The most significant purpose of timesheets is to track an employee’s work hours to facilitate payroll and workforce management. So, how does an employee update these timesheets on time? Well, employees can do it by setting up a timesheet reminder.
This article will help you understand the different timesheet reminders and how to use them.
Although this video is quite old it’s an incredible example of how HR can humorously remind employees why timesheets are important.
Why Is There a Need for Timesheet Reminders?
If you work at a large company with lots of team members, managing customized timesheet reminders could complicate things as everyone has their own targets to meet.
It is better to take precautions and remind employees about their timesheets. The frequency of a timesheet reminder depends upon the frequency at which the employees have to submit their timesheets. The tone of the timesheet entry reminder is dependant on the company culture and varies from company to company.
The Eight Easiest Timesheet Reminders
Timesheet Reminder #1: Periodic Emails
Sending out emails is perhaps the most common way to remind an employee to clock in. There are many ways a company can do this.
In a large company, it is better to send out formal reminders. These are straightforward and to the point. It could be an effective way to remind employees who don’t take timesheets seriously, that a delay in submission will result in a delay in payment.
In case the manager shares a good rapport with their subordinates, they may send an informal email, which is more friendly and personalized. They can set up a timecard reminder email template on Google for this purpose.
Companies must also consider the reminder’s tone, the employee’s mental health, and well-being before sending a timecard reminder.
Timesheet Reminder #2: Automated Emails
If the company has employees under different pay periods, the manager must each batch of employees separately. They can draft an email with a crisp subject and the style in which they wish to convey the timesheet reminder.
Then, instead of sending the email immediately, the manager has to click on the “send later” or “schedule send” button. They can then repeat this process for every pay cycle or schedule it for multiple cycles beforehand.
Timesheet Reminder #3: Text Messages
Although text messages haven’t always been used as a professional mode of communication, lines are slowly blurring. They are being used for semi-formal business communication due to ease of access for all parties involved. Different platforms like WhatsApp, Telegram or Signal can be used.
A text message timesheet reminder can prevent confusion for both employees and managers. It can also be a great way to communicate with employees who stay in the same region.
Short and easy-to-read text timesheet reminder messages are ideal. The addition of funny GIFs can make this style.
Timesheet Reminder #4: Automated Slack Message
As a Slack first company, we use Slack for all internal company communication. All HR needs to do is make different channels with the different teams and ask managers to schedule customized timesheet reminders using the Workflow Builder.
Rest assured knowing that your announcement is delivered on time, even if you’ve forgotten to send out reminders. You can also request all team members to Slack reacji to confirm that they saw the message.
To set this up for your team, download and import this resource. Recurring Slack messages can also be set up but they are slightly more complicated, as described here.
Timesheet Reminder #5: Timesheet Memes Everywhere
Timesheet reminder memes are becoming more and more popular. These are perhaps the most fun way to remind employees to turn in their timesheets. They are informal and serve as an excellent motivator for employees. Managers can get as creative as they want while creating a fun meme timesheet reminder.
The manager can even incorporate an inside joke in the payroll meme to make the meme funnier.
HR can display funny timesheet reminders in the workplace to remind employees to submit their timesheets on time.
Some funny examples we were able to find on the interweb are:
Timesheet Reminder #6: Employees Setting Up a Timesheet Reminders on Phone Or Outlook
Not every employee likes to be constantly inundated with timesheet reminders. They may find them intrusive and annoying. In that case, HR can offer these are tools/methods that employees can use to set timesheet reminders for themselves:
Phone Timesheet Reminders
Setting up a timecard reminder on the phone can be an effective way for employees who keep their phones close at all times. The employees can use a recurring alarm to remind themselves a few hours before the timesheet deadline.
Timesheet Reminders on Outlook
Another useful method could be setting up a timecard reminder on Outlook. It can help employees to clock in on time by sending them a message first thing in the morning when they open Outlook.
One has to click on the “Files” option and then on the button that says “Options”. The “Advanced” button that appears on the screen will lead them to the “Show” reminders on top of the other windows button.
