Friday, June 22, 2012

eTrack For Your Mobile Workforce

eTrack, the eTOTALplan stand alone Application for iPhone and iPad, leverages eTOTALplan’s existing technology in a customizable, mobile suite and allows organizations to effectively manage mobile employees whether they are at their desks or on-the-go. Managers can spend more time running their operation, while employees gain easy access to important aspects of their work life from the mobile devices they already use. 

eTrack is ideal for any business managing a mobile workforce, including outside sales, contractors, home healthcare, delivery drivers and fleet managers. eTrack enables management to: 
  • Track on the clock employees via GPS 
  • Set a GeoFence around work locations to ensure accurate reporting 
  • View and manage employee schedules - create and edit shifts from anywhere at anytime 
  • View and manage staff profiles 
  • Communicate - Post messages to online message board or send messages to employees and entire departments 
  • Edit settings and update business profile 
  • Create custom forms to be filled out, verified and signed by employees and clients 
  • Save on data and text messaging charges 

To get started with eTrack, visit or call 855.538.6825 for more information.

Wednesday, June 20, 2012

eTOTALplan FAQ: How long does it take to get started with eTOTALplan?

When you begin your eTOTALplan subscription, you will be prompted for only the basic information necessary to get your company started scheduling immediately.  

This process usually takes between 15 - 30 minutes.

Thursday, June 14, 2012

How to Manage Multiple Business Locations

Originally posted on by Darren Dahl.

Many companies expand by adding offices or stores in different cities. But geographic growth involves logistical complexity and management finesse. Here's how to do it right.

Thomas Friedman was onto something when he wrote his book, The World is Flat. Companies increasingly feel the need to expand their reach into new markets—both domestically and internationally—from a very early age.

One direct result of this expansion is that you may now be forced to manage multiple locations and oversee employees in distant offices—a fact that can cause quite a few challenges and headaches, says Eric Bloom, president of Manager Mechanics, a management-training firm based in Ashland, Massachusetts.

"No matter how widespread your organization becomes, you need to work hard to retain team cohesion and the philosophy that everyone is on the same team regardless of where they work," he says.

Managing Multiple Locations: 6 Challenges

1. Out-of-site-out-of-mind syndrome. When things get busy at your primary location, it can be hard to give your employees based at other locations the time they deserve.

2. Loss of spontaneous communications. Because you do not see your employees in the hallway or at meetings, there is very little natural or unplanned communication.

3. Attenuated logistics. Anything that cannot be sent electronically, must be mailed, which causes time delays and increased effort.

4. Complicated work assignments. It is harder to perform certain types of jobs or collaborate on them when employees are based in remote locations.

5. Lack of team cohesiveness. Your team members will not know each other as well. This can easily lead to an "us-versus-them" mentality.

6. Concerns over general supervision. If you have a remote office that clients visit, it's virtually impossible to see if your employees are arriving on time, working appropriate business hours or wearing proper business attire.

To tackle these and other challenges, then, organizational leaders need to focus on three key areas: systems, technology, and communication.

Managing Multiple Locations: Put Systems in Place

The old adage is that systems run businesses, and people run systems. "You must have systems in place to be able to standardize the quality of your communications, products and results," says Bert Martinez, founder of Bert Martinez Communications, a business training and communications company with multiple locations. "Systems will allow you to duplicate offices and grow faster with reduce training times and supervision."

The key is to establish clear responsibilities, boundaries, and authority, says Ann Latham, president of Uncommon Clarity, an organizational-behavior consulting firm in Easthampton, Massachusetts. "Vague responsibilities create the proverbial cracks into which everything drops," she says. Muddy boundaries create disasters ranging from personnel problems to legal ones while insufficient authority can become a source of delay and demotivation. "An employee with everything needed to exercise good judgment except either the authority or sense of responsibility to do so is worth little," says Lantham.

The point, then, is to make each employee's responsibilities clear through an organizational structure combined with a system that measures each and every employee, and holds everyone accountable for delivering on their work responsibilities regardless of where they are based.

Managing Multiple Locations: Adopt New Technology

With the advent of the Internet, and the prolific surge in the number of collaborative tools that have spawned from it, technology has become an integral part of the backbone for any far-flung organization, says Bloom, particularly because it can help your organization cut down on business travel expenses.

