Making on-time funds can grow to be difficult if workers regularly fail to submit timesheets.
So what’s the answer? With timesheet reminders, you’ll be able to ship automated alerts weekly, biweekly, or month-to-month to streamline the method and enhance success charges.
On this article, we’ll cowl how timesheet reminders work, discover how they’ll profit distant crew managers, and take a look at learn how to save time with automated time monitoring.
Desk of Contents
What’s a timesheet reminder?
A timesheet reminder is a discover that prompts workers to finish and submit their timesheets earlier than a weekly, biweekly, or month-to-month deadline.
It’s usually a brief message that you just ship to your distant crew through e-mail, textual content, or chat. If you happen to use a workforce analytics software program like Time Physician, you’ll be able to ship an in-app notification.
You may definitely ship timesheet reminders manually. However when you have ongoing timesheet deadlines, automating the method can prevent time and problem.
Why is there a necessity for timesheet reminders?
Timesheet reminders are more than likely one of many solely issues that workers will get to, properly, remind them about finishing and submitting their timesheets for a given interval.
Whilst you can belief many workers will keep on high of their private timesheets with minimal supervision and reminding, it’s nonetheless greatest apply to ship a normal reminder for everyone, particularly in case anybody forgets.
In spite of everything, groups can get busy, issues get forgotten, and folks general can have different issues to remain on high each single month. It’s useful to ship reminders every so often, particularly when payroll is coming.
Timesheet reminders are additionally essential for any totally distant crew, particularly within the absence of a office the place you’ll be able to remind folks in individual. As a result of groups that work collectively nearly may imply working asynchronously, it’s essential that some bulletins – together with timesheet reminders – are made usually.
Widespread kinds of timesheet reminders
Now let’s check out some frequent kinds of timesheet reminders, from the formal to the casual.
Emails
E mail might be the most typical approach an organization can ship workers timesheet reminders. You may simply automate emails to ship to your complete firm, or to a selected crew, significantly in the event you work with freelancers or unbiased contractors who might have a distinct payroll schedule than common workers.
Textual content messages
Reminders despatched as textual content messages are additionally changing into extra commonplace, as developments in know-how and communications has made it potential to automate and even personalize SMS messages.
This may be an effective way to ship automated timesheet reminders for firms with workers in the identical location or area. However textual content messages may also be despatched through common messaging apps. So if your organization and groups are on apps like Telegram or WhatsApp, for instance, these may be nice channels to ship textual content message reminders.
Memes
Final however not least, memes could make for humorous timesheet reminders. Creating and submitting timesheets may be an administrative process that some workers don’t all the time love doing, so inject a bit of whimsy and enjoyable by sending memes to commemorate the upcoming deadline.
Slack
If your organization makes use of a communication platform like Slack to scale back the necessity for emails and texts, then sending in-app timesheet reminders is a great selection.
Relying in your Slack setup, you would possibly create a channel only for timesheets, payroll reminders, and updates to ship common reminders. Alternatively, you should utilize Slack messages to remind workers and contractors instantly.
Learn how to automate timesheet reminders?
We’ve tackled just a few frequent methods you’ll be able to ship your reminders, so the query you would possibly now be asking is: how do you truly automate these timesheet reminders?
Listed here are 5 methods you’ll be able to automate timesheet reminders in your organization. Be at liberty to make use of only one or a mixture of some to essentially see which works greatest for you and your workers.
1. Schedule reminder emails
Scheduling reminder emails may be essentially the most simple possibility. In spite of everything, all people checks their firm e-mail usually, and also you’ll be sitting on the high of their inbox.
E mail additionally works greatest in the event you work with distant workers and freelancers who might not be a part of your organization newsletters or shared workspaces. That is additionally one of many higher platforms to make use of to ship formal, skilled reminders.
Listed here are some instance templates of a timesheet reminder e-mail you’ll be able to ship:
Formal timesheet reminder e-mail
Hello,
That is to remind you that your timesheets for the interval of [start period date] to [end period date] is due this Friday, finish of day. Late or no submission of timesheets might lead to delayed funds. When you have any issues and questions, please get in contact together with your crew lead.
Formal timesheet reminder e-mail for overdue timesheets
Hello,
That is to tell you that your timesheet for the interval [start period date] to [end period date] is overdue. Please submit your timesheet as quickly as potential to keep away from lengthy delays in your payroll. When you have any issues submitting your timesheet, please get in contact together with your crew lead.
