Time theft is when an employee engages in nonwork-related activities during work hours without their employer’s consent. The word “theft” does not designate outright theft; it is usually a misconduct issue.
An employer can sue a worker if the latter’s time theft has led to major financial losses, but it’s usually best to initiate disciplinary measures or terminate employment in more drastic cases.
As always, prevention is the best protection. Businesses need measures in place to guard against time theft.
This post gives typical examples of time theft and ways to prevent it.
Inflation Of Work Hours
Inflation of work hours involves anything that leads to reporting and claiming payment for more hours than someone has actually worked.
It’s sometimes unintentional but can include time clock manipulation and timesheet falsification.
Online Distractions
Web surfing and social media are damaging digital distractions. They result in reduced work focus, and the time wasted online adds up. There is an overall decline in work quality and productivity.
Personal, Nonwork-related Activities
An employee can’t always avoid dealing with a personal matter during work hours, but when they do it often or consistently (for example, working on a side gig, checking messages, or answering personal calls), the lost minutes add up.
How To Prevent Time Theft
The first step is to invest in the right tools. An automatic schedule planner can track time much more precisely than a manual timesheet.
The most basic systems come with a PIN, which you give out to each employee. They then use it to record what time they start work, take a break, and leave work.
More advanced software takes photos of employees when they clock in and out, so the records can’t be faked.
This eliminates buddy punching, which occurs when someone logs in for a coworker who is absent or late. The software makes sure your staff are where they should be.
Don’t Micromanage, Trust
Micromanagement leads to lower employee engagement and motivation. It can make your staff want to steal time as soon as you turn your back.
If you instill a sense of trust in the workplace and give your employees the right tools, they’re more likely to act conscientiously.
Build trust by being transparent and honest and lead by example. Present procedures and policies to your team so they know company policy, for example, on using cell phones. This way, you won’t need to monitor cell phone use all the time.
Evaluate Staff Performance More Frequently
Conducting performance evaluations more often is a good way to keep people in check. One evaluation a year isn’t enough to monitor progress. You need two as a bare minimum.
Your expectations toward your team will be clearer. You can also change the goals as you go along. Identifying whether employee performance is improving or not will be easier.
Distribute Surveys And Self-evaluations
Communication with employees is another key component of preventing time theft. Use employee satisfaction surveys and self-evaluation reports to grasp what’s working and what isn’t.
These will help both you and your team determine how long tasks should take to avoid time theft.
Communication is a two-way street. Listen to your team members to become aware of any problems they have with processes, products, or other work-related aspects.
Set Up Strict Rules
Teach your employees about time theft and how to prevent it. Make sure they know your time tracking rules, how to spot time theft, and what happens if someone does it.
Put a clear time and attendance policy in your handbook to make sure everyone understands the rules.
This helps create a culture where people are aware of time theft and less likely to do it. It shows that you’re serious about keeping productivity high.
Boost Morale And Engage Employees
To stop time theft, remember how important it is for your employees to feel happy at work. When people enjoy their jobs and feel valued, they’re more likely to work efficiently.
In today’s fast-paced workplaces, it’s easy for morale to drop, especially if employees don’t feel appreciated.
Catching these issues early can help prevent time theft and its negative effects, like more people leaving and less money coming in.
When Is Disciplinary Action Necessary?
If you suspect an employee is stealing time, document your observations and proceed to discipline them when you gather proof.
Keep records and take this type of theft seriously. If you don’t act, your other employees will get the message that you tolerate this behavior.
Do not withhold employee wages. By law, you need to pay them. Only then can you take measures to recover your funds.
