Checking in volunteer groups with V4S Kiosk

Checking in volunteer groups is one of the toughest things to handle for volunteer managers. Having a group of volunteers come in to volunteer together is fantastic. But tracking those new volunteers and their work time? Now that is a real challenge for you as a Volunteer Manager or Coordinator.

Multiple volunteer signup by number
Multiple volunteer signup by number

Volunteers for Salesforce gives you the functionality of adding in the number of volunteers that come as a part of a group. The point person for a group can set the total number of people in the group. This screenshot shows you how a group leader signs up a group of 20 volunteers using V4S Personal on her mobile.

But that’s really all you can record with the standard Volunteers for Salesforce data structure. The fact that the group leader is bringing in 19 other people, other than herself. There’s no way to track who the individual members of the group are. Or any of their contact information.

Extend volunteer value

For your organization, that individual volunteer data is critical. You want to be able to keep track of every volunteer that ever comes in touch with your organization. A volunteer that comes as part of a group could very likely become a repeat individual volunteer.  If you build a deeper relationship and extend communication with that volunteer, she or he could contribute to your organization by becoming more involved.

Working with group volunteers in V4S Kiosk

Based on requests and interactions with several of our V4S Kiosk customers,

Checking in group volunteers
Checking in group volunteers

we’ve now introduced a new feature to check in multiple volunteers that come in as part of a group. If the group leader comes in a little earlier than the Job / Shift start time, then she can Signup the other volunteers in her group to the specific Job / Shift. Note the

Volunteer group dropdown
Volunteer group dropdown

way that the Add multiple volunteers screen is set up in V4S Kiosk. If you have multiple volunteer groups that are coming in, you could sign up people from different groups using the same screen, by selecting the right group name for the specific volunteer that you are signing up.

If your organization requires that each volunteer sign a waiver form, you would be able to set that up. When the individual volunteer checks in to start work on the Job / Shift, she would be asked to read and sign a waiver form, right within V4S Kiosk.

Volunteer data in Salesforce

volunteer data in salesforceAll the new volunteers signed in on the V4S Kiosk get added to Volunteers as Salesforce as Contact records, with the configured Volunteer Group field updated. If so configured, the Date Waiver signed and the actual waiver signed along with the signature is stored inside Salesforce. Now you have the luxury of being able to get to all volunteer data easily and securely, right inside Salesforce.

Just imagine how much effort and time you would save with group corporate volunteers. Additionally, using the Waiver add-on would give you the ability to save effort with tracking volunteer waivers and being compliant legally. Now isn’t that something you should be checking out?

Time tracking in Salesforce

Mechanical clock in Prague

Two years ago, we started down the route of time tracking on mobile devices for field and remote workers. All data from the mobile devices synced back into Salesforce in near real-time. Our goal was to give field workers the ability to get their work times into Salesforce on a mobile. We did build a simple way to track time automatically within Salesforce, but it was quite limited in functionality.

From our market research, we saw that there was a need for time tracking data to be synced to Salesforce. Since invoicing, project management and payroll were all within Salesforce, that work hours should be in Salesforce too made sense. PSA apps, ERP apps… all included time tracking as a part of their functionality. And those apps tracked work time for employees who worked within Salesforce. So, we decided that we would not play in that space – at the time.

Mobile and web apps

Mobile Time Tracker Clock out
Mobile Time Tracker Clock out

Our initial focus was on the mobile space where field workers and remote workers could track their work times. Our goal was to enable workers to track time easily and with little fuss on their familiar phones. Soon after, based on customer requests, we rolled out a Web-based Time Tracker. This was meant for workers who were not comfortable using mobile apps. The one big feature that we added in the Web version was the ability for users to enter time after the fact. This enabled workers to enter their time at the end of the day. Soon we rolled out the capability to enter multiple lines on a timesheet. Now, people who worked on multiple jobs during the day could enter a full timesheet once a day or week.

Time sheet entries on mobile, web or in Salesforce
Timesheet entries on mobile and web

With more customer requests, we added more functionality to both the Web and the mobile apps. We introduced configurable fields that could be displayed on both the mobile and on web apps. A new Team time tracking app on the mobile lets a single Team Lead check her entire team in. We updated the mobile app to allow configurable geo-tracking and photographs. This feature allowed us to minimize buddy punching. We introduced addresses that could be opened in Google/Apple maps to help field people find their next job-site. On the web app, we added an Approval mechanism for timesheets. Now managers and supervisors can approve/reject time entries for team members.

Over a year and a half, both the mobile app and the web apps grew with more functionality. But we did not do much on the Salesforce time tracking functionality.

Time Tracking in Salesforce

Over this calendar year, though, we’ve seen a renewed interest in time tracking inside Salesforce. To the point where now, over 60% of our leads are looking for Time Tracking within Salesforce.

