Originally Published At Techimply April 19, 2021
If you are an existing user of the attendance management system or if you are planning to get one for yourself. We are here with the top 10 amazing tricks to get the most of the output from your attendance management system. Let us have a look over all.
Setting clear expectations for employees
It is helpful in drafting a clear attendance policy listing the rules and expectations as the first step to effective attendance management. It helps to run the business efficiently and reduce the unscheduled work. The policy should be capable of requesting the time off and the consequences of not following the attendance procedures. Before you draft the policy, you have to keep in mind the company culture to ensure consistency. Talking to employees, listening to expectations and ensuring that they fully understand the policy is a major thing.
Combining attendance and payroll
Managing the employee attendance accurately is important for the payroll. When there are errors in the attendance data, you may end up either overpaying or underpaying the payroll. Analyzing the attendance data manually to process the payroll can cause more mistakes and can also be time consuming, especially when the workforce is large and is at different locations. It can be helpful to integrate the HR software with payroll software. HR software calculates the working hours, loss of pay and overtime, making the payroll easier, accurate and more transparent.
Encouraging employees to manage attendance
Employees should be allowed to access the attendance and time off data at convenience. It reduces the questions of the employees regarding the HR department and also plans the work and vacations. Additionally, one should make the attendance policy accessible through the employee self-service portal. Using this information at disposal, the employees feel like they have more knowledge and control of the work lives. This can boost motivation and ultimately reduce turnover.
Rigid attendance policies can lead the employees to dislike their job and that can reduce morale. When employees are given little time off, it can lead to unscheduled absenteeism and the company’s bottom line may suffer. Hence it is essential to make the attendance policy flexible. It is important to consider and respect the concerns of employees. However, you should not allow things to get unbiased. To provide flexibility, you can give remote work options to the employees when they are not physically present at the workplace.
Using attendance tracker
Manual management of attendance was in yesteryears. Using the attendance tracker you can automate every aspect of the attendance management. The inconsistencies can be prevented as the attendance tracker can be easily integrated with the company’s other devices. Employees can log their working hours while working remotely using the suitable IP and geo-restrictions.
The employees should be allowed to take control over their attendance records through the self-service program. Such a program allows the team to be able to review the time purchases and can also request changes to confirm accuracy.
They will also be allowed to ask for time off. The staff members can check the remaining PTO balances at the time they like, instead of asking the HR manager again and again. This feature is very useful because when the employee plans a vacation or is not able to come due to any family problems.
If the employees work from home, from multiple offices or from the client locations, opt for the attendance tracking system that is easy to take on the go. Using the mobile app, the employees can clock in and out regardless of their place of working. Even if they don’t work from multiple locations, a mobile app can be useful in tracking the attendance more quickly. Also you never have to worry about installing the extra equipment such as a wall mounted time clock.
Even if you trust your employees, you need to ensure that they are only tracking their office time and no one else. It helps you to know that no one tries to take advantage of you. In such a case, opt for the system that allows to limit the clock access. Generally the software users are provided with two options:
Wi-Fi access restrictions ensure that the employees can only clock in and out if the mobile device is connected to the company’s internet network connection.
Limiting the access through geolocation makes sure that the employees can clock in and out when they are within a specific range of distance from the office.
The integration of biometric devices with the attendance management software allows the employees to track the attendance with the touch of finger using the biometric scanner. It is easy to make it convenient for employees but one of its drawbacks is inability to scan the figure if any dirt or moisture is present on it.
Using data security feature
The entries in the paper, manual registers can be easily tampered with and the reports on the spreadsheets are equally exposed to manipulation or destruction. The paperless operations are tamper-proof especially if the attendance management software is able to provide the role based access. One of the best features of the attendance management software india is security of the data with multiple layers of security and encryption.
If you have already used the attendance management software, you may be aware of a few of the benefits of using it but if you are still following the manual method of attendance, we suggest you take a step forward and move towards using the automated attendance management system.