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HomeBusiness5 efficient timesheet reminders + how you can automate them

5 efficient timesheet reminders + how you can automate them


Whether or not you’re an entry-level worker, contract employee, or supervisor, remembering to trace your time is a ache. Not solely does manually logging hours distract your staff from finishing work that basically strikes the needle, however it could result in inaccuracies in your timesheet if carried out incorrectly.

By automating your timesheet reminders, you may keep away from timesheet errors and unlock your staff’ time to give attention to what actually issues in your enterprise. On this article, we’ll present you six completely different strategies you should use to inform your staff when it’s time to fill out their timesheets (with out having to ship them back-to-back Slack messages).

We’ll additionally clarify how Homebase can assist you get began with robotically monitoring your staff’ hours.

What’s a timesheet reminder and why do you want one?

A timesheet reminder prompts people to report and submit their time entries on a weekly, bi-weekly, or month-to-month foundation, guaranteeing the immediate supply of their timesheet each time. It serves as extra of a mild nudge than an outright demand and helps preserve clear and correct worker timesheets over time.

So what’s the purpose of organising timesheet reminders? 

Whereas sending out reminders could seem trivial, inaccurate timesheets can create issues for organizations making an attempt to precisely estimate metrics like common time per mission or how worker hours are trending month-over-month.

By organising timesheet reminders utilizing a instrument like Homebase, you may make an correct evaluation of logged worker hours without having to always remind direct reviews about your organization’s timekeeping coverage

5 efficient timesheet reminder strategies

No two individuals wish to be reminded the identical means. One individual might favor conventional emails, others want a fast textual content, and a few individuals can’t prioritize something except it’s marked on their calendar. No matter your private choice, listed below are a number of completely different time-saving reminder strategies to make sure your staff fill out their on-line timesheets each time.

Time clock with timesheet integration

When you and your staff are struggling to manually monitor hours, a time clock with a built-in timesheet integration is the best way to go. Not solely does it make it simpler to reduce time theft and management labor prices, nevertheless it additionally helps you finish every week with automated, correct timesheets.

Regular reminders through e mail and SMS are nice, nevertheless, a time clock app like Homebase ensures that your worker’s timesheets are robotically up to date each time they clock in and clock out. We’ll take a deeper have a look at this resolution in a while.

Emails

Emails are the tried-and-true technique for skilled communication — however does that make it a superb choice for sending timesheet reminders? Listed below are the professionals and cons of utilizing emails as a reminder technique:

Professionals:

Extensive attain: Due to the blind carbon copy function (Bcc), emails might be despatched to a number of staff concurrently, guaranteeing a broad distribution of reminders.

Detailed directions: Emails permit for the inclusion of detailed directions, equivalent to timesheet submission deadlines, required info, and any particular tips. 

Documentation: E mail threads create a digital path, enabling employers to refer again to earlier reminders if wanted. It may possibly additionally assist in a pinch should you want proof that reminders have already been despatched to and obtained by staff.

Cons:

Potential for oversight: Whereas e mail is a superb communication instrument, you’ll nonetheless be pressured to compete with all the opposite incoming messages your staff need to sift by way of every day. In consequence, your reminders might get misplaced of their inbox In the event that they neglect to test their emails usually.

Lack of immediacy: Except you’ve a system in place to assist your staff prioritize their emails, they gained’t obtain your messages in actual time. This back-and-forth nature of e mail might result in delayed responses and trigger staff to delay logging their labored hours.

Tips on how to use e mail successfully:

Arrange automated e mail reminders: Employers can schedule automated reminders to be despatched on a weekly, bi-weekly, or month-to-month foundation to make sure constant communication. Whereas not all e mail suppliers mean you can schedule recurring messages, there are a number of browser extensions and third-party instruments that make this attainable.

Use concise and compelling topic strains: Seize your staff’ consideration by crafting topic strains that point out the significance and urgency of the timesheet submission. This could possibly be so simple as writing out ‘TIMESHEET REMINDER’ in all caps.

Comply with up with customized messages: For workers who persistently miss their timesheet deadlines, contemplate sending customized follow-up emails to emphasise the significance of compliance.

