Proven Tips for Introducing a Time Clock System to Employees

So you've done the research, met with various vendors, have proof of return on investment, you are protecting the company from liability and the gals in payroll and HR are thrilled because they can handle this arduous task of doing payroll in half the time. So, why are you still having reservations about implementing a time clock system?

"We trust our employees and implementing this time clock system wreaks of not trusting them", one former client blurted. "The employees don't understand the technology and think we're taking their fingerprints" another mentioned. "They won't look at management the same way" most clients said. Well here's some helpful information we were able to offer to allay their fears and it all revolves around culture and psychology.

When introducing a new or upgraded time and attendance system, the initial key elements that are discussed are in the terms of efficiencies and saving money. These are benefits for the company: saving the company time and money, protecting the company from fraud, making it easier for the company to identify who is getting too much overtime and manage around it. While this is all true, again, it's also all about the company. The employees feel slighted. What needs to be incorporated into this announcement for the employees isn't what the system is going to do for the company but what it will do for the employees.

Suggestion #1 - Don't mention the benefits for the company, the employees don't care. Focus on emotions. The 'problem' employees will hate it and the good, honest employees will embrace this. Why? The honest employees get stressed out every time they notice the 'problem' employees 'slipping out early' and taking long breaks or lunches while getting paychecks that reflect 8-5 work. By not incorporating a time and attendance system that equitably tracks hours for all, you are perpetuating disgruntled, envious, stressed behavior on the part of your good employees. Now whose feelings are you more concerned about hurting? Those of your good, solid workers or those of the workers who need to do more of their fair share around the workplace? So the spin you need to put on the introduction of this technology is, if you've been doing your work when you should, this shouldn't be an issue. Also mention that it will be more convenient for them to find out stats on their overtime, vacation time or sick time balances. Now, for those employees who were liberal with their own schedules to the dismay of management and the good workers, these 'problem' workers will be held accountable and will have to change their ways. This will make the good workers feel like the playing field is being leveled and they will no longer need to bite their lips when Joey slips in late from lunch for the 4th time that week.

Suggestion #2 - Seriously consider biometric time clock systems. Ordinary badge time clock systems may save the gals in the payroll department time but the same 'problem' employees will continue to maneuver around clocking issues by passing badges and clocking for one another. "It's amazing how the lowest paid, least skilled workers figure out so quickly how to cheat on clocking to fake overtime, increase lunch times or mask late arrivals or early departures" mentioned a repeat client who installed a badge system only to quickly change it out for a biometric version. "We didn't realize true savings and accurate scheduling until we fixed the buddy punching issue." Companies save a lot more in employee morale with a biometric system because the good employees know that the dishonest employees are being held accountable.

Suggestion #3 - Put into writing an explanation of what the features of the system are, how to use them and how they will benefit the employees. Many times employees want to know how much overtime they've worked, they want to check their vacation or sick time. Almost all time clock systems available today give them the flexibility to check this on their own.

Suggestion #4 - Include in the documentation given to employees an explanation of how their hours are calculated, how overtime is handled, how tardiness and time off is tracked, if their clocked time is being rounded and any other calculation that will affect their hours. This is a great way to address all questions and make sure that every employee is clear on how their hours are being calculated.

Suggestion #5 - After formally introducing, explaining and demonstrating the new system, you should have all of the employees sign a document stating that they understand what the new system does, how hours are calculated and what measures will be taken against those employees attempting to cheat the system or who chronically forget to clock. These steps will ward against disputes down the line because there will always be those employees who will challenge the system.

Just because your company is about to embark on introducing a new technology to save time and money doesn't mean that the employees are going to embrace it. Effectively introduce a time clock system and make it a win-win for management and the employees.