While many organizations rely on custom-built software platforms and intranets as collaborative platforms, some of the most commonly-used tools by small businesses in particular are also either free, cheap or available as a software-as-a-service, which means you can access these tools over the web for a monthly fee. Some of the best and cost-effective options include:

• Google Documents, Gmail and Calendar for internal training and communication.

• Basecamp: An popular project management tool.

• Facebook : The now ubiquitous social networking tool is just as useful for business as it is for personal applications.

• Skype: The surge in VOIP technology and software means that you can communicate with remote employees cheaply and effectively.

• One of the most popular tools around, allows remote sales team to collaborate in real-time on maintaining your company's sales pipeline.

A new wrinkle in terms of technology is that many firms have begun to equip all of their employees with smart phones such as the iPhone as a way to enable them to access any web-based technology regardless of where they are, including many new applications.

Managing Multiple Locations: Focus on Communication

Systems are a must, technology is important tool however, none of these will work with out real communication, says Martinez. "Communication is the key to collaboration with your offices, coworkers, and clients," he says. If you neglect this aspect of running your business, you do so at your own risk, particularly in a business with multiple locations. That's why Martinez also makes having his employees have time face-to-face a priority by having his offices take turns hosting each other once a year to enable communication between people on all levels.

Other tips for fostering communication between your employees based in the office and elsewhere include:

1. Establish full team weekly staff meetings via phone or webinar to get your whole group together.

2. If possible, have web cams so your team members can see each other.

3. Make each physical site responsible for a specific type of work, rather then assign random tasks associated with a central project.

4. When doable, have the CEO or management members personally visit each remote site on a scheduled basis, every month, for instance.

5. Establish weekly phone-based staff meetings individually with each remote group so that each physical location will get time with top management.

6. If possible, get your whole group together once or twice a year for staff meetings,brainstorming and team building.

Managing Multiple Locations: The Global Workforce

Managing multiple locations across the U.S. is hard enough. But when you add a new sales office or manufacturing plant overseas, says Bloom, you can actually run into a host of new challenges associated with cross-cultural communication that include: 

1. Time zones. There is limited or no overlap in the standard workday.

2. Language. Even if everyone has a common language, English for example, differences in accents, language fluency, and the use of slang expressions can make communication extremely difficult, particularly on conference calls and speakerphones.

3. Social norms. Cultural differences from country to country can accidentally cause tension, embarrassment, and miscommunication.

4. Holiday schedules. Scheduled meetings, reporting deadlines, cash flows and standard business processes can be derailed or delayed based on local holiday schedules.

5. Technical connectivity. Not all countries have high-speed connectivity at all locations.

6. Labor laws. Laws regarding hiring, employee termination, hours worked, layoffs, sexual harassment differ from country to country.

7. Business-related laws, ethics, and practices. Business is conducted very differently from country to country.

8. Personal-privacy laws. In European Union member states, the laws regarding the personal use, storage, and transport of personal information are quite stringent compared with those in the U.S.

Managing Multiple Locations: Adapting to Different Cultures

Bloom suggests tackling these challenges by considering the following tips:

1. Find one key contact in each country that is very knowledgeable in local customs, business practices, and laws.

2. Learn to pronounce people's names correctly.

3. Gain a basic understanding of country politics and current events.

4. Find ways to take advantage of the time zone differences.

5. Be respectful of the differences between people and cultures.

The bottom line in managing multiple locations, says Martinez, is to help make everyone in your company feel motivated and part of the team, regardless of where they do their work. "When your people feel good and that they matter, they will perform better," he says.

Managing Multiple Locations: Additional Resources

Corporate Agility: A Revolutionary New Model for Competing in a Flat World, by Charles Grantham, James P. Ware and Cory Williamson (AMACOM, 2007.) This book will show you how to get your company to embrace new technology, understand the ever-changing workforce, and rethink the way you structure work environments to deal with the global economy.

Competing in a Flat World: Building Enterprises for a Borderless World, by Victor K. Fung, William K. Fung and Yoram (Jerry) Wind (Wharton School Publishing, 2007.) A book filled with solid tips to create a flexible organization capable of competing anywhere.