The May 2019 EU Court of Justice ruling and the Fair Labor Standards Act (FLSA) requirements have pushed time tracking to center stage. Any business that has employees is now affected by regulatory compliance for time worked, overtime calculation and break time compliance. And that has pushed interest in time tracking within Salesforce.

Time sheet entry in Salesforce

Luckily for us, because of our Mobile app, we had a lot of functionality within Salesforce already. The objects themselves, reports,  dashboards – all these existed. We have now added a number of other functions that make life easier with Salesforce. Some examples:

  • A Lightning component that can be added as a Time Tracker pop-up from the Salesforce utility bar, to track time against ANY object, including the one that the user is currently working on.
  • A multi-check in time tracking option that helps enter their complete timesheet for a day or a week at a time, after-the-fact.
  • A Summary Timesheet page that helps users within Salesforce select a date and add/see all the time entries for that day, so users can make sure they’ve recorded all their work for a given date.

Overall, we now have one of the strongest offerings for time tracking, be it on the mobile, on the Web or within Salesforce. And the best part is that you could have a combination of users, some using our mobile app, some on the web and others inside Salesforce. Regardless of where the time tracking happens, Salesforce is the single repository of all time tracking data. So integration with payroll, invoicing and ERP systems becomes that much easier.

We are thrilled to say now that we are the Timekeepers for Salesforce!

EU time tracking ruling: what it means for employees and employers

EU Flag

EU FlagThe Court of Justice of the European Union (ECJ) ruled last month that the member countries must establish detailed methods of tracking the hourly work of employees, so that they can be properly compensated for time worked.

The ruling stems from a lawsuit by the Federación de Servicios de Comisiones Obreras (CCOO), a Spanish trade union, against the Spanish subsidiary of Deutsche Bank. The main issues in question related to calculating overtime hours – 54% of which goes unrecorded in Spain – and protecting obligatory rest.  “Member States must require employers to set up an objective, reliable and accessible system enabling the duration of time worked each day by each worker to be measured,” the court said in its ruling.

The ECJ ruling is explicitly intended to protect the worker against potential workplace abuses. It is an effort to enforce the European Working Time Directive, which restricts employers from making employees work more than 48 hours a week, and grants people at least 11 consecutive hours of rest every day.

What the ECJ ruling means

The ECJ ruling extends to all companies operating in the EU. The ruling does not specify any guidelines for how employers should record work hours for their employees. In most cases, companies will need a clock-in/clock-out system that would allow them to monitor when employees start and end work, and when people have breaks. Employers will need to know employees’ exact work hours.

At first sight, this may seem cumbersome and backward. But given the technology available today, this could actually be a good idea, for both employers and employees. The “punch clock” has evolved, and businesses and employees don’t have to sacrifice contemporary technical flexibility for exact timekeeping. Modern time and attendance tracking software, often on the cloud, work on mobile phones. Clocking in and out is a matter of a tap on your smartphone screen or on a web page. So even if you are checking emails at home or taking a call from your boss, tracking that time isn’t really an inconvenience. Many of the software systems are priced such that small businesses can afford them. And most provide great analytical tools.

For employees

From an employee standpoint, there’s definitely a lot to be excited about.

Mobile and web time tracking
Mobile and web time tracking

Accurate time tracking provides irrefutable, objective proof against unlawful overtime. Time tracking thus becomes a tool towards building fairer, more accountable workplaces that help protect employee safety and health.

Moving beyond just clocking in and out, good time tracking can detail the time that employees spend on different tasks, when they take breaks and how long they last. It can help document off-site and off-hours work, as well as work-related travel, all of which are frequently overlooked. Basically, it gives employees full visibility into their work schedules – allowing them to address unhealthy workloads and the associated stress, anxiety and exhaustion that come with it.

For employers

Analyze employee time
Time Tracking reports

Companies can use time tracking to track employee working hours. It makes payroll much more accurate. Billing customers for work done is now much clearer and transparent and all hours worked can now be billed. The time tracking data collected is a great source of information on project budgets, project status, progress of works, employee productivity and many other aspects that are crucial for business success. For managers, it may make sense to combine data on the quantity and task breakdown of hours worked by employees with productivity information. It may turn out, for example, that a company would be better off with more workers keeping shorter hours than with an overworked team that’s less effective because of stress and exhaustion.

Conclusion

Time tracking doesn’t have to be tedious and cumbersome. With the right approach, you can make it an integral part of your business. Most makers of time tracking software tell customers that it’s vital to make it’s use mandatory to get people into the habit of tracking time, and that the data must be checked regularly to weed out abuses and negligence. If EU companies take the ECJ’s ruling seriously and apply it properly, it could do a world of good to their employees and their economies.

5 great reasons for tracking volunteer time

Retain volunteers

Last week, I was talking to the Executive Director of a small nonprofit. She said they had only 4 full-time employees, but over an 18 day period just before Christmas, they have over 2,500 volunteers who make their annual program possible.

