Sample email and letter to employees regarding clocking in and clocking out
"Time is money," said Benjamin Franklin, and that's never truer than when your small business relies on hourly paid employees. Time tracking isn't just about paying accurate salaries or paying attention to detail. A bad score can have a real administrative impact on your business.
When your team accurately tracks their time, it helps:
Calculate salary faster and more accurately Accurately forecast labor needs Ensure legal compliance Save on excess labor costs Determine if you can afford to hire more people Reduce employee turnover and reduce burnoutKnowing the 'why' behind the clocking means your staff are more likely to follow through accurately, rather than feeling like you're micromanaging them, accusing them of slacking off, or saying you don't trust them.
But it's hard to remind staff to come in and out regularly without looking like a broken record, and it's hard to find the right tone to not look petty or bossy.
That's why, in this article, we've put together sample letters and emails to help you out.
We've also covered how small business management software can automate the check-in and check-out process, so you don't have to remind staff to follow up!
A free clock that frees up your time.Follow the hours. Preparation for payroll. Control labor costs. All with our free clock.
Try the Homebase time clock
How do you remind employees to clock in and out?It may seem obvious, but the first step in asking staff to follow a process or implement a policy is to ensure they are aware of it and trained in its use.
Some proven methods include:
Sending an email or letter to staff Send SMS or leave voicemail Remind them in person Ensure rules are clear in onboarding documents Include the policy in the staff handbook and explain why it is so important Put up posters or signs to remind staff to clock in and outAdditionally, having automation software in place to help employees automatically clock in and out can take the strain off their shoulders and make it easier for them to remember to keep those accurate records.
Whether you prefer the more manual approach or want to use technology to simplify the process, it's important to make sure staff understand why they're being asked and how to properly track their time.
Holding periodic training sessions on how and why to clock in and out correctly will also improve the chances that staff will comply and help you keep consistent and accurate records. p> 6 tips for writing an email or letter to employees regarding clocking in and clocking out
When reminding staff of the importance of clocking in and out, here are some tips to follow that will take your messages from awkward or bossy to friendly and effective.
Be clear and concise. Use short words, phrases and bullet points. Explain why it's important - and what happens if staff don't comply. Stick to the facts without emotional language. Staff are less likely to suspect that you don't trust them or are checking in over their shoulder if they understand the impact of time tracking on the business. Include a call to action. Be clear about what you want staff to do so they can make the change from now on. Stick to the point. Don't remind staff of the clocking rules and vacation policy in the same email. The more targeted and short the message, the more effective it is. Be polite and stay professional. Always be respectful to the staff and make sure the tone of your message is courteous and kind (even if you've had to remind your team a thousand times). Be friendly and end with thanks. Asking your staff to do something is always an exercise in trust, and your tone can make or break team spirit. It is...
"Time is money," said Benjamin Franklin, and that's never truer than when your small business relies on hourly paid employees. Time tracking isn't just about paying accurate salaries or paying attention to detail. A bad score can have a real administrative impact on your business.
When your team accurately tracks their time, it helps:
Calculate salary faster and more accurately Accurately forecast labor needs Ensure legal compliance Save on excess labor costs Determine if you can afford to hire more people Reduce employee turnover and reduce burnoutKnowing the 'why' behind the clocking means your staff are more likely to follow through accurately, rather than feeling like you're micromanaging them, accusing them of slacking off, or saying you don't trust them.
But it's hard to remind staff to come in and out regularly without looking like a broken record, and it's hard to find the right tone to not look petty or bossy.
That's why, in this article, we've put together sample letters and emails to help you out.
We've also covered how small business management software can automate the check-in and check-out process, so you don't have to remind staff to follow up!
A free clock that frees up your time.Follow the hours. Preparation for payroll. Control labor costs. All with our free clock.
Try the Homebase time clock
How do you remind employees to clock in and out?It may seem obvious, but the first step in asking staff to follow a process or implement a policy is to ensure they are aware of it and trained in its use.
Some proven methods include:
Sending an email or letter to staff Send SMS or leave voicemail Remind them in person Ensure rules are clear in onboarding documents Include the policy in the staff handbook and explain why it is so important Put up posters or signs to remind staff to clock in and outAdditionally, having automation software in place to help employees automatically clock in and out can take the strain off their shoulders and make it easier for them to remember to keep those accurate records.
Whether you prefer the more manual approach or want to use technology to simplify the process, it's important to make sure staff understand why they're being asked and how to properly track their time.
Holding periodic training sessions on how and why to clock in and out correctly will also improve the chances that staff will comply and help you keep consistent and accurate records. p> 6 tips for writing an email or letter to employees regarding clocking in and clocking out
When reminding staff of the importance of clocking in and out, here are some tips to follow that will take your messages from awkward or bossy to friendly and effective.
Be clear and concise. Use short words, phrases and bullet points. Explain why it's important - and what happens if staff don't comply. Stick to the facts without emotional language. Staff are less likely to suspect that you don't trust them or are checking in over their shoulder if they understand the impact of time tracking on the business. Include a call to action. Be clear about what you want staff to do so they can make the change from now on. Stick to the point. Don't remind staff of the clocking rules and vacation policy in the same email. The more targeted and short the message, the more effective it is. Be polite and stay professional. Always be respectful to the staff and make sure the tone of your message is courteous and kind (even if you've had to remind your team a thousand times). Be friendly and end with thanks. Asking your staff to do something is always an exercise in trust, and your tone can make or break team spirit. It is...What's Your Reaction?