The Facility Management Handbook, by David G. Cotts Kathy O. Roper and Richard P. Payant (AMACOM, 2009.) A great reference guide for understanding and implementing best practices for the modern workplace.

Monday, June 11, 2012

eTOTALplan FAQ: Can eTOTALplan automatically send e-mail and text message notifications of new schedules to my employees?

Yes. eTOTALplan has an advanced notification system that allows each user to add their email and text message addresses to receive notification.

Friday, May 25, 2012

Will eTOTALplan work for me if I own or operate multiple locations?

Multiple locations, departments or positions can be scheduled with eTOTALplan. If locations share employees (such as employees who work with two locations under the same company umbrella) you can set up one eTOTALplan company and location-specific positions.

Monday, May 21, 2012

eTrack: How It Works

The eTOTALplan stand alone Application for iPhone and iPad leverages eTOTALplan’s existing technology in a customizable, mobile suite. eTrack enables managers and employees to capture and validate critical information whether employees are at their desks or on-the-go.

Employee Scheduling
Managers create a schedule for each employee incorporating client needs, delivery routes or other factors.

Custom Forms
Employees create a custom form that includes a list of duties to be performed at each client location or stop. The form is then stored in their mobile device where they are able to check off each task, sign the form and obtain a signature from the client, indicating that all services have been completed.

Photo Confirmation and Reporting
Employees are able to take a picture and email the form from their mobile device to show that their assignment is complete.

GPS Tracking Technology
Mileage Calculations: Automatically reports all mileage to payroll.
GeoFence Technology: Tracks employee arrival and departure times with a reminder to clock in and out of assignments.

Tuesday, May 15, 2012

eTOTALplan FAQ: Why select eTOTALplan over other online labor management solutions?

Experience. We pioneered the concept of web-based employee scheduling over 10 years ago. eTOTALplan was founded by restaurant owners who understand our clients' needs.

Innovative Technology. eTOTALplan continues to develop our employee scheduling solutions to meet the needs of over 10,000 users that rely on our technology everyday. eTOTALplan provides automatic updates to ensure that all of our clients are familiar with our latest software updates and enhancements.

Client Satisfaction. We go above and beyond to ensure that our clients are completely satisfied. We guarantee you will see the immediate benefits in time savings and money savings.

Thursday, May 10, 2012

Sprint Selects eTOTALplan to Manage Workforce Scheduling Needs

eTOTALplan has been selected to provide automated, workforce scheduling for ten Sprint retail stores located throughout Palm Beach and Broward counties, operated by WC Group.

“eTOTALplan’s predictive scheduling platform utilizes a unique algorithm to produce the detailed schedules that Sprint’s multiple locations require,” said Rich Soviero, Vice President, Sales, eTOTALplan. “We look forward to working with WC Group on this endeavor and to helping them efficiently manage their scheduling process.”

WC Group will utilize eTOTALplan to manage its workforce scheduling process for multiple Sprint stores. The web-based scheduling platform will leverage real-time and historical data and enable management to incorporate company-wide labor rules as well as employee qualifications in every schedule, ensuring optimal staffing at each location. Using the online portal, employees will be able to view upcoming shifts as well as any hours previously worked. In addition, employees who work at multiple locations will be able to manage their schedule from anywhere at anytime, from a single access point.

WC Group operates 10 Sprint retail stores throughout Palm Beach and Broward counties that sell and service products for the nation’s third-largest wireless carrier. WC Group employs a workforce of 40 among the 10 South Florida locations.

For more information on utilizing eTOTALplan to manage your workforce scheduling process, visit:

Wednesday, May 9, 2012

eTOTALplan FAQ: Who can use eTOTALplan?

eTOTALplan can be utilized by businesses and organizations of any type and size (single or multiple locations) that schedule employees by shift. eTOTALplan is the perfect solution for any business owner who would like to dramatically reduce labor costs, save valuable time, and improve their work culture through enhanced communication.

