4.2 hours. That’s what shows up on a timekeeping report when a team member works 4 hours and 12 minutes. If that employee was budgeted to work 4.5 hours, this isn’t a problem—in fact, if the work was done well, it’s a good thing.
But what if they were supposed to work only 4 hours? Some might say, “It’s just 12 minutes—what’s the big deal?” And in the short term, they might be right. But what happens when that extra “.2” adds up over time?
The Hidden Cost of 12 Minutes
Let’s say you have a building with a budget of 16 labor hours per night. Three out of four employees clock out on time, but one consistently works 4.2 hours instead of 4. Even though total hours might stay at 16, that extra “.2” shouldn’t be ignored.
Over time, those 12 minutes start to add up.
Here’s the math:
- 12 minutes per shift x 260 workdays = 3,120 extra minutes per year (or 52 additional hours).
- At $14/hour, that’s $728 annually before payroll taxes and other costs.
- If five employees average an extra .2 per day, that’s $3,640 annually—money that could have gone directly to your bottom line.
Managing Labor Hours: A Critical Business Discipline
Monitoring labor hours isn’t just about watching the clock—it’s one of the most important operational practices in running a profitable commercial janitorial business. Small overages, if ignored, can have a serious financial impact over time.
Here are some key steps to ensure accountability in your labor hours:
- Track Budget vs. Actual Hours Daily – Use a payroll system that allows you to compare budgeted and actual hours every day. If your system doesn’t have this feature, create a spreadsheet and update it daily. (We can help with this.)
- Look for Trends – If an employee(s) occasionally exceeds their allotted time, there’s no need for immediate action. However, if it happens repeatedly over several days, treat it as a trend and take steps to address it.
- Investigate and Adjust – Once you spot a trend, find out why it’s happening. There could be a legitimate reason, but your goal should always be to bring actual labor hours back in line with the budget.
Closing Thoughts
The difference between running a profitable janitorial business and struggling with costs often comes down to discipline in monitoring labor hours. That extra “.2” may seem small, but over time, it becomes real dollars lost. By reviewing hours daily, identifying trends, and making necessary adjustments, you can ensure labor costs stay in check and protect your bottom line.
Because in the end, “.2” isn’t just 12 minutes—it’s money.
