5 efficient timesheet reminders + the way to 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 actually strikes the needle, however it might probably result in inaccuracies in your timesheet if accomplished incorrectly.

By automating your timesheet reminders, you may keep away from timesheet errors and unencumber your staff’ time to give attention to what actually issues in your small business. 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 may also help you get began with mechanically monitoring your staff’ hours.

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

A timesheet reminder prompts people to file 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 delicate nudge than an outright demand and helps keep clear and correct worker timesheets over time.

So what’s the purpose of establishing timesheet reminders? 

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

By establishing timesheet reminders utilizing a instrument like Homebase, you may make an correct evaluation of logged worker hours with no need to continuously remind direct stories about your organization’s timekeeping coverage. 

5 efficient timesheet reminder strategies

No two individuals prefer to be reminded the identical manner. One particular person could want 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 here 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

Should you and your staff are struggling to manually monitor hours, a time clock with a built-in timesheet integration is the way in which to go. Not solely does it make it simpler to attenuate time theft and management labor prices, but it surely 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 mechanically up to date each time they clock in and clock out. We’ll take a deeper take a look at this answer in a while.

Emails

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

Professionals:

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

Detailed directions: Emails enable for the inclusion of detailed directions, similar to timesheet submission deadlines, required data, and any particular tips. 

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

Cons:

Potential for oversight: Whereas e mail is a good communication instrument, you’ll nonetheless be compelled to compete with all the opposite incoming messages your staff should sift by way of every day. Consequently, your reminders could get misplaced of their inbox In the event that they overlook to examine their emails commonly.

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

Learn 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 permit you to schedule recurring messages, there are a number of browser extensions and third-party instruments that make this attainable.

Use concise and compelling topic traces: Seize your staff’ consideration by crafting topic traces 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, think about 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 solution 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 downsides of utilizing SMS for this function:

Professionals:

Immediate supply: SMS messages have a better probability of being seen promptly, as most individuals carry their cell phones with them. Whereas emails additionally ship immediately, your message will probably get caught up in your staff’ inboxes.

Excessive open charges: In comparison with emails, SMS messages are likely to have larger open charges, guaranteeing better visibility in your reminders. Principally, when you textual content your staff, there’s little to no probability they received’t see your reminder.

Concise communication: As a consequence of character limitations, SMS messages encourage brevity and to-the-point communication. 

Cons:

Restricted house: Positive, brevity is nice, however the restricted character depend in SMS messages could limit the quantity of data shared in every reminder. If you’ll want to embrace detailed directions with every timesheet reminder, SMS messaging is probably not the way in which to go.

Decide-in requirement: Workers should consent to obtain SMS reminders, and a few people could choose out or want to not present their cellular numbers. There’s actually nothing you are able to do about this. Many staff could want to make use of their telephones for private use solely. The best choice on this scenario is to strongly encourage staff to choose in.

Learn how to use SMS successfully:

Receive consent: Request staff’ consent to obtain SMS reminders and guarantee their contact data is correct and updated. In the event that they don’t consent, allow them to know of any different 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 may result in complaints and finally 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 solution 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 current techniques: Calendar reminders might be synchronized with staff’ current calendar apps, guaranteeing compatibility and accessibility no matter which calendar instrument your staff want.

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: Not like written messages or reminders, calendar reminders visually stand out, capturing staff’ consideration amid their different every day duties. In case your staff spend plenty 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. Workers should actively handle their calendars and guarantee they overview upcoming reminders. In any other case, your timesheet reminders will go lacking each time.

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

Learn 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 particular function of the reminder.

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

Slack 

Most working professionals are accustomed to Slack, the favored internet browser-based communication instrument. You might also be accustomed to related chat communication instruments like Groupme or the basic Microsoft Teams. Not solely are these instruments nice for every 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 downsides of utilizing instruments like Slack to ship out your timesheet reminders:

Professionals:

Actual-time communication: Just like SMS messaging, Slack supplies immediate 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 data stays centralized in a single place.

Cons:

Potential distractions: As a result of real-time nature of Slack, staff could 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 could not make sense in 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.

Learn 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 means that you can set reminders for people or whole channels. You’ll be able to leverage this characteristic to set off automated reminders in 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 primarily based 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 handbook work in some capability. 

Finally, we wish to present you the way to set and overlook 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 available on the market, 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. If you’d like a instrument that eliminates paperwork and takes care of the nitty-gritty facets of group administration (like time clock rounding), then time-tracking software program like Homebase is your best option.

Arrange recurring emails

When you have a easy and easy administration type, recurring emails may take advantage of sense for you. You should definitely see in case your e mail supplier presents 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],

It is 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 velocity, then you may simply arrange timesheet reminders utilizing the /remind operate. Right here’s how one can get began in simply three steps.

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

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

3. When you’ve arrange your recurring Slack message, ship your message to schedule the reminder and also you’re accomplished.

Create a shared calendar

Lastly, in case your group is most comfy 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 you’ll want to take to arrange your reminders:

1. Open Google Calendar.

2. Within the high left, click on Create.

3. Within the pop-up field, choose process.

4. Sort your reminder or select a suggestion.

5. Select a date, time, and frequency.

6. Click on Save and also you’re accomplished!

Getting your timesheet reminders seen and submitted

Finally, getting your timesheets stuffed out and submitted on time has a lot broader implications than every day admin work. If dealt with incorrectly, it might probably negatively have an effect on the way you monitor productiveness and budgeting throughout your group. 

You’ll be able to take step one towards eliminating your timesheet pains through the use of Homebase’s time clock to trace hours and extra time from one system.

And through the use of our time-tracking software program alongside our HR and compliance instruments, you’ll have every thing you’ll want to run your small business. So you may spend much less time monitoring hours and extra time focusing in your individuals.