Thursday, April 26, 2012

Scheduling Tips for Home Healthcare Employees

Originally posted on by Helen Jain
Professionals that work in home healthcare face challenges with scheduling and can run into problems relating to travel or time tracking. Below are scheduling options that can make home healthcare scheduling more efficient.
Purchase scheduling software. eTOTALplan offers software packages specifically designed for medical professionals or groups that are working in the home healthcare field. 
Allow employees to submit vacation requests using the software or directly to management to enter into the system. The software will automatically keep the nurse or professional free on their requested vacation days once it has been entered into the program. 
Set scheduling parameters. This means the company or hospital sets a standard for nurses or medical professionals to meet, including minimum hours or days, labor laws and union requirements. 
Enter patient information. This information makes it easier to determine each professional's assignments and ensure that professionals are not traveling too far between patients. 
Make a copy of the schedule available for nurses and medical professionals to consult regarding which homes they are going to, where the homes are located, duties to be performed, time limits for patient care and any other information the nurses or medical professionals need. The eTrack mobile application makes this information available via iPhone or iPad, so both management and employees have access to pertinent information whether at their desks or on-the-go.
For more information on eTrack or to learn more about how to simplify your scheduling process, visit


Wednesday, April 18, 2012

7 Tips for Motivating Employees

Motivating employees to perform at the highest level, consistently, has been an enduring challenge for managers in every industry. Any CEO knows that employee motivation is a key to individual performance, group productivity, and maintaining a pleasant office culture. So what’s the secret to employee success?

It turns out that people are motivated by interesting work, challenge, and increasing responsibility--intrinsic factors. For information on how to motivate those who work for you, has compiled the best pointers on the subject: 

Tuesday, April 10, 2012

eTOTALplan Introduces New iPhone Application

eTOTALplan is pleased to announce the release of eTrack, a new stand-alone GPS application for iPhone and iPad users.

eTrack Application for iPhone and iPad
The eTrack application for iPhone and iPad is a unique product that can be used as a stand-alone application or integrated with eTOTALplan’s existing smart technology,” said Kristian Jensen, Co-Founder and CEO of eTOTALplan. “eTrack’s customizable, mobile programming will impact the way companies do business by giving both managers and employees remote access to critical information using their smartphone or tablet. This application is ideal for any business managing a mobile workforce, including outside sales, contractors, home healthcare, delivery drivers and fleet managers.” 

The eTrack stand-alone Application for iPhone and iPad leverages eTOTALplan’s existing technology in a customizable, mobile suite. eTrack enables managers and employees to capture and validate critical information whether employees are at their desks or on-the-go. Managers can spend more time running their operation, while employees gain easy access to important aspects of their work life from the mobile devices they already use. 

How eTrack Works 

Remote Access to Forms
The first company to implement this new technology, Concierge For You, a leading Personal Services Agency, will utilize eTrack to track and manage their mobile staff, otherwise known as Concierge. As Concierge, staff members are responsible for providing in-home care for seniors who are unable to care for themselves.The process begins when the family member creates a visitation schedule and selects services based on their loved one’s needs. Next, the Concierge will create a custom form that includes a list of duties to be performed during the visit. This form is then stored in their mobile device where they are able check off each task and obtain a signature from the client, indicating that all services have been completed. In addition, each Concierge will also sign the form and take a picture of their client as further evidence that they have completed their tasks to the client’s satisfaction. Prior to exiting the residence, the Concierge will email the form, along with the picture, to an approved list of friends and family – assuring them that their loved one is in good hands.  

GPS Technology Valuable For Companies On The Move 

GPS Tracking Technology
In addition to the customized form, eTrack includes a mobile tracking device that automatically reports all mileage to payroll and enables administrators to verify the Concierge’s location and time spent with each client. By implementing a GeoFence coordinate around each client’s home, the application can automatically track the Concierge as he or she enters and exits the property. Each time the Concierge encounters a new GeoFence, eTrack will remind them to clock in or out of their assignment, enabling them to track their hours more efficiently. 

eTrack is available for digital delivery through or call 855.538.6825 for more information.

