Managing Mobile Employees On The Go

Jul 09, 2023

There Have Never Been More Mobile Employees.

Millions of small businesses rely on mobile employees. According to the International Data Corporation (IDC), the number of mobile workers in the U.S. will reach 93.5 million by 2024 and will account for 60% of the total workforce. It’s no wonder mobile access to online information has become a top priority in nearly every industry.

In particular, home health, field service, and direct sales are examples of businesses with mobile workers. In addition, many organizations have employees that float between multiple retail establishments, restaurants, schools, or healthcare clinics. And there is a new breed of app-based business that serves customers on demand with a 100% mobile team. Consequently, the need for mobile employees, contractors and freelancers has exploded and will continue to grow. They are an essential part of the workforce and managing them effectively will help mobile small businesses continue to drive economic growth.

In this article, we are focusing mainly on client-facing mobile job roles:

● Delivery drivers
● Field service reps
● Home health aides
● Traveling salespeople
● Employees that float between locations

(As we discuss mobile employees, keep in mind that we are not including those that work from home or a fixed remote location–though our solutions are ideal for these environments as well.)

How do Employers Keep Track of Everyone in Different Places?

When your workers are mobile, workforce management is more complex. That’s why smart employers are building robust mobile time and attendance ecosystems. The good news? We can help you do that! Read on for the details …

What is a Mobile Time and Attendance system?

A mobile time and attendance system is also called a mobile time and labor system or simply mobile workforce management. It’s a cloud-based software platform that managers, employees and administrators access with a mobile device. Employees use company-provided or personal mobile devices to perform timekeeping and other HR tasks in the system.

When employees can use their personal devices, it ensures quick and universal user adoption for any mobile system. After all, your employees are comfortable using their smartphones and tablets to manage their personal lives, so it’s natural for them to use the same devices at work for timekeeping and HR.

Pew Research Center estimates that 99% of Americans ages 18-64 own a smartphone. The ubiquity of mobile devices creates a win-win situation when it comes to workforce management. Employees prefer a familiar and frictionless experience and employers save time and money on training and hardware costs. In fact, Cisco estimates that Bring Your Own Device (BYOD) policies generate an average of $350 of value per employee annually.

Mobile Time Tracking
Now, let’s discuss how a mobile timekeeping system works. The first thing to understand is that it automates and integrates time and attendance, employee scheduling, PTO management, shift-swapping and job code tracking. This is transformative for small businesses that have been using manual processes or disparate systems. In addition, the software syncs with your payroll service which eliminates manual data entry and ensures employees are paid accurately in accordance with workplace laws.

Clock-in and clock-out are at the heart of mobile time and labor management. As mentioned, employees can punch in and out of shifts with a mobile device. This is not only more convenient; it is more sanitary than clocking in with a shared time clock or kiosk.
Since you can’t operate without paying your employees, you want to track time correctly. And you can only do that if the employee can punch at any geographic location where their shift begins and ends. This keeps you from overpaying and going over your labor budget or underpaying and risking a compliance violation. Plus, if you invoice employee time per job, you need a way to track that. Similarly, if your contractors do the same, it makes expense tracking easy for them as well.

How Mobile Time and Labor Helps Managers

Let’s discuss the benefits to managers in more detail. Frontline managers have considerable influence because of their broad range of responsibilities. Above all, managers need to know what’s going on with their teams. This is more difficult when employees aren’t in one physical location. With a mobile time and labor solution, supervisors can see at a glance who is on duty and where they are located.

Centralize Communication with Mobile Access

Communication and mobile productivity go hand in hand. Managers and employees communicate about schedules, timecards, time off, and shift swapping bidirectionally through the system. When everyone can see changes in real time, it ends the back-and-forth texting so common in small businesses.

Scheduling is one of a manager’s critical tasks and can take up a lot of time. Though spreadsheet scheduling is a step up from pen and paper, it is slow and tedious, and it doesn’t allow managers to respond to changes. A mobile time and labor solution allows managers to build schedules quickly and staff shifts with a 360-degree perspective. A virtual trade board allows employees and managers to work together to keep shifts staffed. This keeps both managers and employees happy. With the board, employees can swap shifts–subject to manager approval, if needed. Managers can choose their level of oversight, but the system handles the heavy lifting.

Alerts and Threshold Warnings

Alerts and threshold warnings are additional features that make a manager’s job a lot easier. In effect, they allow a manager to outsource their memory, schedule policing and compliance tracking. Managers can set alerts for no-shows, impending overtime, employee double-booking, missed punches and early punch-in for mandated breaks. When a mobile system automates timekeeping, scheduling and PTO, managers have more time to help their teams be productive and engaged.

