ attendance reports centralize information related to billable hours including holidays, time-off and more. This way, clients can be invoiced transparently and accurately. Also, as a manager, you get to pay your employees accurately and reward them for their hard work.
Generally, a project management system requires time tracking features. Which is why employee time tracking software includes essential project management features. Team leaders can set deadlines, assign tasks to employees, and track the progress of projects. Time tracking software can help you predict the time and cost of a project accurately and help you keep up with your weekly goals and monthly responsibilities.
This feature allows you to bill clients precisely. With the automated time trackers, the unbilled project hours are easily transformed into invoices. With the timesheet feature already available, the process of online invoicing is made easier without having to worry about mismatches. This way, you avoid conflicts with your employees or clients.
You get to determine how much time is spent on invisible tasks such as phone calls, clients and team meetings, email responses, travel within the premises, etc. These tasks can seem irrelevant, but they can easily take up a huge chunk of your time. Tracking them allows you to factor them into your project estimations.
You can create in-depth and customized reports that suit your industry and your specific business. You are able to convert data into visual reports like charts and graphs so you can analyze the overall performance of your team and the organization. This helps you take informed decisions that will ensure the growth of the organization.
The notification feature makes sure that team members stay on track with their projects by creating alerts. For example, an employee can get a reminder about the approaching delivery date of a project and task deadlines. This allows employees to perform well and stick to their schedule. These notifications can be automatically sent to employees via emails or directly to their phone.
Mobile Punch is the most popular time tracking app in Canada because of its user-friendly interface. Our app is very simple to install and use and it’s available in both French and English for both Android and iOS devices. Our mobile app allows employees to punch in their arrival and departure times using their cell phones or tablets. Our time tracking system automatically calculates the employees’ working hours and it even has an offline mode to make sure that no information gets lost when employees or managers don’t have access to the internet.
It also has a geolocation feature that confirms the job site location (GPS location) when employees punch in and punch out. Owners can easily manage their workforce by changing schedules, creating shift plans, adding tasks and assigning employees to projects. The employees instantly receive the project’s information. They also have access to the assigned project file to consult, send or download the details of the tasks they are supposed to be working on.
Mobile Punch helps you optimize your time so that you can meet your business objectives. We make it easy for you to access your data anywhere, anytime and from any device (laptop, tablet, desktop computer or any mobile phone).
Do you know what the value of each and every single one of your employees is? Calculating the work hours of your workers accurately can help you make informed decisions that are aimed at improving the productivity and profitability of your company. It’s the best way to make sure your employees get paid fairly and it gives you insights so that you can determine if you should delegate or outsource certain tasks. In this article, we explain how to calculate working hours step-by-step and give you some useful tips.
Before we get started on the process of calculating work hours, it’s important you understand the different work hours parameters that exist. Businesses pay employees per hour of work done or on a fixed salary basis. Employees paid by salary make the same amount of money per month/year no matter how many hours they work. Therefore, unless an employee is salaried, his/her work hours fall into one of these three categories:
(Note: Standards may vary depending on the collective agreement signed between the union and the employers. For example, in the construction industry, the maximum hours allowed without having to pay a surplus is different from the standards in practice for workers not covered by a collective agreement. To learn more about standards in the construction industry, we invite you to visit the CCQ website.)
Full-time is the maximum amount of time an employee can work during a certain period of time, generally a week. In Canada, according to the law, the maximum an employee can work per week is 40 hours, after that, additional hours are considered as overtime and employees are entitled to an extra compensation.
Employers can set different amounts for full-time as long as it doesn’t exceed 40 hours a week, this gives the employer a certain flexibility to choose the perfect business schedule that suits both the employee and the company. Companies that choose to employ their workers full-time are required to provide certain benefits to them, like health insurance.
Legally speaking, there is no binding number to how many hours are required for a job to be considered part-time. The employer therefore defines his full-time hours according to the business policy and based on that sets the upper limit for part-time hours.