Wednesday, March 28, 2012

The Importance of Volunteer Scheduling Software

Volunteer Registration for Surfers for Autism is Now Open
One of the most daunting tasks for any volunteer coordinator is keeping track of volunteers’ hours. Another is keeping track of any special skills or interests volunteers have and matching them with appropriate tasks and team members for your event. With the need to manage communication, coordinate schedules, and track hours, an efficient volunteer scheduling system is crucial to the execution of successful nonprofit events.

eTOTALplan streamlines this process by tracking volunteers’ availability, shift preferences and skills; resulting in successful fundraising events that are adequately staffed. The web-based scheduling software simplifies volunteer registration by enabling participants to register from anywhere, at anytime, allowing organizers to focus their time on more critical operations.

eTOTALplan is committed to offering services to 501c3 organizations at special reduced rates.    

Contact us for more information.

Wednesday, March 21, 2012

Employee Scheduling & Time Clocks

Originally posted on by Sherrie Scott.

An efficient employee scheduling system is an important part of every organization's success, often impacting office productivity, payroll and individual workloads. Administrators who effectively manage employee hours, budgets and overtime, can lower labor costs, improve operations and increase profitability for their business or organization.

Time clocks are an instrument used to track employee hours and are often integrated with scheduling software to ensure employees are available and ready to work at the appropriate times.

Click here to read the entire article.

Tuesday, March 20, 2012

Top 10 Time & Attendance System Budgeting Considerations

Originally posted on by Wallace, Joe Allen.

Planning and budgeting-out a time and attendance system (even for small and mid-sized companies) can take months and an entire team, depending on requirements and goals. If you are equipped with the right information, even the most complex roll-outs can be managed with confidence by your team.

The following suggestions will help you identify important purchase considerations, best practices, and ways to save money when budgeting a new time and attendance system.

10 Essential Time & Attendance System Budgeting Considerations 
1.    Scope of System
·        Number of Employees (Including Exempt Vs. Non-Exempt )
·      Minor/Union Employee Management 

eTOTALplan Touch Screen
2.    Hardware
·      Buddy Punching Problem?
·      Range of Time Clocks Available
·      Mobile Devices
·      Access Control Systems
·      Networked Wall Clocks
·      Barcode Scanners

3.    Managing Multiple Locations & Mobile Employees
·      Systems for Multiple Locations
·      How Many Time Clocks Needed

4.    Advanced Time & Attendance Functionality
·      Support for Larger Company Sizes
·      Benefit Accruals
Tracking Technology
·      Advanced Payment Capability
·      Shift Differentials
·      Pay Classes
·      Task & Labor Tracking
·      Skills & Certifications
·      Automated Alerts
·      Time-Off Management
·      Employee Communication
·      Email Templates
·      Self-Service Employee Portal
·      Mobile Support

5.    Adjunct Systems & HR Shared Services
·      HR Shared Services Best Practices
·      Vendor Lock-in
HR Management
·      Hardware Rental Programs
·      Common Adjunct Systems Include:
o   Advanced Scheduling
o   HR Management Systems
o   Employee Self-Service Portals
o   Access Control
o   Bell or Horn Control
o   Job Tracking
o   Manufacturing Automation 
6.    Delivery Model
·      Licensed Vs. SaaS Time & Attendance
·      Budgeting Considerations by Delivery Model

7.    System Interoperability & Shared Database
·      Beyond Simple File Exports to Payroll
·      Database Synchronization Between Applications
·      Hardware Interoperability
·      Integration Services

8.    Regulatory Compliance
·      FLSA, FMLA, SOX, HIPAA, FairPay Rules, & More
·      Time & Attendance Recordkeeping Requirements

9.    System Integration & Setup
·      Types of Time to be Tracked & Rates
·      Labor Calculation Rules
·      Labor Distribution (Departments, Groups, Positions, etc.)
·      Benefit Accrual Rules
·      Define System Exceptions
·      Employee & Supervisor Security Profiles
·      Schedules
·      Lunch Parameters
·      Holiday Rules
·      Payroll Integration
·      Time Clock & Hardware Communication & Integration
·      Web-Based Clocking Setup
·      Employee Information Database Import
·      Assign Employees to Appropriate Supervisor
·      System Testing
·      Training

10. Support
·      Insurance for Your Investment
·      One Call can Pay for Annual Support
·      How to Budget 

Click here to read the full version or visit to learn more about partnering with eTOTALplan to address your scheduling needs.