SMS messaging

Brief Message Service (SMS) messaging — AKA texting — supplies a right away and direct option to attain staff. Whereas SMS messaging isn’t usually related to skilled communications, it may be extremely efficient for sending out timesheet reminders. Listed below are a number of of the benefits and drawbacks of utilizing SMS for this objective:

Professionals:

Prompt supply: SMS messages have a better likelihood of being seen promptly, as most individuals carry their cellphones with them. Whereas emails additionally ship immediately, your message will possible get caught up in your staff’ inboxes.

Excessive open charges: In comparison with emails, SMS messages are inclined to have increased open charges, guaranteeing higher visibility on your reminders. Principally, should you textual content your staff, there’s little to no likelihood they gained’t see your reminder.

Concise communication: On account of character limitations, SMS messages encourage brevity and to-the-point communication. 

Cons:

Restricted house: Positive, brevity is nice, however the restricted character rely in SMS messages might prohibit the quantity of data shared in every reminder. If it is advisable embrace detailed directions with every timesheet reminder, SMS messaging is probably not the best way to go.

Choose-in requirement: Staff should consent to obtain SMS reminders, and a few people might decide out or favor to not present their cell numbers. There’s actually nothing you are able to do about this. Many staff might favor to make use of their telephones for private use solely. Your only option on this scenario is to strongly encourage staff to decide in.

Tips on how to use SMS successfully:

Get hold of consent: Request staff’ consent to obtain SMS reminders and guarantee their contact info is correct and updated. In the event that they don’t consent, allow them to know of any various choices for receiving timesheet reminders.

Time the reminders strategically: Ship SMS reminders throughout work hours, contemplating staff’ availability and potential distractions. Sending your reminders throughout non-work hours might result in complaints and in the end preserve them from logging their work hours totally.

Calendar reminders

In case your office generally makes use of calendar apps for conferences and occasions, then calendar reminders could also be an efficient option to immediate staff to finish their timesheets. Listed below are a number of of the professionals and cons of utilizing calendar reminders:

Professionals:

Integration with present methods: Calendar reminders might be synchronized with staff’ present calendar apps, guaranteeing compatibility and accessibility no matter which calendar instrument your staff favor.

Customization choices: Calendar reminders offer you a ton of company over how reminders are delivered. For instance, you may set reminders with particular dates and occasions to accommodate various timesheet submission frequencies.

Visible cues: In contrast to written messages or reminders, calendar reminders visually stand out, capturing staff’ consideration amid their different day by day duties. In case your staff spend a variety of time working of their calendars, then the visible cue offered right here might be extremely useful.

Cons:

Reliance on staff’ calendar administration: The liberty that calendar reminders give your staff does include drawbacks. Staff should actively handle their calendars and guarantee they evaluation upcoming reminders. In any other case, your timesheet reminders will go lacking each time.

Potential for dismissal: Your calendar reminders is likely to be dismissed or neglected if staff habitually ignore or dismiss notifications. This is usually a frequent incidence in case your staff’ calendars are booked with back-to-back conferences or different reminders — your one reminder about filling out their timesheets might simply get misplaced within the shuffle.

Tips on how to use this instrument successfully:

Present clear directions: Within the calendar reminder description, embrace concise directions on how and the place to submit their worker timesheets.

Specify the aim: When creating calendar reminders, clearly label them as timesheet submission reminders. This helps staff differentiate them from different calendar occasions and ensures they perceive the precise objective of the reminder.

Connect related assets: If there are particular assets or directions associated to timesheet submission — like reference tips or templates — connect them to the calendar reminder.

Slack 

Most working professionals are conversant in Slack, the favored net browser-based communication instrument. You may additionally be conversant in comparable chat communication instruments like Groupme or the basic Microsoft Groups. Not solely are these instruments nice for day by day communications, however they will simply as simply be used to ship out your timesheet reminders in a well timed method. Listed below are a number of of the benefits and drawbacks of utilizing instruments like Slack to ship out your timesheet reminders:

Professionals:

Actual-time communication: Just like SMS messaging, Slack supplies on the spot messaging capabilities, permitting employers to ship reminders and obtain immediate responses from staff.