How Mobile Time and Labor Helps Employees

The advantages for employees are just as significant. First off, mobile time and labor solutions provide employee self-service HR. This lets your team members track their own time and attendance, see their pay stubs, access benefits information, request time off and trade shifts.

Secondly, a mobile system pushes notifications to employees’ phones. This includes an alert when a schedule is posted or if there are changes to an existing schedule. Plus, the system will send a notification if an employee forgets to punch in or out, receives approval for PTO or can proceed with a shift swap. Consider that the average American checks their phone every 5 minutes (Review.com). Is there a better place for work notifications? Would schedule adherence improve at your company if your employees could check their schedule anytime, anywhere 24/7?

We have seen dramatic improvements in communication, employee satisfaction and labor dollar ROI when our small business clients adopt mobile workforce management. As an example, let’s discuss a field service business.

Recordkeeping

You could do all the things mentioned previously and still fail this one if you don’t keep good records. When in doubt, don’t throw it out.

● Keep payroll records for 3 years
● Keep timesheets, piecework records, wage rate tables, work schedules, and records of additions to or deductions from paychecks for 2 years

A mobile workforce management system has tools to help with all of these!

How Mobile Time and Labor Helps Your Company Grow

Automating mobile workforce management will save money and time that would be better spent on things that generate revenue and help you expand your business. Unlocking value from mobile workforce management isn’t just about time and money, though. With the right solution, employers can also reduce their compliance risk and boost employee retention–both of which are essential for growth.

To recap, here are some specific ways mobile time and labor can help your business grow:

1. Reduce administrative costs
2. Lower the risk of a compliance violation that could set you back financially and tarnish your reputation
3. Improve employee scheduling which elevates customer service, increases customer loyalty and boosts word-of-mouth advertising
4. Avoid overtime and hours fraud (buddy punching, timecard manipulation)
5. Establish trust between employees and management
6. Generate labor data for better business decisions

Ready to grow your business with the only mobile time and labor solution designed for the mission critical needs of your small business? Call us now!



Sources:
https://www.idc.com/
https://www.cisco.com/c/en/us/about.html
https://www.reviews.org/mobile/cell-phone-addiction/

THIS ARTICLE IS FOR GENERAL INFORMATION PURPOSES ONLY. BUSINESS FINANCIALS, INC. (BFI) IS NOT ISSUING SPECIFIC FINANCIAL OR TAX ADVICE. PLEASE CONSULT WITH A LICENSED FINANCIAL PLANNER, TAX ATTORNEY, OR ACCOUNTANT FOR ASSISTANCE WITH YOUR SPECIFIC SITUATION. IF YOU NEED HELP, WE INVITE YOU TO CONTACT US. WE WILL BE HAPPY TO MAKE RECOMMENDATIONS OR REFER YOU TO A LICENSED PROVIDER WHO MAY BE BEST SUITED FOR YOUR SITUATION.

