1. Develop a clocking in and out policy that is specified in the Employee Handbook
Even though it can be difficult to quickly fix problems with your staff clocking in, it is best to implement the correct policies and clearly communicate your policies with your employees.
When you are creating your Employee Handbook policy, you should indicate the details of how employees should clock in and clock out of work. Make sure that you have reminders set so that they understand the importance of following your policies every day. You should also have a warning system set in place in the event that they don’t follow your policies.
Keep in mind that the Employee Handbook should have information and rules about overtime, lunch times, breaks etc. You can also include the time sheet rounding practices that your company uses in the handbook.
2. Create protocols for correcting and reporting clock ins that are missed
Make sure that you indicate in the Employee Handbook how you will respond to errors when it comes to clocking in and out. It should include information on disciplinary actions in the event that employees fail to stick to your procedures. Some of these include:
– A talk about the problem
– Verbal warnings
– Written warning
– Termination: This is when there are a particular number of violations over a particular time period. The policy on disciplinary action should also show that you have the authority to take the actions stated above.
Once you stick to what is included in the Employee Handbook, it will ensure that you prevent any lawsuits by employees for unfair treatment or unfair termination of employment.
3. Be consistent when sticking to the clocking in and clocking out policy
Don’t give preferential treatment to certain employees or play favorites when dealing with attendance discipline. It is essential that you take the same actions for every employee when it comes to dealing with missed clock ins. This means whether you think it was a mistake by the employee or time theft. Keep a track of employees’ time keeping with Track Time 24.
It is critical that you use the same policy for every employee no matter their particular job title, your history with them, performance etc. This will show all of your employees that they absolutely need to comply.
If you don’t do this, then your employees won’t take it seriously. This will make the policy quite ineffective and will have a lot of negative consequences in the event that litigation happens.
The vast majority of errors are typically simple mistakes. Therefore, you shouldn’t go hard from the start. However, it is very important that you are consistent.
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If it is the first time that one of your employees forgets to clock it, a simple meeting where you talk to them about the policy and procedure is important. Make sure that they completely understand what you’re trying to communicate. If the same employee makes the same mistake and repeats another clock in, you can then give them a verbal warning.
Once these clock in mistakes keep happening, then you should give written warnings. After they exceed the maximum set of written warnings, then you can use more stringent disciplinary actions.
Once you take the time to create and communicate your clock policies with your employees, the chances of reaching this point would be very low and likely not happen at all. With that said, you still need to be fully prepared if it does happen.