After all, you can even ship shorter, extra casual e-mail reminders, significantly in the event you’ve been with a crew for a very long time the place everybody is aware of one another properly.
Casual timesheet reminder e-mail
Hello,
Simply wished to remind you that your timesheet is due tonight earlier than the top of the workday. Please ship it in as quickly as you’ll be able to. Thanks!
Casual timesheet reminder e-mail for overdue timesheets
Hello,
Right here to let you understand that your timesheets have overdue. When you have any issues, please get in contact with [Name] from HR. If not, please ship them in as quickly as potential. Thanks!
Learn how to arrange scheduled e-mail reminders
Most company e-mail suppliers provide the choice to ship scheduled emails to your whole crew. Listed here are a lot of the fundamental steps you’ll seemingly must do to arrange automated timesheet reminder emails.
1. Use a transparent topic line, e.g. “REMINDER: Your timesheets are due at the moment” or “[TO DO] Submit your timesheets right here”
2. Sort out the e-mail physique with all related data, together with who folks must get in contact with for questions or issues.
3. As an alternative of hitting Ship, search for a Ship Later or Schedule Ship possibility.
4. Set the time whenever you need the reminder to be despatched.
5. Schedule the e-mail, sit again, and watch the e-mail ship on the designated day and time.
6. Repeat this course of for every payroll cycle, or schedule a number of emails for a number of payroll durations forward of time.
2. Ship a reminder on Slack
If your crew is on Slack, you’ll be able to arrange a recurring message that you would be able to ship to your complete firm or a selected Slack channel proper from the app itself.
The fantastic thing about an automatic reminder on Slack can also be that it sends reminders as a process for the recipient, so that they’ll must mark it as “full.” This makes positive workers are in a position to tick this process off their record, as a result of the reminder will keep energetic on their finish in the event that they haven’t accomplished the timesheet submission.
Learn how to arrange recurring reminders on Slack
- If you happen to don’t have one but, create a channel for company-wide bulletins and reminders. Optionally, you’ll be able to create a channel particular to timesheet reminders. On this walkthrough, we’ll assume you created a brand new channel known as #reports-reminders.
- Go to your private Slack house, kind within the following command:
/remind + #channel-name on [day] at [time], to submit their timesheets
So calling again the channel #reports-reminders, your command would seem like this:
/remind #reports-reminders on Fridays at 4:30PM to submit their timesheets to HR - If you happen to ask workers to ship timesheets each different week as a substitute of weekly, an instance command you should utilize to arrange your reminders may be – /remind #channel each different Friday at 4:30PM to submit their timesheets to HR
3. Create a shared calendar
Subsequent, a company-wide shared calendar may be helpful for exhibiting recurring occasions and reminders with out having to continuously remind everybody through completely different channels.
A typical use case for shared calendars now, for instance, are common digital conferences and company-wide city corridor meets. A fully distant crew merely wants a recurring occasion to their shared firm calendar, so if the occasion is a gaggle assembly for instance, they’ll run the assembly utilizing dependable webinar software program if they’ll’t meet in individual.
This fashion, all members must do is use their calendar to search out all the small print for the assembly to have the ability to be a part of with minimal to no back-and-forth messaging.
However this shared calendar occasion function may also be became a recurring timesheet reminder.
Learn how to use a shared calendar occasion as a timesheet reminder
Comply with these steps to arrange a recurring timesheet reminder to your firm, particularly on a shared calendar. On this walkthrough, we’ll assume you’re already utilizing a shared calendar service – on this case, Google Calendar.
- Go to Google Calendar. Below My Calendar, hover over your company-wide calendar and click on Extra > Settings and Sharing.
- Below Entry permissions, choose Make obtainable for [organization name] so this calendar is viewable for all individuals underneath your group. If you happen to work with freelancers with out firm emails, choose to individually share the calendar with them.
- Create a New Occasion and label it accordingly, e.g. “Timesheet Submission Deadline” with a selected date and time.
- Below the date and time choices, set it to recur at your designated durations, e.g. weekly or each different week.
- Below Notifications, set it to ship notifications to everybody to begin of occasion. Resolve whether or not you need Google Calendar notifications solely or if you wish to embrace e-mail notifications as properly. Professional-tip: the latter is greatest in case workers wouldn’t have Google Calendar put in on their telephones or don’t have their calendar open on one other tab.