Generally speaking, part time is any work time which is below the full-time limit defined by the company. As a general rule, employers usually set that at half of the full-time hours. So if a company’s full-time hours is 40 hours, part-time is somewhere between 20 hours and 25 hours per week. However, a part-time job doesn’t get as many benefits as a full-time position (health insurance, vacation days, etc.). Employers can choose to offer these benefits to part-time employees but they are not required to do so.
Overtime represents the number of hours an employee works outside of his full-time hours (generally 40 hours a week). According to the law, an employee that works overtime is entitled to 1.5 times their regular wage. This number is also known as “time-and-a-half”. So an employee that makes 30$ an hour regularly, will receive a compensation of 45$ if he/she works overtime.However, as a business, it is recommended to keep overtime hours as low as possible, as this can affect your labor budget, profit, taxes…
If you are planning to give your full-time employee a lot of overtime, instead, think of hiring a part-time employee that will cost you less and give your full-time employee some time off to stay rested and focused on his work. It’s important to note that companies are not required to pay overtime for their employees working on a salary basis nor for their part-time employees who did not exceed the 40 hours per week.
It is important to determine how you will record work hours in order to keep an accurate record of all the hours worked by your employees. It can also be useful when you are running an audit.
Here are the most common ways to record work hours:
Employees write down on a document/timecard their hours worked and submit it to their employer, generally once a week or once every few weeks.
A mechanical time clock is a clock that prints out the date and time on a timecard placed by the employee when they start and stop working. The manager/employer then calculates hours based on this information.
An electronic time clock works the same way as a mechanical time clock but is paperless. Instead the employee places a badge, his/her fingerprint in front of the device, and it stamps/puts in place a digital timecard to record the date and time.
With a computer-based tracking system, employees can record their work time with a clock-software on their computers or mobile phones. In order to do that, they log in to an application or website and press a button at the start and end time. The software then calculates the hours worked automatically.
If you are going to use one of the manual methods, such as a handwritten spreadsheet, you will need to determine the times your employees checked in and out every day. For that, you will need your employees to be specific with written times and not leave out minutes or write an approximate time.
This may seem like an odd thing to do, but the time format can make calculating working hours easier or harder in the long-run. Calculating working hours for employees is quite simple when the records are done correctly and accurately, and when the time format is understood by everyone. In fact, there are two main time formats that are used: standard time and military time.
Standard time format is what is used on most clocks: the time from one to twelve. It requires the addition of “a.m.” or “p.m.” in order to differentiate between morning and afternoon hours. On the other hand, military time counts the morning hours just like the standard format. But after 12 p.m., it begins counting by adding twelve to the hour. In the military time format, there is no need to use “a.m.” or “p.m.” since you are able to differ morning from afternoon with the time displayed.
To convert time from standard to military time, you have to add 12 to the afternoon hours, for example : 5 p.m. becomes 17:00, while 8:25 a.m. remains 8:25. Adopting the 24h format (military time format) is much easier when calculating working hours manually. For example, if an employee clocked in at 8:00 and left at 16:00, calculating the hours worked by this employee is just a matter of subtracting 8 from 16, which tells us that this employee worked 8 hours that day.
Usually, your employees will not clock in and out of work at precise hours. Some people will be early and others will be late, and that’s where the importance of a rounding policy lies. Start and end time are often off by a few minutes, so you must round up or down. The best way to go about this is to keep track of hours worked in 15-minute increments with the first 7 minutes rounded down and the remainder rounded up.
To set an example, if an employee clocks in at 8:57 and clocks out at 16:03, that employee worked for a total of 6 hours and 6 minutes, which would round down to 6 hours. On the other hand, an employee that checked in at 8:58 and checked out at 16:11 worked 6 hours and 13 minutes, which in this case would round up to 6 hours and 15 minutes.
When calculating working hours, is it also important to consider other factors, such as breaks, days off, etc. Generally, meal and rest breaks are required by the law in Quebec but the company is not required to pay them, unless the employee is not permitted to leave the work site. This also applies to breaks such as going to a doctor’s appointment, this time off needs to be subtracted from working hours.
This also applies to taking days off without having paid time available for that matter such as paid vacations. The employer in this case can deduct these days from the employee’s monthly/weekly working hours.
