Deliberation to Integration: Timesheet App for Construction

Welcome to the first post in our blog series 'Deliberation to Integration', where we guide you through switching from paper timesheets to a digital solution and optimising time tracking in your construction business. It's completely natural to feel uncertain about adopting a new technology, such as a time and attendance software. Whether it’s concerns about usability, the accuracy of time tracking on the job, or how it will integrate with your existing processes, these are all valid considerations that businesses face.

Allow us to accompany you step by step on the journey of implementing a timesheet app. We’ll help you navigate through the key stages: from helping you navigate through your deliberations, to the preparation required for choosing the right solution, and from implementing the app to making sure it delivers measurable success. We've answered many of the common questions construction businesses have when contemplating the implementation of a time and attendance software, so you’ll have the information you need to make an informed decision.

Deliberation Phase 🤔

As a construction business, what problems are you facing when it comes to employee time tracking & attendance?

Are you spending too much time on payroll, manually calculating hours, or dealing with timesheet errors? Perhaps you're struggling to track time accurately across multiple job sites, or facing inconsistent reporting from employees who forget to log their hours. And what happens if the one staff member you're reliant on for payroll and timesheets is sick or on annual leave?

In our guide to purchasing a time and attendance system, we've outlined the key inefficiencies and challenges construction companies face when it comes to employee time tracking & attendance. Those reliant on paper-based systems are vulnerable to errors, inefficiencies, and compliance risks—often leading to lost productivity, delayed payments, and frustration. By adopting a timesheet app, many of these headaches can be alleviated.

Digital time tracking reduces the risk of human error. Ensuring hours are accurately recorded in real time, everything from time tracking across multiple job sites to generating reports is simplified. With automatic updates and centralised data, you'll gain a clear overview of employee hours and reduce the reliance on a single employee. Freeing up valuable administrative time, minimising the risk of delayed payments, and streamlining the payroll process all contribute to a more efficient payroll cycle.

Is the transition from paper to digital really worth the investment?

Transitioning to a timesheet app is a smart, worthwhile decision for your business. However, we understand this shift may raise questions about the initial investment, potential costs, and how your staff will react. Let’s take a closer look at these points.

Extra cost?
It goes without saying that making the switch requires an investment in terms of time and money. From the initial time spent on data migration, configuring the software and integrating it with other systems to the hours spent training employees and administrators to use the new system.

Not to mention the price of the software itself whether it be a one-off purchase or an ongoing subscription and/or new hardware such as a tablet (if required). Although there is an upfront cost, the return on investment becomes clear with the greater efficiency and accuracy it brings. The digital system quickly pays for itself with the amount of hours saved.

Will it take more time to manage timesheets this way?
Once the system is fully implemented and employees are familiar with it, the time spent on managing timesheets should significantly decrease compared to the manual process. Here's why:

Automation
A timesheet app automates calculations, approvals and reporting.

Centralised Data
Timesheet data is stored in a centralised location, making it easier to track, manage and retrieve.

Streamlined Approval Process
Digital platforms allow for a quick automated timesheet approval process.

Real-Time Access
Access to the system in real-time, eliminating delays.

The long-term efficiency gains mean that managing timesheets digitally will ultimately save you a lot of time and effort.

Can we trust a digital system with sensitive information?

Timesheet apps are designed with robust security features, including encryption and strict access controls, to ensure that sensitive employee data is protected. With the right system in place, you can trust that your information is both secure and compliant with privacy regulations.

How will my staff react to a timesheet app?

The way in which staff react to a new digital time & attendance solution depends on a couple of factors, including how well the transition is managed and how well it meets their needs. Some staff may initially resist or feel uncomfortable with a new timesheet app, most will come to appreciate the time savings and convenience it offers.

Resistance to Change
Mild resistance is common when a new system is introduced especially if employees are used to paper-based processes or are not comfortable with technology.

Learning Curve
Employees may feel frustrated or overwhelmed at first, especially if there isn’t enough training or provided.

Privacy Concerns
It's important to explain to employees the security measures in place and how their data is protected to help address these worries.

Increased Efficiency
Many employees will appreciate the time-saving aspects of a digital solution.

Convenience
Employees can log their hours directly from their mobile devices, making it easier to track and submit their time, especially for field-based staff.

Real-time Access
Staff can view their own hours and see the status of approvals instantly, which adds transparency to the process.

Clear communication, proper training, and ongoing support are key to ensuring a smooth transition and positive adoption.

Will my non tech savvy employees be able to use the solution?

Even if your employees aren’t particularly tech-savvy, using a timesheet app is simple and straightforward. The app features an intuitive interface designed for ease of use, so anyone can navigate it with minimal effort. Plus, detailed help guides and resources are available to walk employees through each step, ensuring they feel confident in using the system. If any issues arise, live support is always ready to assist, making the transition smooth and hassle-free for everyone.

Is the software built for the specific needs of a construction business?

Timesheet apps offer customisable features to meet the specific needs of the construction industry. For example, employees working on multiple jobs throughout the day can easily switch between tasks in the app without losing time. Additionally, options are available for submitting expense requests. Settings such as rounding rules, overtime policies, break times, and reporting formats to suit your unique requirements.

Will the timesheet app integrate with my current payroll software?

Most timesheet apps are designed to integrate with a wide variety of payroll software, allowing you to seamlessly transfer time data for payroll processing. Popular payroll systems like Sage, BrightPay, and Quickbooks often have built-in integrations with timesheet apps. If your payroll software isn't directly compatible, many timesheet apps offer export options to ensure smooth data transfer.

Laying the Foundation for Better Time Tracking

In this first step of our series, we’ve acknowledged the natural hesitations that come with adopting a new technology. We've also answered the questions that arise during the deliberation phase, addressing concerns around implementation, costs, and how staff will react. By providing clarity on these key points, we've aimed to create a strong foundation for moving forward with confidence. With the right guidance and a clear plan, implementing a time & attendance software can significantly improve time tracking, efficiency, and overall project management.

Stay tuned as we move on to the next step in the series, where we’ll explore the essential preparation needed to choose the right solution and implement it seamlessly. Soon enough, you'll have all the insights and tools required to confidently embrace a digital timesheet solution for your construction business.