With the introduction of digital time recording, inaccurate information, queries, and missing timesheets are a thing of the past. (Photo: © Andriy Popov /123RF.com)
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February 2019
Industry 4.0: Digital time tracking systems can not only increase transparency for businesses, but also save time and hassle. But what should you consider when implementing a digital system?
Conventional timesheets have one major disadvantage: They are very time-consuming for everyone involved. After writing and collecting the individual sheets, employees in the office also have to retype and check each entry. Errors can creep in at every step – especially with illegible records. Furthermore, undocumented overtime is neither recorded nor paid. Furthermore, inaccuracies arise when employees only record their working hours after work or as a rough estimate before the weekend.
By implementing digital time recording, companies can not only significantly increase accuracy and transparency, but also save time and stress. Because all working hours will be recorded digitally, promptly and to the minute. Furthermore, transmission errors in their own industry and payroll software are significantly minimized.
But how does digital time recording work? Most employees always carry the most important key with them: a smartphone or tablet with internet access. This allows them to easily record all working and travel times, as well as breaks, using a browser or app. When entering data via a browser, the device and operating system are irrelevant. Special time recording apps, on the other hand, are usually tied to specific platforms - for example, Android or iOS. There are also special hardware solutions on the market for data entry that do not require a smartphone or tablet. However, these are significantly more expensive to purchase, and employees have to carry the additional device with them at all times when they are out and about. For certain industries, there are also interesting all-in-one solutions on the market that include many other functions in addition to digital time recording, such as measuring, quotation and order creation.
Digital time recording is generally easy to use: Employees simply need to start or stop recording the relevant times with a click. Additional information can also be entered, such as details about the customer, the project, or work performed. The digital timesheets then automatically contain all details, such as planned and working hours, overtime, time deviations, and breaks. If the system also has GPS localization, working hours and location data can be easily tracked and compared. All data is transmitted to the time recording system either directly from the worksite via an internet connection or via an interface after returning to company headquarters. A common disadvantage of all online input systems: If there is no internet access via a mobile phone card or Wi-Fi, immediate data transmission is not possible. In this case, synchronization must take place at a later time.
Operations management
Operations management
Operations management
When switching to digital timesheets, the investment costs are not negligible: There are purchase options that range from €100 to €1.500 per employee. To preserve your company's liquidity, however, significantly more cost-effective rental or subscription solutions are available. These typically cost between €5 and €20 per employee per month, with larger companies benefiting from scaled discounts.
When selecting a digital time recording system, tradespeople should ensure that the range of functions meets their needs. For example, some businesses benefit from a system with GPS tracking to optimize daily route planning. Other businesses don't need this option but prefer a solution that can be used independently of the smartphone operating system. If the time recording system can also exchange all data directly with their own payroll or industry software, businesses benefit significantly from time savings.
Even though switching to a mobile time tracking system initially costs money and requires some training, the effort can quickly pay off. Digital time tracking not only provides companies with the convenient option of issuing invoices more quickly, but also allows them to bill all wages on time and accurately. Furthermore, with just one click, they can see which projects are on schedule and which orders' completion status deviates from the estimate. The time account of individual employees also provides immediate visibility into where additional work or overtime has been incurred. Some digital time tracking systems also offer extensive analysis options.
The independent online portal offers a comprehensive overview of the digital working time recording market www.mobile-zeiterfassung.info with around 200 software solutions for all industries.
Checklist for operations: appropriate time recording
Features
What data should the software solution capture? For example, work and break times, activities, vehicle information, GPS data, measurements, and materials used?
data transmission
How should the data be transmitted? For example, via the internet, SMS, email, or special interfaces?
Input method
Which devices should employees use to track time? For example, smartphones, tablets, or specialized hardware?
ID
How should employees authenticate themselves when recording time? For example, by fingerprint, chip card, barcode, or PIN?
Complexity
Is the digital time tracking solution self-explanatory? Or is employee training necessary?
interface
Is there an interface to the payroll or industry software used? Can all data be imported and analyzed?
Costs
Is there a free trial version? Is it worthwhile for your company to purchase or rent the required hardware and software in the long term?
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