Which time tracking method is the most effective?
The importance of working time tracking is especially emphasized when employees move from one location to another during the workday. We recommend utilizing modern technology solutions for data collection to ensure that invoicing is as accurate as possible, resource use can be made more efficient, and labor legislation and tax obligations are complied with as carefully as possible.
Traditionally, timekeeping has been manual, which can make it challenging to track and communicate accurate working hours. In this article, we review different working time tracking methods and evaluate their quality from both the perspective of the working time data collected and its further processing.
6 different working time tracking methods
The Time Recording in Mobile Work table scores different time tracking implementations based on the system's ease of use, adaptability, accuracy and data management. Based on the table, a situation-specific stamping practice defined according to the needs of the personnel is the best time tracking method (20pst). The method is accurate and user-friendly, while at the same time providing flexible data management.
A mobile time tracking app with 18 points loses to a combination solution by only one point in ease and accuracy. Mobile time tracking is usually the best choice if the company does not need vehicle tracking or access control . The weaknesses of Timesheet (7pst) and Excel (10pst) are particularly the accuracy of the entries and data management. But if these are not perceived as challenges, then for cost reasons they may be workable solutions in some smaller companies.
1. Timesheet
In the timesheet practice, employees record their working hours manually on paper sheets. The method is not very suitable for mobile work, as there are no effective ways to ensure that the recorded working hours correspond to reality. This may lead to additional salary costs. The timesheet is quite simple and cost-effective, but it requires a lot of manual work, especially from administrative workers.
2. Excel time accounting
Using Excel spreadsheets provides an electronic way to record working hours. This method is also flexible and cost-effective, but it faces the same types of problems as the timesheet method. Excel accounting does not provide verified information on the time use of employees who work on the move, which may lead to additional salary costs, for example. Collecting data from Excel also requires manual labor, although not as much as a timesheet.
3. Mobile workjanseuranta
The mobile application enables real-time recording of working hours and is definitely more accurate than manual recording. In mobile recording, it is very easy to clock in work item, project, littera, customer and task separations and at the same time, you can conveniently add the necessary work and billing achievements, comments and location information.
In most cases, work entries, vacations, and absences made using the mobile application can be processed as is and thus easily paid.
Based on our experience, the accuracy of mobile time tracking, especially when combined with a geospatial service, is significantly better than time accounting using time sheets and Excel. Time stamping devices and vehicle identification can generally improve the accuracy of accounting even further.
4. Access controlcancellation
Time clocks offer an accurate and easy way to record working hours in fixed locations. However, their use in mobile work is limited unless the employee always works at a site where the time clock is installed.
Access control stamping can be combined with a mobile application and vehicle identification, making working time tracking very efficient and accurate, which may also reduce payroll costs.
Did you know that access control in the construction industry can also be used for time tracking? Read more here from the article.
5. Driver time stamping and vehicle identification
Employees can time their work in vehicles while identifying themselves as the driver of the vehicle. The practice not only enables time tracking, but also allows for the collection of important data on vehicle utilization rates, usage patterns, and drivers. Optimizing resources and allocating vehicle costs to the right projects or tasks is significantly easier.
Time clocks combined with vehicle tracking are particularly useful in mobile work, as it makes timekeeping easier and more accurate. Additionally, by knowing the time clock events and vehicle users, employers can ensure that company cars are not being used for private driving.
6. Flexible stamping practices
Accurately recording working time data using a mobile app, access control device and/or vehicle tracking brings many benefits. All collected data is stored in a unified time accounting system, which allows clear reports to be generated to support company management decision-making.
For vehicles, reporting covers, for example, utilization rates, driver information and cost allocations. Access control makes it possible to manage working time monitoring, as well as possible tax declarations by those required to provide information, as well as AVI reporting. The mobile application allows for a broader separation of work information, such as salary supplements, job-specific explanations, and work and invoicing achievements. In addition, when employee locations can be quickly and easily checked, occupational safety and resource optimization are facilitated.
Conclusions
For companies that work on the move, it is advisable to implement a combined solution that includes mobile timekeeping, vehicle tracking and/or access control. This time tracking method enables accurate tracking of working hours and the collection of a wide range of work-related information. At the same time, the most common regulatory inquiries and reporting obligations are handled without the extra effort of compiling reports.
Choosing the right time tracking method is especially important for companies that operate on the go. Manual methods, such as Excel and timesheets, offer convenience and flexibility for employees, but the accuracy of entries and data management are usually not on the same level as modern solutions. The most suitable technological solutions for the intended purpose enhance transparency and accuracy in billing, optimize resources and make managing regulatory obligations easier.