Channel-based group: With Slack, you may create devoted channels or threads for timesheet reminders, guaranteeing all related timesheet info stays centralized in a single place.

Cons:

Potential distractions: Because of the real-time nature of Slack, staff might get sidetracked by different conversations or notifications. In case your staff are sometimes speaking in varied channels on and off day-after-day, then a instrument like Slack might not make sense on your timesheet comms. 

Studying curve: Not all groups work properly with Slack, and staff who’re new to the platform could also be overwhelmed by its varied communication channels and extra options.

Tips on how to use Slack successfully:

Create devoted reminder channels: Establishing a separate channel solely devoted to timesheet reminders will assist reduce distractions from different conversations inside Slack.

Make the most of reminders and mentions: Slack lets you set reminders for people or whole channels. You possibly can leverage this function to set off automated reminders on your timesheets at particular occasions or dates.

Combine with time monitoring instruments: In case your group makes use of time monitoring software program, you may discover Slack’s integrations to allow seamless entry to timesheets, notifications for lacking entries, and automatic reminders based mostly on tracked hours.

How do you automate timesheet reminders?

Whereas there are a number of other ways to ship out your timesheet reminders, all of them require guide work in some capability. 

In the end, we wish to present you how you can set and neglect your timesheet reminders. Right here’s how one can automate your reminders and relaxation assured that your staff by no means break your clocking out and in coverage.

Use time-tracking software program designed for hourly work

There are many time-tracking instruments in the marketplace, however few are designed solely for hourly work. And even fewer combine with different worker administration instruments like payroll, scheduling & availability, new rent onboarding, and different HR necessities. 

With a instrument like Homebase, you may account for break time at work or extra time with out lacking a beat. In order for you a instrument that eliminates paperwork and takes care of the nitty-gritty elements of crew administration (like time clock rounding), then time-tracking software program like Homebase is your best option.

Arrange recurring emails

When you’ve got a easy and easy administration model, recurring emails may take advantage of sense for you. Make sure to see in case your e mail supplier provides this performance — if not, you could possibly discover a browser extension or third-party instrument to make this attainable.

Right here’s an e mail template you should use when sending out your timesheet reminders:

[First Name],

This can be a reminder that your timesheet is due on dd/mm/yyyy. Please log all of your labored hours and submit your timesheet earlier than the deadline.

Thanks,

[Sender]

Arrange recurring Slack messages

If Slack is extra your pace, then you may simply arrange timesheet reminders utilizing the /remind perform. Right here’s how one can get began in simply three steps.

1. Sort /remind in your message area and choose it from the shortcuts menu.

2. Within the message area, enter the main points of your reminder following this format: /remind [yourself or #channel] [what] [when]. As soon as completed, your message might appear to be this: /remind #crew to fill out timesheets each Thursday at 12 pm.

Typing out a team reminder using the /remind function in Slack
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3. When you’ve arrange your recurring Slack message, ship your message to schedule the reminder and also you’re carried out.

A message from the Slackbot in Slack, confirming a scheduled employee reminder
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Create a shared calendar

Lastly, in case your crew is most snug with calendar instruments, right here’s how one can automate your timesheet reminders. For this instance, let’s say we’re utilizing Google Calendar. These are the steps it is advisable take to arrange your reminders:

1. Open Google Calendar.

2. Within the prime left, click on Create.

Interacting with the task creation feature in Google Calendar
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3. Within the pop-up field, choose process.

4. Sort your reminder or select a suggestion.

5. Select a date, time, and frequency.

Scheduling tasks inside Google Calendar
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6. Click on Save and also you’re carried out!

Getting your timesheet reminders seen and submitted

In the end, getting your timesheets crammed out and submitted on time has a lot broader implications than day by day admin work. If dealt with incorrectly, it could negatively have an effect on the way you monitor productiveness and budgeting throughout your group. 

You possibly can take step one towards eliminating your timesheet pains by utilizing Homebase’s time clock to trace hours and extra time from one gadget.

And by utilizing our time-tracking software program alongside our HR and compliance instruments, you’ll have every little thing it is advisable run your enterprise. So you may spend much less time monitoring hours and extra time focusing in your individuals. 



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