Depending on the industry, an employee can perform different jobs with different pay wages. For example, in the catering industry, a person can work as a waiter/waitress as well as a host/ hostess, both of which typically have different pay rates.
When this is the case, it is important to separate each of the working hours for each job performed so that the employee can get paid accordingly and fairly. This can easily become a legal issue, so it is crucial to keep track of what the employee is doing and how much he/she is getting paid for that job. Thus, the importance of setting up categories.
In this step, you just need to calculate a whole week’s worth of work and then a whole year’s worth of work. To do that, you just need to go through and tabulate the hours worked by each employee, without forgetting the categories that each employee has worked for (it that applies) and unpaid breaks. Once you know the number of hours an employee has worked, it’s just a matter of multiplying those hours by the pay rate.
Then it is even easier to calculate the number of work hours in an entire year by multiplying the weekly pay obtained by the number of weeks worked in the year. In reality, there are 52 weeks in a year but you will have to subtract unpaid vacation days, unpaid days off… from the employee’s annual total.
Nowadays, technology is the best ally of companies who want to stay competitive in a highly saturated market and scale their business. This comes to no surprise as technological tools such as Mobile Punch’s app help thousands of businesses save a lot of time and money. One of the many features of this app is the working hours’ calculator, which allows you to generate accurate timesheets automatically and accurately from a mobile device.
Your staff simply has to punch in their start and end times at the workplace. Thanks to our geolocation system, you are even able to validate the hours worked by monitoring the presence of your teams on worksites. The tool can be personalized according to your criteria (breaks, days off, etc.) and it is adapted for bonuses, overtime rate, statutory holidays, etc. You can even modify fees according to the activity sector for employees whose hourly rate varies depending on the work performed. The best part? The tool allows you to generate payroll reports in PDF or Excel, or to export the data to your accounting software or payroll service.
Nowadays, technologies invade our daily life and habits, whether it be on a personal or professional level. We are now surrounded by electronic devices and adapting to technological change is necessary for companies that want to propel their growth, increase their turnover and save time. However, integrating new technologies can be a big challenge for some companies when the implementation is not well planned and employees resist change.
Change often faces resistance from people who are confronted with it but that doesn’t mean you have to be afraid of it… change often brings new opportunities in its path and allows us to learn from our mistakes. Today’s technology is constantly evolving and companies that develop a resilient business model by incorporating technological tools such as Mobile Punch’s application are able to gain a competitive advantage and grow their business.
Integrating new technology into your business can save you a lot of money and time. That being said, your employees must be on board and ready to welcome this new change. Here are some tips to facilitate the process of technology adoption in your business:
Keep in mind that resistance to change from employees comes mainly from the comfort of habits and the discomfort of the unknown. To remedy this and ensure a smooth transition you need to make sure you explain why this change is necessary and how it will benefit the business and make it easier for employees to do their jobs.
Change needs to start at the top, which means management needs to take responsibility for bringing employees together and presenting them with their vision. It is important to explain the benefits of adopting this technology and how the company will go about implementing it within the organization. You need to create a sense of urgency and openly discuss market conditions and the reasons for this change. The more transparent you are, the more open your employees will be to the idea.
Aside from organizing team meetings, you can also invite spokespersons from the technological partner you will be doing business with to explain the product or service in detail and answer questions that your workers may have. Getting an outside perspective can make technology adoption easier and convince employees that change is in everyone’s best interest.
Communication is a key part of successful technology adoption in any organization, and that is why it is important to communicate effectively, but most importantly to engage employees from the start. They should be able to express their ideas, concerns and suggestions and feel that the company is listening to their needs.
As we all know, humans are creatures of habit, so any change is likely to overwhelm them. This is why the communication of the change must be done several months before the implementation. Early in the process, talk to your employees about the new technology you plan to adopt. This will give them time to get used to the idea, ask questions, and prepare for the future.
