Why it is the Best Time to stop Using Employee Timesheet Templates

Is there a Future for Employee Timesheet Templates?


December 29th, 2017 Employee Timesheet  

At its core, the purpose of an employee timesheet is to create accountability. Of course, it also helps with other subsidiary goals like scheduling tasks, keeping track of hours worked, creating an effective payroll management, and improving the company’s overall productivity level.

Employee timesheet tracking is of paramount importance and there are multiple ways to accomplish the goal. Many companies like to create an employee timesheet template and stick to it for recording attendance data. The paper-based timesheet template has worked well for many years, but it’s quickly becoming obsolete in today’s digital world where everything moves at the tap of a finger. Depending solely on manual timesheet templates creates a horde of problems, and there are definitely better ways to handle this predicament.

The many problems of a traditional employee timesheet template

At least in the U.S., employers are legally obliged to maintain records about their employee timesheets. They have to maintain the information about each individual’s work hours each day and the total number of hours completed per week.

But despite the growing impetus, a majority of the companies still rely on a traditional employee timesheet template for the purpose of accomplishing the task. This method of maintaining worker records is far from being modern, cost-effective, and reliable way to collect data.

And then there is a bigger problem surrounding employee attendance –  everybody hates timesheets.

Employees don’t like wasting time filling out timesheet templates by hand. The employee timesheet approval process is cumbersome and tedious. It’s like putting your name on the wage distribution list to ensure that you get your cut after you log in the required hours.

It’s principally okay on employers’ part, except that they can achieve the same thing by changing the way in which it’s currently done. The standard employee timesheet template is rather inflexible and it can lead to problems when it comes to tracking individual man hours. The paper-based timesheet templates come with an array of additional issues.

There’s a serious risk of human errors because people tend to neglect filling out employee timesheet templates. A good chunk of employees across every industry in the U.S. commit time theft, which is a loophole that HR departments haven’t been able to resolve.

And because it’s a manual, labor-intensive process to punch hours on paper templates, you are bound to run into inaccurate hour processing and record maintenance. It’s not a nice thing to have miscalculated payroll issues because of process discrepancies.

Paper templates can also go missing in the physical world, which often results in losing all timesheet record. In such scenarios, the employers have no choice but to pay employees based on guesswork and not actual pay hours they have put into work. Such problems only get compounded when you have bill work hours for part-timers, freelancers working from a remote location, or moonlighting consultants.

With all the tools that employees have access to in today’s digital world, a manual timesheet is also prone to data alteration even after it is signed by a manager. And not to mention the Sisyphean amount of time it takes for HR or Finance people to process the timesheet data.

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So, are employee timesheet templates dead?

Yes, it’s time to wave paper-based employee timesheet templates goodbye. Not because they are entirely ineffective, but because there is a better way to do it. There are a lot of innovative solutions for businesses today to make their employee timesheets a breeze.

Let’s take a look at some fundamental features that you should look for when contemplating on adopting to such employee timesheet template solutions:

1. Employee timesheet using automation

Business process automation is becoming increasingly popular because of the benefits that it offers. You can take any well-established process in your organization and automate it to yield great results. Creating a customizable employee timesheet app and automating the timesheet process is no exception. All that you have to do is create a template for capturing all the relevant information to begin with. You can make the form fields pre-populated, hence reducing the number of time employees spend on typing data manually.

2. Access to cloud

The software ecosystem in the business world is definitely heading towards a cloud-based future. A cloud-based automated app can offer great flexibility in terms of data access regardless of where a person is located. Remote employees can fill their hours through mobile phone or a laptop without having to come to the office. Similarly, managers can review the timesheet and HR can approve or take proper actions on employee attendance irrespective of their geographical location.

3. Customization

Many on-premise software come with a very rigid software architecture that are hard to work around with. With cloud-based apps, that’s changing because these platforms allow users to choose which features they want, freedom to personalize the app interface, and options to create a workflow from scratch.

One such example is Kissflow HR Cloud, which is cloud platform with more than 50 ready-to-use automated apps that are tailored for different business departments. It also has an employee timesheet tracking that you can just install to your account and start using within no time. It allows you to tweak the virtual workflow model to fit your actual process so that you don’t have to stick with the template it offers.

4. Integration

In today’s age of IT democratization, you can’t expect a HR software that is an island in itself and doesn’t connect readily with other software. Similarly, a solution that comes with a baggage of coding requirements is a sheer waste of time. If an employee timesheet tracking process is an HR need, so it should be easy for any HR personnel to take control of it. If they want to integrate the employee timesheet management system with the payroll software, they should be able to do it on their own and without the dependency on the IT team.

So, when adopting an employee timesheet automation app, make sure you pick a solution that makes sense to your HR team and gels well with your existing software portfolio.

Test drive automated employee timesheet template today

It is inefficient and arduous to track and validate employee timesheet templates. At an age where managers typically waste more than 15 hours every month on an average to sort employee timesheets, automation is a blessing you shouldn’t ignore. Automating the timesheet approval processes simplifies data collection, validation, and saves HRs the trouble of manually updating employee records.

If you want to test drive automation for timesheet management in your organization, go with Kissflow’s HR Cloud free demo. Leave paper-based timesheets in the past and take the next logical step towards creating a smart workplace.

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