Add an Icon on the Desktop
If an employee uses any system for time tracking, they could add an icon to their desktop that will lead them to the page where they track time.
It can be an easy way to track timesheets, as employees get reminded about it every day when they boot up their laptops or computers.
Another way to remember the timesheet deadline is through a bookmark on the bookmark bar on either the laptop or phone. The employees have to ensure that the bookmarks bar is visible by clicking the bookmark button on the browser and selecting the show bookmarks option.
Timesheet Reminder #7: Calendar Timesheet Reminder
The manager can create a shared calendar that will keep reminding employees about the timesheet deadline. For this, the manager has to go to their Google Calendar and find the “My Calendar” section. They have to click to expand it and choose the calendar they want to share.
A message “setting and sharing” will appear. Under the “share with specific people” option, they can select the people they need to mark for the particular timesheet reminder. Then the manager simply has to add the employee or the groups’ email address. They have to use the dropdown menu to adjust the permission settings. There will be a “send” button which they have to click. The recipient now has to click on the emailed link and add the calendar.
The manager needs to make sure that the notification goes to evert employee at the start of an event. They can also set it in such a way that it recurs every week or month, as per their preference. Managers can either send a calendar notification or send a calendar notification followed by an email notification.
Timesheet Reminder #8: Time Tracking Software
Using timesheet software is quite effective and can help save a lot of time. They are easy to use and send out different timesheet reminders. Some types are:
- Daily Punch Reminders: If the employee has not punched in/out, we can remind them to do that
- Periodic Timesheet Check Reminder: Here, the employee can check their punches for the period and either edit their timesheet on their end or ask their manager to do it. The editing is dependant on the access rules of the company.
- Set up Automatic Punch-Outs: Often, an employee can forget to punch out so the company can set up auto punch outs.
Some benefits of using timesheet reminder apps:
- It saves time for the managers, as they don’t have to follow up with employees about their timesheets constantly
- They are highly customizable and cater to the needs of teams that may function in different time zones
- Timesheet reminder apps also help declutter the workspace as most store all the timesheet data that the employees and company needs. It eliminates paperwork and cuts costs as well.
Teaching Employees About the Benefits of a Timesheet
Teaching the employees about the usage and benefits of a timesheet can be a great way to help employees with turning in their timesheets on time. Timesheets are undoubtedly an integral part of any business. But if employees don’t understand the benefits, it becomes difficult for them to understand the importance of updating them.
Why do Companies Use Timesheets?
- Timesheets help managers to track work hours and leaves for payroll
- They can help record projects and calculate labor costs.
- Managers can use timesheets to analyse whether an employee is qualified for a project as they track tasks
- They help managers understand the workload of their employees. It can help them understand which ones are overworking and the ones that are not working enough. They can then distribute the work equitably.
- Timesheets tell managers about the productivity of the employees. It can save money by letting them know who is performing poorly and how much they cost the company.
- Timesheets also help optimize productivity, as managers know the start and end times for tasks
- Maintaining timesheets can prevent wasting valuable workhours on unecessary tasks
- It brings transparency to clients who use a company’s services because they know the exact number of hours worked
What are the Direct Benefits of Timesheets for Employees?
- They ensure transparency, and employees can understand the budget better
- Employees can interpret the records without the help of a manager
- Employees know the exact number of hours they have worked, and it helps them track their productivity
- Timesheets also help employees improve by letting them know which areas take more time. It allows them to improve their skills and work better. Additionally, it enhances workflow by letting everyone know what they should be doing.
The employees must understand that timesheets are going to benefit the company and them in the long run. Timesheets keep things uncomplicated, and once they understand the significance of a timesheet, they will try to submit them on time.
Can Timesheet Reminders Help?
Maintaining timesheets can be tedious, but not doing so can lead to larger problems. HR should zero in on either or a combination of these timesheet reminders and build a system that works for everyone. Automation of timesheet reminders can help companies save time and can cut down on unnecessary work.
If you’re looking to create timesheets, here is a resource that dives deep into the 10 Features Every Employee Timesheet Must Have.
If you need any help with time tracking and timesheets, do reach out to us @HarmonizeHQ.