Working time recording is a topic where it is better to think twice than to choose the first method that comes along. But of course you need to know which methods are available. In this article, we present the most important methods for recording working time.
Time sheet
Time sheets are probably the most classic method of recording working hours. The employees of a company simply enter their working hours on a piece of paper. The employer later evaluates this timesheet and uses it to calculate the total working hours.
Although timesheets are no longer necessarily up to date, they are still very popular. However, they involve a lot of effort and are also prone to errors, making it relatively easy to commit working time fraud.
Mechanical time clocks
Mechanical time clocks are another classic method of recording working hours. These can still be found in many companies, although there are now also digitalized versions of the time clock.
Mechanical time clocks still fulfill their purpose. However, the functions are very limited. In addition, real-time evaluation is not possible as the time cards are required for this. Logically, however, these must remain in the time clock during working hours.
In addition, mechanical time clocks are probably the worst method if there is also a field service that has to record the working time. After all, it’s difficult to take the time clock with you in the trunk of your car to clock in on the move.
Stationary terminals
In modern companies with a permanently installed working time recording mechanism, stationary terminals are usually found. These basically replace the mechanical time clock.
Stationary terminals work with digital working time recording. Employees only have to log in and log out for their working time to be recorded. This is usually done using a chip. However, it is also possible to work with biometric queries. In this case, a fingerprint or face scan is required for logging in and out.
In principle, stationary terminals are a good choice, but are associated with high acquisition costs. Depending on the variant chosen, it may also be necessary to obtain the consent of employees. Biometric data is logically subject to data protection.
Stationary terminals also have the same problem as the mechanical time clock in that they are not mobile.
Permanently installed time recording in the vehicle
The problem of stationary time recording can of course be avoided by installing a time recording system directly in a company vehicle instead. This can be useful for pure field staff, for example.
In most cases, these systems also serve as a logbook. As a result, they basically solve two problems at once.
Otherwise, however, the problem is reversed. The time recording system installed in the vehicle cannot leave the vehicle. It is therefore not possible to use it elsewhere.
In addition, these systems are usually quite expensive because they are specific solutions. The cost-benefit factor should therefore be considered carefully here.
Mobile apps and cloud solutions
The present is digital. The future even more so. Mobile time recording systems solve most of the problems posed by other time recording methods.
On the one hand, mobile working time recording can be used anytime and anywhere. The apps work on computers and smartphones. This means that employees automatically always have their time recording with them.
Modern time recording systems also offer several functions that go beyond time recording. For example, projects can be created for which individual tasks are saved. This makes it possible to record exactly how much time is spent on a project and on the individual tasks within it.
Time recording is usually accurate to the second. So you can’t get a better insight than that.
However, there is no simultaneous access control with mobile time recording. This means that employees have to remember to clock in themselves and are not reminded to do so because they routinely pass the time clock every morning.
In addition, all employees must have a cell phone so that they can track their working hours themselves. In case of doubt, the cell phone must be provided to them, which then incurs additional costs.
Some systems require an internet connection in order to function. Depending on the location, this can be a problem.
Conclusion
Time recording methods all have their advantages and disadvantages. The most modern are certainly digital methods that work on any smartphone or computer. However, this assumes that all employees record their working hours themselves and have a mobile device.
Although the more traditional methods have more disadvantages, they still work. However, it is possible that they will no longer comply with EU directives in the near future and a changeover will be necessary. Newly established companies are therefore best advised to opt for a modern method of recording working time.