Marketing Tips for Small Businesses: Making a Big Impact on a Limited Budget

24 Mar, 2024
Marketing Tips for Small Businesses: Making a Big Impact on a Limited Budget Small businesses often face unique challenges when it comes to marketing. With limited resources and fierce competition, finding effective ways to promote your products or services without breaking the bank is essential for success. Fortunately, there are plenty of cost-effective strategies that can help small businesses make a big impact. Here are some simple yet powerful marketing tips tailored specifically for small businesses: Know Your Audience: Understanding your target market is the foundation of any successful marketing strategy. Take the time to research and identify your ideal customers' demographics and preferences. This knowledge will enable you to tailor your marketing messages and reach your audience more effectively. Create Compelling Content: Content marketing is a valuable tool for small businesses to engage with their audience and establish their brand presence. Create high-quality, relevant content that provides value to your target audience, such as blog posts, videos, infographics, or social media posts. Consistent and engaging content can help you attract and retain customers over time. Optimize Your Website: Your website serves as the online storefront for your business, so it's essential to make a positive first impression. Optimize your website for search engines (SEO) to improve your visibility in search results and drive organic traffic. Ensure that your website is mobile-friendly, easy to navigate, and showcases your products or services effectively. Harness the Power of Social Media: Social media platforms offer a cost-effective way for small businesses to connect with their audience, build relationships, and promote their brand. Choose the social media channels that are most relevant to your target market and consistently share engaging content, interact with your followers, and leverage paid advertising options to amplify your reach. Collaborate with Other Businesses: Partnering with complementary businesses or influencers can help you expand your reach and attract new customers. Look for opportunities to collaborate on joint marketing campaigns, co-host giveaways, or cross-promote each other's products or services. Building strategic partnerships can be mutually beneficial and cost-effective for both parties involved. Having a strong sense of community and partnership can build a sense of trust between you and your target audience! Offer Discounts or Promotions: Everyone loves a good deal, so consider offering discounts, promotions, or exclusive offers to incentivize customers to choose your business over competitors. Whether it's a limited-time sale, a referral program, or a loyalty rewards program, providing value to your customers can help increase sales and encourage repeat business. Collect and Leverage Customer Reviews: Positive reviews and testimonials can significantly influence potential customers' purchasing decisions. Encourage satisfied customers to leave reviews on your website, social media profiles, or third-party review sites. Showcase these reviews prominently to build trust and credibility with prospective customers. Track and Analyze Your Results: Don't forget to track and analyze the performance of your marketing efforts to identify what's working and what's not! Use tools like social media insights, or email marketing metrics to measure performance and adjust your strategy accordingly. Continuously refining your approach based on data-driven insights will help you optimize your marketing efforts and achieve better results over time. In conclusion, effective marketing doesn't have to break the bank, especially for small businesses with limited resources. By implementing these simple yet powerful marketing tips, you can maximize your impact, attract new customers, and grow your business without spending a fortune. With creativity, consistency, and strategic planning, small businesses can compete and thrive in today's competitive marketplace. THIS ARTICLE IS FOR GENERAL INFORMATION PURPOSES ONLY. BUSINESS FINANCIALS, INC. (BFI) IS NOT ISSUING SPECIFIC FINANCIAL OR TAX ADVICE. PLEASE CONSULT WITH A LICENSED FINANCIAL PLANNER, TAX ATTORNEY, OR ACCOUNTANT FOR ASSISTANCE WITH YOUR SPECIFIC SITUATION. IF YOU NEED HELP, WE INVITE YOU TO CONTACT US. WE WILL BE HAPPY TO MAKE RECOMMENDATIONS OR REFER YOU TO A LICENSED PROVIDER WHO MAY BE BEST SUITED FOR YOUR SITUATION. Sources: www.business.org/marketing/advertising/marketing-tips-for-small-businesses/ Mastering small business marketing: A comprehensive guide (wix.com)

Boosting On-The-Job Productivity: Simple Strategies for Success

24 Mar, 2024
Boosting On-the-Job Productivity: Simple Strategies for Success In today's fast-paced work environments, maximizing productivity is crucial for both individual success and the overall efficiency of a business. Whether you're striving to meet deadlines, get that promotion, or simply get more done in less time, adopting strategies to increase on-the-job productivity can make a significant difference. Here are some simple yet effective tips to help you become more productive at work: 1. Prioritize Tasks: Start your day by identifying the most important tasks that need to be completed. Make a to-do list and prioritize tasks based on their urgency and importance. Focus your energy on completing high-priority tasks first to ensure that essential work gets done efficiently. You’ll begin to see your productivity in action as you cross off objectives on your to-do list, further motivating you to keep working! 2. Set SMART Goals: Establish specific, measurable, achievable, relevant, and time-bound (SMART) goals for yourself. Having clear objectives will help you stay focused and motivated throughout the day. Break down large tasks into smaller, more manageable steps to prevent feeling overwhelmed. 3. Time Management: Efficient time management is key to improving productivity. Set designated periods for work and breaks to maintain concentration and avoid burnout. Breaks built into your day can be a great way to give your brain a time to pause, and to refocus for what’s coming next. 4. Minimize Distractions: Identify common distractions in your work environment and take steps to minimize them. This might involve turning off notifications on your phone, closing unnecessary browser tabs, or finding a quiet space to concentrate when needed. Consider using productivity tools, such as Do Not Disturb, or browser extensions to block distracting websites during work hours. 5. Utilize Technology: Leverage technology to streamline your workflow and automate repetitive tasks. Explore productivity apps, project management software, or communication tools that can help you collaborate efficiently with colleagues and manage your workload more effectively. 6. Maintain a Healthy Work-Life Balance: It's essential to prioritize self-care and maintain a healthy work-life balance to avoid burnout. Make time for regular exercise, relaxation, and social activities outside of work to recharge and rejuvenate your mind and body. Remember that taking breaks can actually enhance productivity by preventing fatigue and boosting creativity. 7. Prioritize Sleep: Your sleep habits can make or break a work day. Getting a good night’s sleep is crucial for consistent productivity in the workplace. Your concentration, cognitive function, and even your ability to learn directly depend on how soundly you slept. 8. Seek Feedback and Adjust Accordingly: Solicit feedback from colleagues, supervisors, or mentors to identify areas for improvement and refine your approach to work. Be open to constructive criticism and willing to adapt your strategies based on feedback received. By implementing these simple strategies, you can enhance your on-the-job productivity and achieve greater success in your professional endeavors. Remember that productivity is not about working harder but working smarter, and finding the balance that works best for you is key to your long-term success. THIS ARTICLE IS FOR GENERAL INFORMATION PURPOSES ONLY. BUSINESS FINANCIALS, INC. (BFI) IS NOT ISSUING SPECIFIC FINANCIAL OR TAX ADVICE. PLEASE CONSULT WITH A LICENSED FINANCIAL PLANNER, TAX ATTORNEY, OR ACCOUNTANT FOR ASSISTANCE WITH YOUR SPECIFIC SITUATION. IF YOU NEED HELP, WE INVITE YOU TO CONTACT US. WE WILL BE HAPPY TO MAKE RECOMMENDATIONS OR REFER YOU TO A LICENSED PROVIDER WHO MAY BE BEST SUITED FOR YOUR SITUATION. Sources: 15 Examples of How To Increase Productivity in the Workplace | Indeed.com Increasing Productivity | Psychology Today

