How Do Small Businesses Track Attendance?
Published: 23/01/2023
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Small businesses monitor attendance in various ways. Methods include employees filling out physical paper timesheets, tracking via Excel spreadsheets, and using attendance software. In this article, we will explore the options available to small business owners and guide them in choosing the most suitable one.
Running a small business is a journey filled with challenges, where every resource matters. And there is no resource more valuable than people. Given that the headcount is naturally smaller in small businesses, each worker often has to wear different hats. With this in mind, it’s easy to see that even one team member showing gaps in attendance can seriously impact the entire business.
Before we begin, it’s important to note that attendance issues rarely stem from mere tardiness. The root cause is often deeper. However, before you can tackle it, you need to identify the problem, and because of its negative impact, small businesses must do so promptly. This brings us to today’s topic - how can small businesses monitor attendance more effectively? Since there are several methods, we will focus on the most suitable one.
Among the possible methods for employee attendance tracking, the most effective option is using specialised software. Time and attendance systems are shown to be more reliable than physical timesheets or Excel spreadsheets.
To keep it brief, a digitised approach is more intuitive and offers valuable insights the moment you log into a platform. It provides a comprehensive overview of your team, making it easier to identify potential absence patterns before they start causing problems. But here comes the next challenge: there are literally thousands of digital solutions to choose from.
Deciding to adopt a tool to track attendance marks the beginning of your journey. The market offers a variety of software suited for this purpose, but not all will suit your company. In the next section, we will discuss two key qualities to look out for. They are fundamental when choosing any business tool, so be sure to keep them in mind.
A common mistake we see is that when companies look for new software, they are ready to abandon their existing processes. Most vendors understand this, which is why they often promise to completely transform your business, help you develop new procedures, and generally turn the way your company operates upside down. Don’t fall for this. Take a moment and ask yourself - is it really easier to start from scratch? If you discard your legacy operations, you will be losing the progress you have made so far, along with the opportunities you have discovered and the methods that are working well. Starting from zero can set you back significantly, and since small businesses have fewer resources, this could even be the death sentence.
This is why you should focus on tools that enhance your current processes. This way, you retain your progress and previous knowledge, optimising them for further success. The right software will adapt to your existing methods and elevate their performance by making them smoother and more efficient, rather than replacing them. As the saying goes - don’t fix what isn’t broken. Of course, sometimes processes are broken, but even then, they shouldn’t be discarded. Instead, deconstruct them to their very foundation first. The right tool will help you rebuild from there. However, it won’t create a new cornerstone. Keep this in mind before you get carried away with the idea of ‘full transformation’.
Have you ever found yourself in a situation where you needed to change your processes to accommodate the tool? Unfortunately, this indicates that it was not the right tool. The main purpose of business software is to integrate smoothly into your company. In other words, it’s the tool that should be adapting to your processes, not the other way around. Therefore, it’s always advisable to not only have a free trial but also a demo where you can speak with a specialist. It’s usually at this stage that you will be able to assess whether the tool can be tailored to your specific needs.
The best software for tracking attendance is highly customisable, exactly what small businesses need. Since most large companies usually have similar systems already in place, solutions designed for them are more rigid, quicker to set up, and less flexible. They also tend to be more expensive. Small businesses, on the other hand, are often very unique in their requirements. Customisable solutions are more affordable too, mainly because you will need to put in extra effort to make it truly yours. However, this isn’t always the case. At Timesheet Portal, we have a dedicated implementation team that builds your ideal platform for you. This way, you can start using your fully customised tool from the very beginning.
Our aim in guiding you is to help you make an informed decision, not just for show. There are genuine risks in choosing a tool that does not suit your business. In fact, a poor choice like that can seriously impede your progress, giving your competitors an advantage. Let’s explore this further.
As we have already emphasised, you don’t want your tool to either abolish or over-modify your processes. There is another risk involved in choosing the wrong software. Sometimes, it can hinder your processes. Although we firmly believe there is no such thing as ‘bad’ software, selecting the wrong match can stunt your growth rather than foster it. For example, if you adopt software that tracks attendance only for workdays and your business also operates on weekends, your usual process will be disrupted.
Most of those limitations can be lifted, usually at an additional cost. For example, the hypothetical vendor might have the option to track attendance on weekends as well, but this feature comes with an additional recurring fee. Therefore, you would pay for the software subscription plus the extra for its extended functionality. The truth is, if you initially chose the more expensive basic package that included the features you need, you would save money. Remember, companies often charge extra for implementing additional features. At Timesheet Portal, we don’t offer pre-made software packages for this very reason. Instead, we let our users build their platforms with only the features they require.
Naturally, when you’re using a new piece of software, you have a set of goals in mind. Most likely, you have them outlined before you even start looking. If not... Well, you should. These goals should be one of your main guides for what you are seeking in a tool. Specifically, what task you need it to perform. Unless you have that clearly defined, or your goals are vague, you are more likely to make a poor choice. The wrong software fit, naturally, won’t help you progress in the direction you want. In fact, it might even set you back and spoil what you have achieved so far.
As mentioned before, no digital tool is designed to disrupt your processes or harm your business. However, that’s exactly what can happen if you introduce and begin using one that isn’t the right fit. Even if you take the difficult route of building new processes, adjusting existing ones, or learning to work around the tool, it won’t deliver the desired results. At this point, it could drain a lot of time and resources with no return. For small businesses, this isn’t just counterproductive but a complete disaster. Therefore, to achieve your goals, your tool must align with your key requirements. These should include your objectives, cost-effectiveness, and compatibility with your existing strategy.
Introduce a time and attendance system by ensuring everyone understands its benefits. Often, employees will resist changing procedures they are accustomed to because they feel their interests are not considered. Changes in time and attendance tracking can also create a perception that you distrust them. Clear communication is essential to address these concerns.
Firstly, remember that changes often provoke controversy. Some people simply dislike them. Others will see the introduction of time and attendance tracking as an extra chore in their already busy days. Then there is a group that is likely to think you’re implementing attendance tracking because you doubt their honesty. Overall, opposition is likely. Forcing the new approach on everyone is the worst option; it can damage relationships and, ultimately, those who resist the change will find ways to circumvent it. So, how do you manage a situation that is almost impossible to avoid?
The solution is simpler than it sounds. Instead of emphasising how beneficial the change is for the company, focus on how it benefits the workers. Depending on the size of your team and their roles, you might need to use different explanations. For example, to your employees who fill out the timesheets, you can suggest they submit their timesheets on their way home, rather than spending extra time on-site filling them in on paper. The finance team would be pleased to know that the timesheets will be calculated and exported to the accounting software, saving them the effort of doing it manually. For the most resistant opponents, consider a one-on-one conversation. It’s important to ensure everyone is aligned.
For small businesses, tracking time and attendance is essential. However, it should not be done thoughtlessly. Of all available methods, the most effective is adopting dedicated software. Yet, this presents a new challenge - not every software solution will suit your business. Using the wrong tool can be more harmful than just wasting money.
Navigating the broad market of solutions can be daunting, but it becomes easier when you know what to look for. The rule of thumb is to choose solutions that improve your processes rather than replace them altogether. Don’t trust a tool that promises to completely transform your business. Instead, trust one that aims to optimise and drive progress. Most importantly, don’t make decisions about adopting a tool on a whim. It’s vital to ensure your staff—those who will ultimately be using the software—are on board. With these points in mind, you’re ready to start your search.
Why not begin with Timesheet Portal? Get in touch.