Innovation is teamwork that relies on good communication and proper collaboration between your team members. You need to make sure that you involve everyone in your team. You can send a newsletter, organize discussion sessions or use other communication tools to ensure that your employees are well informed and to create a committee that will facilitate technological adaptation.
It is often said that a company is only as good as its employees, and so are new technologies. You are about to invest time and money to introduce this technology, and it will only be as good as its users. It is therefore essential to provide quality training to your employees in order to benefit from all the advantages this technology has to offer in terms of productivity, economies of scale and efficiency. The training given must be complete and thorough.
Once all employees are familiar with this new technology and its benefits, it is best to make the transition quickly and avoid delays. Otherwise, staff could be faced with uncertainty and frustration and cling harder to old ways. Management needs to show determination and set a precise date for the integration of the technology.
When introducing new technology, there will inevitably be difficulties in adapting. It is an integral part of the process of change. So, during this transition period, invite your employees to give you feedback and ask you questions in order to offer them solutions.
One of the main advantages of new technologies in business is that they facilitate decision-making. They provide up-to-date information and data so that businesses can take advantage of the opportunities available to them and respond to market threats more effectively. The use of key resources, such as business management software, social networks, big data or artificial intelligence allow you to access and interpret data to turn it into valuable information.
The use of new technologies allows considerable savings in time and money because it simplifies and automates certain tasks. Actions such as planning or time management are carried out in a more agile and efficient manner.
Thanks to new technologies, your team has access to the information they need on any device with an Internet connection. For example, a construction worker visiting a client will be able to view and expose information in real time through any device connected to the Internet.
It is essential to adapt and technologically equip your workspace to offer greater comfort to your workers. In this way, you will contribute to the improvement of the productivity, the quality of work and the service offered by your company.
Technology is one of the most direct ways to improve productivity. If you are working with old equipment or software, you may need more time to perform the same processes. This improvement in run times will allow you to be faster and more productive.
The introduction of new technologies allows the automation of several tasks, which represents a huge saving in time and money. By introducing technological tools into your business, you allow your employees to devote their time to bigger assignments and more valuable tasks rather than performing routine tasks. This will help them realize their full potential and perfect their work.
If you are faced with employee reluctance, there are different ways you can motivate them to use your application:
Mobile Punch is the #1 application to simplify time management in your business. The application offers you a host of benefits that will revolutionize your daily life. With Mobile Punch, the management of your projects is accessible with just one click. You can reduce the hours spent managing timesheets by up to 50% and track your projects in real time. In addition, you benefit from the automation of the transfer of hours worked to your accounting software in order to avoid possible errors or anomalies.
The application also allows you to manage your teams efficiently in the field and to pay their hours worked with precision thanks to the Punch system. Please do not hesitate to contact us if you would like more information about our services.
If your company’s time tracking system is out of date and you still use paper and a clock to determine the hours worked, some employees may be stealing time. A colleague filling out a friend’s timesheet is not uncommon… there are many ways to steal time at work.
Unfortunately, time theft costs businesses a lot of money and affects productivity. In fact, according to some studies, time theft at work can represent up to around 7% of a company’s total payroll. This is a considerable percentage, especially when you consider that small businesses can spend up to 50% of their gross income on payroll costs. For example, if your business generates $ 200,000 this year and $ 100,000 goes towards salary costs, time theft could cost your business $ 7,000. This reality becomes all the more important as your turnover increases.
Aside from losing money, you also have to consider the effect on productivity when employees don’t respect their scheduled hours. For example, if your team stops working 15 minutes early each day for two weeks, you lose 2.5 hours of productivity per worker. If you multiply that lost time by months and factor in very long breaks, you could be paying employees for weeks of work (not worked).
Time theft is any instance where a worker accepts payment for time not worked. This is a significant problem in virtually every industry. Your employees can steal time without knowing it, either by forgetting the specific hours worked or by adding 15 minutes to their timesheet here and there. However, they can also voluntarily steal time.