Hiring an Accountant? Here's What You Need to Know!

26 Feb, 2024
Hiring an accountant is a crucial decision for any individual or business. Whether you're managing personal finances or steering the financial ship of a company, having the right accountant on your team can make all the difference. But with so many options out there, how do you choose the right one? Let's explore some key factors to consider when hiring an accountant: Qualifications and Credentials: Look for an accountant who is qualified and certified. This ensures they have the necessary skills and expertise to handle your financial matters effectively. Check if they are a certified public accountant (CPA) or belong to professional accounting bodies. Experience and Expertise: Consider the accountant's experience in your industry or specific financial needs. An accountant with relevant experience will better understand your challenges and provide tailored solutions to meet your goals. Reputation and References: Do some research to gauge the accountant's reputation in the industry. Read reviews, ask for references, and seek recommendations from trusted sources. A good reputation is a strong indicator of reliability and trustworthiness. Communication and Accessibility: Effective communication is key to a successful accountant-client relationship. Ensure the accountant is responsive, accessible, and able to explain complex financial concepts in simple terms. Clear communication fosters transparency and helps avoid misunderstandings. Compatibility and Personal Fit: It's essential to find an accountant whose personality and working style align with yours. You'll be working closely with them, so it's crucial to feel comfortable and confident in their abilities. Trust your instincts and choose someone you can build a positive rapport with. Services Offered: Consider the range of services offered by the accountant and whether they align with your needs. Some accountants specialize in tax preparation, while others offer broader financial advisory services. Choose an accountant who can provide the specific services you require. Technology and Tools: In today's digital age, technology plays a significant role in accounting processes. Ensure the accountant utilizes modern tools and software to streamline financial management and enhance efficiency. This ensures your financial data is handled securely and accurately. Fees and Billing Structure: Discuss the accountant's fee structure upfront to avoid any surprises later on. Some accountants charge hourly rates, while others offer fixed fees or retainer agreements. Choose a billing structure that suits your budget and financial preferences. Client Support and Follow-Up: A good accountant doesn't just crunch numbers; they also provide ongoing support and guidance to help you achieve your financial goals. Look for an accountant who is proactive in offering advice, conducting regular reviews, and staying updated on relevant changes in tax laws and regulations. Gut Feeling: Finally, trust your intuition. If something doesn't feel right or if you have doubts about a particular accountant, it's okay to keep looking. Hiring an accountant is a significant decision, so take your time and choose wisely. In conclusion, hiring the right accountant is a crucial step towards achieving financial success and peace of mind. By considering these key factors, you can make an informed decision and find the perfect accountant to support your financial journey. Happy accounting! THIS ARTICLE IS FOR GENERAL INFORMATION PURPOSES ONLY. BUSINESS FINANCIALS, INC. (BFI) IS NOT ISSUING SPECIFIC FINANCIAL OR TAX ADVICE. PLEASE CONSULT WITH A LICENSED FINANCIAL PLANNER, TAX ATTORNEY, OR ACCOUNTANT FOR ASSISTANCE WITH YOUR SPECIFIC SITUATION. IF YOU NEED HELP, WE INVITE YOU TO CONTACT US. WE WILL BE HAPPY TO MAKE RECOMMENDATIONS OR REFER YOU TO A LICENSED PROVIDER WHO MAY BE BEST SUITED FOR YOUR SITUATION. Sources: How to hire an accountant: here’s what you should look for (edmunds.com.au)
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