1. Incomplete documentation
One of the biggest mistakes in recording working time is incomplete or even missing documentation. Especially when working times are recorded manually, errors can easily occur: forgotten records, illegible notes or later changed times cause inconsistencies.
Why is this problematic?
- If working hours are not fully documented, you risk legal consequences, especially in the case of overtime. You make it difficult to correctly calculate salaries and paychecks
- If you are checked by customs or the pension insurance company, you may face fines
To avoid errors, recording of working time should be done digitally. Systems such as mobile apps or cloud-based software enable comprehensive and forgery-proof documentation. Automatic synchronization with payroll reduces administrative efforts.
2. Unclear internal regulations for recording time
Many errors occur because employees don’t know exactly when and how to record their working time. If there are no clear guidelines, everyone uses a different system: some enter times later or don’t record them at all, others forget breaks or document the start and end of work incorrectly.
Consequences of unclear rules:
- Inconsistent and incorrect time recording within the team
- Conflicts between employees and superiors
- Difficulty in calculating overtime
- Additional paperwork during standardization
Solution: Clear guidelines and training
Companies should define binding rules for time recording and communicate them transparently to all employees. This includes:
- Training or instruction on how to properly record times
- Setting deadlines for entering working hours
- Provide intuitive and easily accessible software
3. Breaks are often forgotten
Break times are often forgotten or deliberately not included to extend working hours. But skipping breaks is not only unacceptable, but can also have health consequences.
Why is this problematic?
- If you don’t take breaks, you violate the Working Time Act (ArbZG), which provides clear rules on breaks
- Leads to abuse due to intentionally incorrect inputs, for example if pauses are not recorded or are added shorter
- Lack of breaks impacts employee well-being and productivity
Solution: Simplify recording pauses
Proper time recording allows you to easily and quickly record rests, no matter where. With just a few clicks you can insert breaks without having to add them manually, which often leads to inaccuracies. Modern systems make time recording intuitive and ensure reliable documentation.
4. Not adequately documenting overtime
Many companies do not record overtime transparently or do not compensate it correctly. Some employees work longer hours without this being documented or compensated.
Consequences of incorrect recording of overtime:
- Legal disputes with employees
- Incorrect calculation of personnel costs
- Dissatisfaction in the team due to unpaid overtime
Solution: automatic overtime calculation
A good time tracking system automatically detects overtime and ensures it is paid or compensated by vacation time. Clear rules for overtime compensation ensure transparency and fairness.
5. No consideration of flexible working hours
In times of home offices and flexible working models, rigid time recording can be problematic. Many companies are still lagging behind when it comes to mobile working time models and have not introduced an adequate solution for mobile working or flexitime.
Problems without flexible time recording:
- Employees cannot log their working hours while on the move
- Home office hours are not documented
- Lack of control and trust in employees
Solution: mobile time recording
Modern systems allow recording of working times via an app, regardless of the workplace. This allows companies to track working hours without needlessly monitoring employees.
Conclusion: digital time recording as a solution
Errors in recording working time can be costly, due to legal penalties, conflicts with employees or inefficient processes. A digital time recording solution helps avoid these errors, saves time and creates transparency.
With clockin you can easily digitize your time recording, whether in the office, on the construction site or in the home office. The intuitive operation of the app makes it easy to record breaks and working times. The office center gives you a digital cockpit from which you can easily organize your business.