In construction, effective time management is the cornerstone of successful project delivery. Timesheets are the unsung heroes in project management, and in this article, we’ll navigate the importance of timesheets in construction, shedding light on their significance for both contractors and subcontractors.
What is a Construction Timesheet?
A timesheet, in construction jargon, is a meticulous record of how many hours were invested in project tasks by construction workers. The document tracks who did what, when, and for how long. As labour is a major component of the costs of a construction project, tracking work hours is essential for monitoring costs.
Timesheets have been created in various formats, from paper-based timesheets with handwritten notes on staff times to Excel spreadsheets – and, in some cases, the supervisor’s memory. Modern time tracking has seen the introduction of digital timesheets, either as standalone software or as part of a construction management system.
Why are Construction Timesheets Essential?
- Employee Information: The foundational details of the workforce.
- Date and Time Logs: A chronological diary of the construction team’s work hours invested in specific tasks.
- Task or Activity Descriptions: Timesheets detail the nature of the work performed during specified time frames.
- Location or Site: An essential component for large projects, or when staff are moving across different sites, this is a record of where the work was performed.
- Breaks and Overtime: Record of time on break and overtime hours, essential to ensuring compliance with EBAs and employment or client agreements.
- Approvals and Signatures: Record of approval for the recorded information.
How Timesheets Benefit Various Stakeholders
- Employers and General Contractors: Accurate timesheets help to manage costs, labour allocation, and detailed project tracking on construction sites.
- Subcontractors: Timesheets ensure clarity on task allocation and staff hours and facilitate accurate staff payments.
- Site Managers and Supervisors: Timesheets are essential in planning resources and managing daily operations among the construction team, plus better forecasting accuracy for future projects.
- Employees and Fieldworkers: Clear communication of the expected work and ensuring fair compensation for work done.
- Clients: Enhancing transparency and accountability in construction processes.
The Shift Towards Digital Timesheet
Much like the move towards digital solutions in project management, the construction industry is witnessing a shift towards digital timesheet systems. Construction timesheet software provides real-time tracking, seamless integration with other software, and mobile accessibility, enhancing team efficiency and cohesion.
What about Construction Timesheet Templates?
There is no shortage of free construction timesheet template files that can be downloaded and used for daily and weekly record-keeping. However, these traditional timesheets are typically in Excel, Word, Google Sheets or PDF formats and won’t come with the benefits of a digital timesheet software solution delivered on mobile devices, such as integrating with payroll software to easily generate payroll invoices or using geo-location to ensure the accuracy of data inputs.
You can download our Free Construction Timesheet & EBA Checklist here. We created this checklist as a guide to offer you advice for effective timesheet management including managing compliance with Enterprise Bargaining Agreements (EBAs) and Company Awards.
Best Practices for Managing Timesheets in Construction
- Daily Updates: Encouraging workers to update timesheets daily, preventing poor memory from affecting timesheet data.
- Regular Reviews and Approvals: A systematic review process can quickly catch discrepancies. Prevent project costs from blowing out due to a delay in tracking labour costs due to paper timesheets being manually processed.
- Use of Software Tools for Automation: Use construction management software to automate processes, which minimises human error and frees up time for higher-order tasks. This includes time tracking specific projects against different cost codes for different client construction firms.
- Compliance Checks: Regular audits of timesheets ensure adherence to labour laws and project timelines.
Common Timesheet Challenges and How to Overcome Them
- Inaccurate Time Entries: Support staff compliance by ensuring that training on the timesheet system is thorough and emphasise the importance to everyone of accuracy in timesheets.
- Delayed Submissions: Ensure training clarifies the expectations and consequences for timesheet delays.
- Non-compliance with Labour Laws: Rather than risk a breach of local labour laws, use a digital timesheet that incorporates labour regulations to alert the team to non-compliance.
Timesheets play a vital role in efficient, well-managed construction projects. Moving to digital timesheets helps all team members benefit from the improved efficiency and accuracy of a software solution.