Here are different types of time theft:
The good news is that time theft can be reduced, if not completely eliminated. Here are some solutions to help you eradicate this problem:
The Mobile Punch app is an all-in-one solution to simplify timesheet management, form production, schedule planning, and project tracking. Among other things, it allows you to:
Passwords are a great way to improve the security of your time tracking system. This way, only the employee in question can record his/her hours worked. He cannot ask a coworker to “punch in” for him if he/she arrives late. With the Mobile Punch app, your employees have an individual account as well as a unique PIN code to log in.
GPS tracking allows employers to track their employees in the workplace. Staff geolocation is particularly advantageous for companies with mobile teams. Mobile Punch’s geolocation feature allows employers to validate the presence of their workers in the field, but also to calculate working hours precisely.
Mobile Punch is the ideal solution for employers who have teams that travel to see clients, projects or job sites, but also for those whose workers have only one workplace. The geolocation feature offers several advantages in terms of route optimization, task assignment and resource allocation.
Why is employee geolocation important?
The Canada Labour Code requires that Canadian employees receive at least the minimum wage of $ 11.06 per hour (2020). It also stipulates that employees who work more than 40 hours per week must receive compensation for overtime. A 50% surcharge must be applied to overtime.
The Mobile Punch app ensures that workers are paid for every minute they work. In addition, it requires employees to approve their hours worked and overtime so that there is no disagreement.
The adoption of an automated time tracking system also protects employers against fraud by allowing the elimination of human errors and the verification of hours worked. The application allows you to review archived digital records as well as overtime reports.
Ditching paper-based time tracking and integrating a mobile punch app helps you lower your payroll costs and improve your productivity. The Mobile Punch application offers you a variety of features to propel the sustainable growth of your business:
Mobile Punch helps thousands of businesses based in Quebec and Canada save significant time and money. If you want to know more about our services or if you have any questions, please do not hesitate to contact us.
Nowadays, geolocation is experiencing exponential growth in the personal, social and professional spheres. Sharing geographic information with surprising ease opens up a world of possibilities for browsers (integrations, real-time data, etc.) in addition to offering many benefits for businesses.
The importance and versatility of geolocation services are such that they have now become an essential element for companies, in particular for the management of human resources in several industries such as the construction sector.
The use of geolocation aims to monetize time and improve business efficiency. This is a particularly useful function for the construction sector where companies have multiple mobile workers scattered across different construction sites, but also in different sectors such as cleaning company, security company, service company and many others.
Geolocation allows you to locate your workers and assign tasks to workers closest to where a certain action needs to be performed. By taking advantage of this technology, you can significantly reduce the distance and travel time needed. This saves you time and improves the efficiency of your team members.
This function allows you to check the trips made by the staff, by recording the visits, the duration and the kilometers traveled. This allows you to improve worker safety and reduce the workload. It is 4:00 p.m. and your employees are supposed to have finished their shift, do you really know? Well, with geolocation you will have the peace of mind to know that they left their last client!
In addition, with this technology, companies can configure their systems to receive notifications and record the entry and exit of their employees. This greatly simplifies the calculation and accuracy of the hours worked for payroll reports.
A geolocation system greatly simplifies administrative work for companies. An application, such as Mobile Punch, allows your employees to digitally punch in and out of the workplace. This way, you no longer have to write this information in paper documents and store it in an office space.
This function also allows you to validate the hours worked precisely in order to prepare your payroll reports. The automatic generation of reports saves you a lot of time and money. All your information is centralized and accessible in real time from everywhere.
Geolocation saves businesses time and money, and improves employee and customer satisfaction through optimal resource management. No more paperwork and endless hours of work, with geolocation and process automation, you can focus on key aspects of your business. The set of tools offered by systems such as Mobile Punch has a positive and direct impact on productivity and revenues.
Geolocation allows you to follow the movements and the presence of your teams in real time on construction sites. This allows you to assign the right resources to the required locations. In addition, with Mobile Punch, you can send notifications to your employees, (such as plans, photos, work orders) routes, instructions and much more.
Mobile Punch is the best application on the market to optimize time management. In addition to being an economical solution, our system allows you to save money and manage your projects in real time. Exporting hours to your accounting software or payroll is also possible. Discover all the functions and advantages of our platform here.