Nobody likes filling out timesheets. That's part of our slogan, and our challenge is to change that perception. This aversion can lead to a lack of diligence in submitting timesheets from employees and become a nightmare for those responsible for payroll, accounting, and managers. When employees know that their overtime has a positive impact on their paycheque, it provides additional motivation. This isn't always the case, and the challenge is even greater if timesheet submission is not at all tied to employee compensation, as in some contexts where the data is only used to analyze activities or apply for tax credits, for example. Fortunately, there are solutions, and we always manage to overcome this challenge.
Here's what to do to create the winning conditions.
- Use a good time entry tool, accessible from anywhere, on all types of devices, and above all, easy to use.
- Clearly define the level of detail you need. Avoid entering unnecessary data that could demotivate employees.
- Automate everything that can be automated by using default values, the ability to copy or retrieve information from previous entries.
- Prevent employees from having to calculate anything. This also helps eliminate errors.
- Limit the length of dropdown lists by cleaning up their content. For example, avoid letting projects that have been completed for a long time clutter the lists. If necessary, manage list content by employee group so that they only see what is relevant to them.
- Choose a timesheet submission frequency that fits well into the routine. Weekly timesheets are best, even if your payroll is processed every other week. This does not prevent you from running calculations or reports covering two weeks for payroll processing.
- Make immediate supervisors accountable. In larger organizations, it is impossible for the person responsible for payroll or accounting to follow up closely with every employee. The collaboration of immediate supervisors is essential, and the ripple effect is powerful. Give them tools that provide an overview and make follow-up easier. Automated reminders sent to approvers can also help. They could also lead by example by completing timesheets themselves, even if it is not required of them.
- Avoid letting things slide by not giving too much leeway. Follow up regularly and avoid letting an employee fall several weeks behind. Administrators need good tools to get a quick, real-time overview.
- Send well-targeted automated reminders at the right time and at the right frequency. One reminder should be enough. Sending too many reminders can eventually make them lose their effect. Determine the timing based on the deadline for processing payroll, while taking into account the time required to complete and approve the timesheet.
- The importance of timesheets must be part of the company culture and reflected in its policies.
The implementation phase of the timesheet solution is especially critical. It will be difficult to get things back on track if the process starts off poorly. Change and the unknown can be challenging, especially if you have staff members who are less comfortable with technology. During this phase, the following measures are beneficial:
- Communicate the concrete benefits of the new solution.
- Involve employees by collecting feedback. A pilot testing phase can be useful.
- Offer the necessary training so they feel comfortable with the tool, not intimidated by it.
Every organization is unique and has its own challenges. If you have issues related to employee adherence or diligence in submitting their timesheets, do not hesitate to contact us so we can see how we can help you.
