Traditional methods of timekeeping are slowly going the way of the Dodo regarding functionality. As these methods head out, more digital options come in. We present five key reasons you should consider the web time clock switch.
Follow me for a second. Your employees come into work, say their hellos to everyone, go and hang up their coats, maybe stop and use the bathroom and get a drink of water, and then they move to the time clock to clock in for their shift. The thing hangs on a wall, cream-colored but with faded plastic on the outside and who knows what kind of mechanical workings on the inside. Next to it is a metal holder for each of the employees’ time cards, probably some dark brown metal that looks more industrial than you were hoping it would when you first got it. The cards, long rectangles of yellowish paper full of holes and scribbles of blue or black ink, sit neatly in their designated areas. The employee grabs the card with their name emblazoned on it, makes sure it’s facing the right way, and slides it into the slot of the time clock where a loud, mechanical “punch” sound can be heard. They take it out, put it back in the slot, and go about their shift.
And then you, at the end of each pay period, must go through these cards, one by one, and make a note of the hours that each employee worked. Some math will almost certainly be involved, and any potential errors must be addressed with some urgency, so the payroll process is not in any way hindered by waiting for an issue to be cleared up. At the end of it all, the cards either get filed away or tossed, and you put out fresh ones to start the next period, and the cycle begins anew. It is time-consuming, tedious, and prone to errors, and, perhaps most importantly, pretty antiquated.
In recent years, significant strides have been made to advance areas of basic restaurant function and propel them into the technological realm. Tech like scheduling and inventory management software is seemingly everywhere, and more are coming out all the time. It makes sense, then, that attendance management would be on this list of evolutions as well. Indeed, it is, and the newest advances in this area make attendance management an easier and more efficient process than ever before.
In this article, we are going to highlight five key reasons that you should upgrade your attendance management system to a web time clock. In a sense, these will almost be the five most substantial benefits that we can come up with to making this change. They will address the range of issues often associated with the traditional process, as well as one or two benefits that exist solely because of this new web time clock platform. The goal is to have you feeling more than confident to make the appropriate steps to improve and streamline the way you manage attendance in your restaurant. With that said, let’s get into the five reasons!
I would argue that this is probably one of the biggest motivators for transitioning to a web time clock. As we outlined above, the traditional method of attendance management, via the mechanical or digital time clock, is a far more convoluted process than it needs to be. With a web time clock, the process is streamlined. For example, our Zip Clock comes equipped with a biometric reader that punches employees in and starts their shift with no more than a fingerprint, miles removed from the absurdity of managing paper cards and hoping you insert them the right distance into the time clock.
In much the same vein, making use of a web time clock helps to streamline the process for administrators, too. Administrators have, as we also discussed earlier, a tedious and time-consuming task ahead of them when it comes to entering payroll information. With something like the bio-reader used with Zip Clock, there are no more paper cards for the administrator to manage. Instead, the web time clock provides a range of digital data which does most of the hard work for them. All they have to do is check it against what they know to be fact and boom; the work is done.
When you abide by the more traditional time clock system, you run a few different kinds of risks. The first one, and the one that is likely the most common is what is known as 'time-theft.' Think of time-theft as the equivalent of an employee lying for the sake of earning more money. While theft is, of course, never an acceptable practice, it more often occurs in this context out of guilt or fear than any real malevolence. The most common kind of time-theft is what we’ll call 'buddy punching,' a term that refers to when another member of your staff punches someone else in or out early or late. We see this a lot when an employee is stuck in traffic or otherwise running late for their shift and doesn’t want to be penalized for it. While it may be understandable, it is still an unacceptable business practice, and using a web time clock bio-reader for fingerprints, as Zip Clock does, eliminates the chances of this happening entirely.
In short, a labor compliance issue is an instance where employees, especially minors, violate some labor law, such as taking their meal breaks on time or not taking one at all. Failure to comply with these conditions of employment can be highly dangerous for you as a business, and with a web time clock, they are a lot easier to keep track of. Some, such as Zip Clock, even send notifications or ping error messages when employees do not take their breaks when they’re supposed to and will make note if they don’t take them at all.
Another area for potential error comes in the form of payroll compliance. Typically, the tediousness and time-consumption involved in traditional payroll management using a mechanical or digital time clock have a greater risk of leading to issues of payroll being off. Especially if you’re working late into the night to get this handled, as humans, we are prone to mistakes when tired. Any discrepancies between what your employees worked and the hours they are paid for can seriously damage your business, at the very least causing you to be required to pay back pay to the employee(s) in question. With a web time clock, this becomes a non-issue, as all of the information is already sorted and stored digitally, and you are simply responsible for checking it against the existing schedule and making sure that everything looks right.
Well, there you have it- our top five reasons to switch to a web time clock system. We hope that this list has given you enough confidence in this blossoming new technology to be able to motivate your business to make the switch.