The value of a volunteer’s time donated to a nonprofit is enormous. But tracking those hours is a challenge for most nonprofits – how many hours volunteers contributed and the impact of those hours (what was accomplished? what difference was made?). With volunteer time outweighing that of paid employees for most nonprofits, volunteer hours are exceptionally valuable.

So let’s take a quick look at 5 great reasons why tracking your volunteers’ time and including it in your budget and financials makes sense.

1. Money, money, money.

Funding for nonprofits
Funding for nonprofits

One of the biggest issues for most nonprofits is funding. It’s key to keeping your nonprofit afloat. Tracking volunteer hours can help your organization prove more qualified for a grant.

When reporting your organization’s impact on a grant provider, including volunteer hours, makes a huge difference. Independent Sector recently released the value of volunteer time of $ 25.43 per hour. If your nonprofit records just 8 hours of volunteer time per day, that works out to over $ 52,800 a year, calculated for just for 5 days a week.

The power of your nonprofit stems from the fact that so many individuals come together to work for your mission – something that is bigger than any single individual. When tracking and sharing your volunteers’ time and impact, grantors clearly see that you have a team of people that believe in your mission and that you are making a positive contribution to your community.

2. Keep ’em coming.

Retain volunteers
Retain volunteers

Volunteers appreciate the recognition. Remember that we always count what we value. So tracking volunteer time, clearly shows your volunteers that you value the time that they are putting into your nonprofit. Sometimes, volunteers don’t see the connection between their donated time and your mission. This is the primary reason why volunteers don’t build long-term relationships with nonprofits. By crediting the volunteers’ time and recognizing them when they hit certain milestones, you automatically build a system of transparency and trust. And this can be key for volunteer retention.

3. Build an A-1 reputation.

Build a great reputation
Build a great reputation

Use your volunteer hours to attract new volunteers and donors. Use your tracked hours to build a great volunteer narrative. Let’s say, 300 volunteers, put in, on an average 10 hours each over the year. That gives you a total value of 300*10*25.43 or $ 76,290 of volunteer work. Use that number not just to thank your volunteers, but put that in front of your donors and your grantors. When they see the impact of your volunteers’ time, they are more likely to want to be a part of your nonprofit. And the fact that you actually have concrete data, makes your organization seem more legitimate to prospective donors and grantors.

4. Get your ducks in a row.

Analyze your data
Analyze your data

Once you start tracking your volunteer time and where it is being spent, you can start improving your volunteer programs and ultimately strengthen your organization. Make sure that you ask your volunteers to track what they are working on, in addition to tracking the actual time spent. Once you collect this data, you can put it to good use to adjust your programs.

Let’s say, you notice that the total number of volunteer hours has increased, but you are actually getting fewer school backpacks packed. You look at your volunteer data in detail, and you see that 60% of your volunteer time is going towards marketing and administrative tasks and only 40% towards packing the backpacks.

Now if your short-term goal is to grow your nonprofit through marketing efforts, then this may be fine. On the other hand, if you want to get more backpacks out to school kids, then you can easily adjust your volunteer programs to need more volunteers on the backpack packing job. There are countless ways you can improve and strengthen your programs once you have the volunteer data to back it up.

Tracking volunteer time will help you align your organization goals and your volunteers’ efforts.

5. No taxes, yeaaaah!

As a nonprofit, you don’t have to pay taxes. That’s great, but you still can’t escape

Nonprofit taxes
Nonprofit taxes

the paper-work. Use the Form 990 to your advantage. Since this form must be made public and the data is available on sites like Guidestar, donors, and grantors use it to evaluate organization (s) that they want to engage with. Displaying accurate volunteer hours, is not just the right thing to do, it can also help with your funding efforts.

Never assume that your volunteer hours won’t look impressive, the fact that people in your community believe in you, to put in their own time is a huge testament to your nonprofit. Being transparent with your volunteer time gives you a great image with the public, with funders, and with the government.

With Salesforce’s Nonprofit Success Pack and Volunteers for Salesforce, managing donors and volunteers is now easy. And with V4S Mobile, you can now track volunteer hours very easily on mobile devices. Reach out to us at info@pk4385708235.wpcomstaging.com, for more information on volunteer tracking. We’ll be happy to help.

5 workplace time wasters (and how to eliminate them)

Chatty coworkers

Time wasters at workIf you think of your workplace as an obstacle course filled with distractions, you’re not alone. Between long meetings, emails, social platform notifications, alerts from your mobile phone, and loud colleagues, most of us are inundated with potential time-wasters. But the killer is not just the distraction, it’s how much time it takes to get your focus back on the task at hand. According to a UC Irvine study, it takes an average of 23 minutes and 15 seconds to get back to where you left off, after an interruption. Honestly, it’s a wonderful work gets done at all!

