Introducing Time & Attendance in 5 steps

Introducing new tools for Time & Attendance can throw companies’ workflows off balance. In this article, we show you how to introduce a time recording tool step by step and what you need to bear in mind.

1. Why Time & Attendance?
2. Select tool
3. Implementation
4. Active use
5. Monitor functionality

Step 1 is of course always the question – Why exactly do we want to introduce Time & Attendance?

The question of whether your company needs to introduce Time & Attendance can be anticipated at this point. The answer is probably yes. After some legally binding court rulings and because a draft law on the subject of Time & Attendance has just been presented. You should therefore make sure that you record all your employees’ working hours at an early stage.

Many companies are also introducing Time & Attendance because they want to pay more attention to ensuring that employees manage their working time in a balanced way. In addition, many are switching from manual tools to electronic systems.

In the 2nd step, you have to decide on a time recording tool.

What are your most important requirements for a time recording tool?

When choosing a suitable tool to introduce Time & Attendance, you should talk to your employees and exchange ideas with colleagues. The people who use the tool every day in the future should also like it. And in the end, they are also the ones who have the wishes and requirements that the tool must offer.

Here are a few factors that are important for many companies.

Stationary, on a computer or as an app – does a time clock work or do you need a tool that can also be used on laptops? This is the only way to make Time & Attendance in the home office possible. Construction companies also often need a solution that works on cell phones. There are also time recording tools that work both stationary and mobile and are therefore suitable for employees with different work routines.

The scope – Do individual projects have to be booked (e.g. in agencies) or is it sufficient if only the start and end of working hours are recorded?

Complexity – The larger the company, the more important it is to use software smoothly. And that’s why you should definitely choose a solution that is self-explanatory and where your employees don’t need 2 hours of introductory training.

Interfaces – Time & Attendance should work seamlessly with the software your company already uses. For example, interfaces to DATEV, payroll software and ERP systems. Without these interfaces, things quickly become complicated and HR managers have a lot of extra work.

Advice and support – Time & Attendance is here to stay. That’s why you should choose a time tracking tool that you feel comfortable with in the long term and that offers reliable advice and support.

Costs – Costs are of course an issue in every company. Lower costs often also mean a lower scope of services and less support in the event of problems.

Incidentally, many companies are currently opting for Excel. Most companies use this for other work anyway. But it also has significant disadvantages. In our YouTube video, we discuss whether Excel can still be used for Time & Attendance with the new law.

Step 3 then deals with the technical implementation.

Time & Attendance is now being introduced for real. This is usually quite simple and most Time & Attendance software is quick to install.

Sometimes, of course, it is necessary to strategically distribute time clocks throughout the building. However, if the software runs on the employees’ computers, the technical implementation of Time & Attendance is much easier. Some tools even run completely via the browser. For example, it is sufficient to set a bookmark and employees do not have to install a program.

With ZMI’s time recording tools, for example, customers receive a 30-minute onboarding session. This is completely sufficient to be able to use the tool.

Step 4 then starts with active use.

Now the employees have to familiarize themselves with the solution. Some tools still need an introduction, with ZMI this is usually not necessary, but our support is of course always available if you have any questions.

Step 5: Monitoring

Depending on the complexity of the tool, some employees need a little longer to integrate the new tool into their day-to-day work. That’s why you should make sure that everyone can still ask questions at the beginning and that there is someone in the company who can help if there are difficulties. Give your employees a transition period and keep an eye on whether everything is working correctly at the beginning.

Further tips on introducing working time recording

Introducing Time & Attendance: Step by step

In some companies, it can make sense to introduce Time & Attendance step by step. Perhaps there is a department in which the tool can be rolled out first. This gives you direct feedback from employees and allows you to clarify important questions right at the start. Time & Attendance is then rolled out further and further.

Communicating Time & Attendance correctly

It may be that employees are not keen on accurate Time & Attendance. The whole subject can seem annoying and complicated at first. Be transparent right from the start. Of course, you have the argument that Time & Attendance is required by law. But apart from that, your employees also benefit. Talk about it and also communicate that Time & Attendance should not be a control instance. Rather, it is about recording overtime more accurately and showing that the Working Hours Act is being complied with.

Scope of services before costs

This is a mistake I often see… When choosing a time tracking tool, don’t look at the cost of a solution first and foremost. First make your requirements clear and then decide on a solution that offers everything you need and that you can call if you have any questions. This will not only save you money in the end, but also the nerves of your employees. Nothing is more annoying than a tool that only looks half finished or where no one is ever available.