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Best Practices for Transitioning from Paper Time Cards to Digital Timekeeping

Written by Joe Peluso

Best Practices for Transitioning from Paper Time Cards to Digital Timekeeping

Change, no matter how slight, can be challenging for employees who are used to repetition and stability. Any deviance from that sort of structure can upend the workplace.. 

The good news is that transitioning from physical time cards to a digital/automated timekeeping system can be a streamlined and stress-free process. 

Do Your Research

Electronic timekeeping systems aren’t a one-size-fits-all model. You need to find a system that is able to accommodate the unique needs of your business and your employees. Research the pros and cons of systems that you’re interested in before committing to purchasing one. When researching, don’t forget to see if they offer extra support to you and your employees during the transitional period.

Make Communication a Priority

Some employees are generally resistant to change. But changes that employees feel have been “sprung on them” out of the blue are especially troublesome. When something is going to impact the daily life of an employee, such as changing to an electronic timekeeping system, make sure to communicate the impending change as soon as possible. This will allow employees to get used to the idea before they have to acclimate to the task. 

Be Transparent

Make sure that your employees know why you are implementing the new system and that they are are aware of the benefits it will have not only to the company, but to them as well. Some of these benefits include the convenience of clocking in and out on mobile devices, and ensuring accurate timekeeping for accurate pay. 

Accept Training and Give Training

Like anything new, there might be a slight learning curve when it comes to using the new timekeeping system. For your older employees who are not as technologically literate, it might be a bigger challenge. When you decide on a system, make sure you receive thorough training yourself so that you can go back to the office and guide everyone else through the transition process with confidence. 

Start With a Transition Period

It can be overwhelming to have the first encounter with a new system be the first day it goes “live.” Offer your employees a transitional period of about 2 weeks where they will keep time with the new system and with the system they’re used to. That way, they will have some time to form the habit of clocking in differently before mistakes affect them negatively. 


Make Sure to Follow Up

Once your new system is up and running, don’t assume that all is well and everyone is on the same page. Be sure to keep an eye on things and monitor employee progress. Making sure your employees have achieved a level of proficiency with the new system lets you know that everything’s right on track to move forward. 

Are you ready to begin the process of moving into the 21st century when it comes to timekeeping? Advanced HR by Complete Payroll will give you all the benefits you’re looking for while offering a smooth transition for your employees.

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