But maximizing your productivity at work can mean the difference between leaving at a reasonable time or being endlessly chained to your desk. Work-life balance is important to maintain your sanity and actually have a life outside work. So let’s identify some of the biggest time wasters in the workplace and see how we can address them.

Time Waster # 1: Email

We’ve all become addicted to email. It’s a great way of asynchronous

Too much email
Too much email

communication. Chances are checking email is the first thing you do when you wake up and the last thing you do before you go to bed. But emails can also lead to lots of unnecessary back-and-forth communication that wastes time. And with trigger-happy Reply All co-workers, your Inbox is probably full all the time!

Solution:

  • If it’s something that needs to be discussed, talk face to face with the person and get the issue resolved.
  • If you can’t do face to face, then call them on the phone and get the issue sorted out.
  • Follow the call with a quick email detailing what you discussed.
  • If you are not the person to whom the email is addressed, set it aside for later.
  • Check emails at specific times during the day. Respond to urgent ones quickly. Set aside others and Reply All emails to be dealt with at a later time.

Hack: If you are not the person to whom the email is addressed (you have only been CC:d), then don’t feel obliged to respond. Use the same logic when you send out emails too.

Time Waster #2: Meetings

Meandering Meetings
Meandering Meetings

Meetings can be a huge time-sink. And if they are poorly planned and executed, then they are doubly so.  Doodle (an online scheduling service) just released the results of its study of 19 million meetings in the US, UK, and Germany. The cost of poorly organized meetings just in the US in 2019 is estimated at $ 399 billion.

Solution:

  • Make sure that every meeting host has a set agenda to be discussed and that it’s distributed to attendees before the meeting starts.
  • Talk to the meeting host and ask why you should attend. If you feel that someone else from your team would be able to contribute more to the task at hand, then get them to go and give you an update.
  • If you are hosting the meeting, make sure that everything is set up and visual aids are up and running before people walk into the meeting.

Hack: Set up all your meetings to be stand-ups. Schedule them for 20-30 minutes. Very little chance that they’ll go over. 🙂

Time Waster # 3: Smartphones and Social distractions

Smartphones enable us to be more connected and tuned in. But it also comes

Social distractions on your phone
Social distractions on your phone

with a built-in productivity sink. US adults spent an average of 3 hours 35 minutes per day on mobile devices in 2018. Recent research shows that 58% of staff spend at least 4 hours per week on non-work websites. That’s a lot of your work time that’s going into unproductive stuff.

Solution: 

  • Turn off all notifications on your phone during work hours. Believe me, you’ll get a lot more done.
  • If you can’t resist checking your social media accounts every 5 minutes, block them.
  • Give yourself a proper lunch-break. Use that time to check all your social media accounts and non-work websites, without feeling guilty about it.

Hack: Put your phone face down when you’re working. Stops all calls and notifications. Most smartphones let you set up some numbers (family) that will still ring when your phone is face down. But all other distractions will stop.

Time Waster #4: Chatty coworkers and a noisy office

It’s hard not to talk to colleagues. After all, you spend 40 hours (perhaps more)

Chatty coworkers
Chatty coworkers

with them every week. But chatting with colleagues is one of the biggest time wasters. And with open plan offices, even if you aren’t chatting, the noise of others chatting, laughter, phone ring-tones can all contribute to stopping you from staying focused.

Solution:

  • See if you can move or work in an empty conference area/room when you need to do focused work.
  • Limit banter to lunchtime or break time.
  • If possible, see if you can work remotely when you have important things to complete.

Hack: Wear headphones while you work. Signals to your coworkers that you are busy and they’ll only disturb you if it’s work-related and important. Also, several studies state that listening to calming sounds like flowing water or rain can help you focus.

Time Waster #5: Failed multi-tasking

You probably think that multitasking makes you more productive. But the reality

Failed multi-tasking
Failed multi-tasking

is very different. Studies have consistently proved that the majority of people have lower performance when trying to do multiple tasks. So if you find yourself juggling 3 or more tasks at a time, it’s time to reevaluate your work habits.

Solution:

  • Spend some time creating a daily task list that promotes single-tasking.
  • Prioritize and then break up your day accordingly.  If possible, assign a set time to do each task, based on importance.
  • Complete one task before moving on to the next.

Hack: Put specific tasks at specific times on your calendar (phone/desktop/paper). Make sure that you do the tasks at those times.

While each one of these time wasters probably doesn’t seem that serious, collectively they can be a huge drain on your productivity and work time. They can prevent you from focusing on real work, causing you to stay late, or taking unfinished work home to your family. I hope this list helps you identify your personal time-wasters. And gives you some pointers on how you can get more quality time with your family and on things that you really enjoy. Good luck! And do share your tricks to eliminate time wasters.