5 efficient timesheet reminders + how one 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 will probably result in inaccuracies in your timesheet if completed incorrectly.

By automating your timesheet reminders, you may keep away from timesheet errors and liberate your staff’ time to concentrate on what actually issues in what you are promoting. 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 might help 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 document 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 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 attempting 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 with no need to continuously remind direct experiences about your organization’s timekeeping coverage. 

5 efficient timesheet reminder strategies

No two individuals prefer to be reminded the identical means. One individual might choose 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 just a few 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, however it additionally helps you finish every week with automated, correct timesheets.

Regular reminders by way of electronic 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 methodology for skilled communication — however does that make it possibility for sending timesheet reminders? Listed here are the professionals and cons of utilizing emails as a reminder methodology:

Professionals:

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

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

Documentation: E-mail threads create a digital path, enabling employers to refer again to earlier reminders if wanted. It might probably 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 electronic mail is a good communication instrument, you’ll nonetheless be pressured to compete with all the opposite incoming messages your staff must sift by way of every day. In consequence, your reminders might get misplaced of their inbox In the event that they overlook to examine their emails repeatedly.

Lack of immediacy: Until you could 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 electronic mail might result in delayed responses and trigger staff to delay logging their labored hours.

The right way to use electronic mail successfully:

Arrange automated electronic 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 electronic 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 personalised messages: For workers who persistently miss their timesheet deadlines, think about sending personalised follow-up emails to emphasise the significance of compliance.

SMS messaging

Brief Message Service (SMS) messaging — AKA texting — supplies an instantaneous and direct approach to attain staff. Whereas SMS messaging isn’t usually related to skilled communications, it may be extremely efficient for sending out timesheet reminders. Listed here are just a few of the benefits and downsides of utilizing SMS for this objective:

Professionals:

Prompt supply: SMS messages have the next 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 likely to have larger open charges, guaranteeing larger visibility on your reminders. Mainly, when you textual content your staff, there’s little to no likelihood they received’t see your reminder.

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

Cons:

Restricted house: Certain, brevity is nice, however the restricted character depend in SMS messages might limit 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 way in which to go.

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

The right way to use SMS successfully:

Get hold of 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 in the end hold them from logging their work hours solely.

Calendar reminders

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

Professionals:

Integration with current programs: Calendar reminders could be synchronized with staff’ current calendar apps, guaranteeing compatibility and accessibility no matter which calendar instrument your staff choose.

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 each day duties. In case your staff spend numerous time working of their calendars, then the visible cue supplied right here could 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 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 missed if staff habitually ignore or dismiss notifications. This generally is a frequent prevalence 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.

The right way 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 pointers or templates — connect them to the calendar reminder.

Slack 

Most working professionals are acquainted with Slack, the favored internet browser-based communication instrument. You might also be acquainted with comparable chat communication instruments like Groupme or the basic Microsoft Teams. Not solely are these instruments nice for each day communications, however they’ll simply as simply be used to ship out your timesheet reminders in a well timed method. Listed here are just a few of the benefits and downsides of utilizing instruments like Slack to ship out your timesheet reminders:

Professionals:

Actual-time communication: Much like SMS messaging, Slack supplies prompt 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: 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 each day, then a instrument like Slack might not make sense on your timesheet comms. 

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

The right way 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 total channels. You may 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 primarily based on tracked hours.

How do you automate timesheet reminders?

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

Finally, we wish to present you how one can 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 time beyond regulation with out lacking a beat. If you would 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 most suitable option.

Arrange recurring emails

When you’ve got a easy and simple administration model, recurring emails would possibly take advantage of sense for you. You should definitely see in case your electronic mail supplier provides this performance — if not, you might be able to discover a browser extension or third-party instrument to make this attainable.

Right here’s an electronic 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 pace, 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 might 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 completed.

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 it is advisable take to arrange your reminders:

1. Open Google Calendar.

2. Within the high left, click on Create.

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

4. Sort your reminder or select a suggestion.

5. Select a date, time, and frequency.

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

Getting your timesheet reminders seen and submitted

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

You may take step one towards eliminating your timesheet pains by utilizing Homebase’s time clock to trace hours and time beyond regulation from one machine.

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