[Music]
hi there and welcome to another episode
of the G Street show today we have a new
business process courtesy of our
transformation gallery and we're so
fortunate to be joined by a lovely
producer Heather hola Bonjour konichiwa
to do BAM
Heather should I have referred you with
Carmen Sandiego
I wish no you just reminded me that the
transformation gallery now comes in five
languages so we have English of course
French Portuguese Spanish as well as
Japanese Oh awesome
great work transformation gallery team
we work with a lot of different
contractors on site and we've come up
with a system to digitally record
timesheets so today we're going to be
using forms and sheets to record
employees time entry data in forms it
will be like a modern-day time card and
the results of the form get sent to a
Google sheet where we can add formulas
to compute things like daily hours
worked let's jump in and take a look
first we'll go to Drive and create a new
form enter in the corresponding fields
you want your employees or contractors
to fill out like department and manager
you can set up the form to automatically
collect the contractors email ID so we
know who filled out the form there is a
slick question type in forms where you
can add a field for time that way all
the times collected are in the same
format that makes it easier to run
formulas and analyze the data later I've
also created a separate special notes
section if a contractor needs to enter
scheduling change say overtime or
holiday hours all of this gets tracked
in the responses tab and the managers
are notified I can see the responses
right here in forms or I can send the
data to a spreadsheet I can even change
the destination sheet at any time like
if I want to keep a new sheet for each
month and the cumulative responses will
only be visible to the manager however
there is an option to send the employee
a copy of their response after they've
submitted the form this option is in the
settings gear of the form collect email
address response receipts you can choose
either if requested or always there's no
more grabbing individual pieces of paper
or trying to organize random Excel files
and bringing them all together
all the data is automatically collected
into a single sheet and we never lose
the data which is important
any auditors come walking around and you
may be wondering how your contractors
can access this forum especially if
they're a field worker without a desk
it's easy you can access the forum via
mobile device or they can add a shortcut
to the forum on their laptop home screen
I can email it a link or embed the forum
in a Google site if your employees or
contractors are in a factory it's easy
to set up a Chromebook kiosk with the
forum for the contractors to log in and
enter their time there are quite a few
ways you can implement this into your
business or team and if you find another
way of using this use case make sure to
submit feedback to the transformation
gallery they love hearing from you
that's right and I actually think this
would be an excellent process for my
weekend bird-watching Club we're logging
all of our hours watching Birds we're
having a little bit of a competition
bird-watching yeah and by the way we are
accepting new members I'd encourage you
to apply but we are highly selective I'm
going to hard pass on that one Kevin but
thank you it's your loss it's your loss
well yeah now that we've set up the
forum let's head to the sheet itself and
take a look in the forum go to responses
click the spreadsheet icon in the upper
right hand corner of the forum the first
time you click on this it will ask you
if you want to create a new sheet click
yes in the sheet you will see a
timestamp state employee's name and
corresponding fields you've created in
this example we can see the additional
fields that we've used such as
department and special notes you can
also sort by departments which would
make it easier if you're a vendor
manager using contractors for different
departments
we've also added our own columns to the
sheet for managers to add approvals and
to calculate the total time work that
day the formula is simple to subtract
I'm out of time in and then use the
number format for duration as a manager
I now can sort through our timecard data
to better budget hours on specific
projects or forecasts for next year's
busy human and it's important to note
that employees do not have access to the
sheet so they can't see each other
submission and if using this just for a
single team a good tip if use as a
project time tracker for example if you
have one set of the team working on
something for the first half of the day
and a different set of the team working
on something for the second half the day
may be easy for you as their manager to
allocate time and budget towards the
project well I hope you take a look at
our transformation gallery now in five
different languages you can check it out
here see you next week ciao
check out last week's episode for tips
on how to use just a few of G foods many
accessibility features