4. Ship a textual content message
Workers more than likely examine their telephones extra usually than they do e-mail, so this generally is a excellent place to ship a timecard reminder. To automate SMS messages for a corporation, you’ll need to get common enterprise texting software program like Weave that will help you set this step up.
Learn how to arrange automated textual content message reminders
On this walkthrough, we’re going to imagine you may have a enterprise texting app. We’ll be utilizing Weave for instance of the overall steps you’ll be able to anticipate, however the course of might range relying in your supplier.
- Create a New Group and add all workers.
- Create a brand new Appointment Sort and title it accordingly, i.e. Timesheet Deadline.
- Go to Auto-Reminder > Appointment Reminders, then arrange the dates and occasions you’ll need your reminder texts to ship to workers. Professional-tip: schedule the SMS to ship on the time the timesheets are due.
- Add the Timesheet Deadline occasion underneath this auto-reminder setting, arrange your reminder message, add personalization. You may then preview your message earlier than turning on this automation.
5. Put money into automated time monitoring software program
Final however not least, the only approach you’ll be able to ship automated timesheet reminders is by utilizing devoted time monitoring software program like Time Physician.
With Time Physician, you’ll be able to monitor worker time mechanically. After logging worker time, the software program mechanically turns the tracked hours and minutes into timesheets.
Within the occasion that your crew must edit tracked time or prefers submitting timesheets manually, they’ll simply accomplish that from the Time Physician dashboard.
Your HR crew can then evaluation timesheets manually or arrange automated approvals. Since Time Physician integrates with many common payroll apps, it will probably additionally enable for seamless payroll administration.
Time Physician presents the only possibility for eliminating the necessity for guide time monitoring whereas producing correct worker timesheets for any time interval.
Key takeaways
Paying workers on time usually requires getting their timesheets on time. Be sure that everyone seems to be sending of their timesheets by the deadline by organising automated timesheet reminders. Or if you wish to keep away from the trouble altogether, use time monitoring software program like Time Physician that can show you how to mechanically monitor workers’ work hours and handle payroll with ease.
Steadily requested questions (FAQ)
1. What’s the greatest device for timesheet automation?
The perfect device for timesheet automation depends upon your organization’s particular wants, equivalent to crew measurement, funds, and required options. Nevertheless, among the high instruments identified for his or her timesheet automation capabilities embrace:
- Time Physician: Recognized for its complete time monitoring options and automatic timesheet reminders, Time Physician is good for distant and hybrid groups.
- Clockify: A free time monitoring device with automated reminders, helpful for smaller groups and freelancers.
- TSheets: Affords superior time monitoring with reminder options and integrates simply with payroll methods like QuickBooks.
- Harvest: A user-friendly device with time monitoring and automatic timesheet notifications, nice for undertaking administration and invoicing.
Consider elements equivalent to ease of use, integration with payroll methods, and cellular compatibility when choosing the proper device to your group.
2. How can I guarantee workers reply to timesheet reminders?
To extend the chance of workers responding to timesheet reminders, contemplate these greatest practices:
- Personalize reminders: Tailor your messages to completely different groups or people. A personalised message is extra prone to seize consideration than a generic reminder.
- Set clear deadlines: Be sure that the reminder contains the precise due date and any penalties for late submissions, equivalent to delayed payroll.
- Use a number of channels: Ship reminders by varied channels, equivalent to e-mail, textual content messages, Slack, and even in-app notifications to make sure nobody misses the alert.
- Create accountability: Use a device that tracks whether or not workers have opened and acted on the reminder. For instance, Slack reminders that require marking duties as “full” might help enhance accountability.
- Add enjoyable components: Utilizing memes or humor in your reminders could make an earthly process extra participating and memorable for workers.
3. How does automated time monitoring enhance productiveness?
Automated time monitoring improves worker productiveness in a number of methods:
- Correct time information: With automated monitoring, workers’ working hours are logged in actual time, lowering errors and discrepancies in timesheets, resulting in extra correct payroll and higher perception into productiveness patterns.
- Fewer distractions: Since time monitoring is automated, workers don’t need to manually log their hours, which minimizes distractions and permits them to focus extra on their duties.
- Higher useful resource allocation: Automated time monitoring instruments usually include reporting options that give managers insights into how time is spent. This knowledge can be utilized to optimize workflows, reallocate duties, and be certain that sources are getting used successfully.
- Encourages accountability: When workers know that their time is being tracked mechanically, they’re extra prone to keep on process, which fosters a tradition of accountability and helps enhance general crew effectivity.
