Manual leave management is a daunting task for HR.
Because it consumes a significant amount of time in leave management, and a small mistake can cause disasters like resource crunch, payroll processing errors, and legal complications. Which may further lead to many problems?
How HR can handle these prominent leave management problems?
A web-based leave management system is a perfect solution for HR to handle leave requests.
Because a web-based leave management system itself will keep a track of all leaves requests and maintains records.
Before we dive deep you need to first understand the leave management system.
What is a leave management system?
A leave management system is an all-in-one platform to manage the leaves of an employee ensuring the smooth functioning of their operations. It covers everything from leave requests, it's processing, and approval. This was managed manually earlier but with time now organizations have realized the importance of web/automated leave management systems.
Does the leave management system for small business provide any benefits to the organization?
What are the advantages of leave and attendance management systems?
Here are some of the advantages of leave and attendance management systems:
1. Ease of use
Manual management of leaves is a tough task. The automated leave management system has made the leave process simple. It gives a clear view of who has worked and who doesn’t, without having to open books or spreadsheets.
2. Multiple attendances capturing methods
Employees can capture attendance from multiple sources
- They can log in to the employee portal and mark their attendance.
- They can capture their attendance in the biometric device
- Kiosk mode in which an employee can mark his/her attendance using the pin number or swiping the ID card
3. Leave policies
You can configure different policies as per organizations' leave policy. Like sick leave, compensatory leave, unpaid leave, etc. This makes employees aware of the organization's leave policy. As a result, it makes smooth working within HR and the teams.
4. Better decision making
This is a very important feature for employees and managers. The automated leave management system eliminates paperwork and manual interventions to leave approval. Leave charts will give a clear view to managers who all have taken leave for a certain period of time. How many leave requests are pending for approval?
Managers can see the leave dashboard and analyze whose leaves will affect which project. So they take a judicious decision while accepting or rejecting leave of employees. They can also see whether leave rules are followed or not.
5. Real-time tracking
With a cloud-based attendance management system, it’s possible to track real-time and provide the input for payroll processing. This helps in managing payment schedules and makes all data accessible in real-time.
As a manager, you can create a “scheduled versus actual” report to adjust work schedules and direct workforce exercises progressively.
Automated leave management system records all the leaves, complex vacations accurately, and easily. Thus it provides accurate information about leave balances, leaves trends, etc. which allows forecasting of available resources at any time.
Also, accurate data eliminates costly errors and provide accurate performance and payroll data.
The automated leave management system provides flexibility to check all planned and unplanned absences. You can generate the complete report on hours worked, absences, overtime, and get a monthly summary report for any of the data/groups within the organization.
You can generate any customized report with centralized data to improve visibility and transparency within the organization. Managers and supervisors can also generate the report and share their holiday information with others. Thus they show the approval or rejection of leaves more transparent.
This creates trust and shows transparency to its employees on how the organization operates.
Today employees are working from the office, from home, or at remote locations. In such cases attendance management systems allow organizations to track employee time using a variety of time clocking alternatives.
For example, Cell phones, internet networks, swiping advancements, biometric devices or desktop readers easily.
An attendance management system helps to manage the attendance and keep track of the attendance and working hours of the employees. It stops inaccurate time reporting, buddy punching, absenteeism, tardiness, time abuse, and overpayment. Thus it saves cost per employee after implementing automated attendance management systems.
Recording time and attendance manually is a tedious task. With the implementation of an attendance management system, you can focus on other important matters. Also, employees can apply for leaves without much hindrance or tension.
So jointly leave and attendance management system free up precious administration time and helps in optimizing the use of resources leading to increased productivity and improves profits.
11. Hassle-free workflow management
An integrated attendance management system makes the data clearly visible. Thus it eases the workflow of payrolls, leaves, and performance reviews. When someone applies for leaves, notifications/alerts are automated that will help the manager to approve requests for early departure, overtime, etc., immediately without any communication.
The same concept can be used in task scheduling. Wherewith a few clicks, an automated attendance management system can help oversee plans, divide work, and track shift swaps. It can also help you to forecast the remaining tasks at hand, resources, and budgets.
12. Integration / Configuration
As per your need, you can select the attendance management system. Like the biometric device, swiping system, etc., these will capture GPS- based attendance with mobile applications.
You can create attendance policies based on organizational needs with time and attendance tracking systems. Individual setup for each attendance shift can also be done.
Today attendance management systems are working around exceptionally secure frameworks and design. In particular, biometric systems are highly reliable and secure and can help prevent robbery and reduce regulatory expenses from overlooked PINs and lost ID cards. These frameworks are of specific utility to organizations where security is a prime concern.
Time records happen automatically for employees with an automated attendance management system. The same data goes to the payroll department. Thus as per the regulations, employers don’t find any conflict with the time recorded data and the salary processed for their employees. Hence no non-compliance and fines.
Thus automated attendance management system integrated with payroll simplifies this process while making it seamless. Also, accurate records save the enormous cost of an organization in overtime payment.
15. How web-based leave management system help?
A web-based leave management system can be accessed from anywhere, any time, and any device that has a web browser.
Employees can request leave from either desk or from home. The leave request then reflects their superior for approval. He can view and approve leave requests in real-time.
The system will automatically track employee leave requests and evaluate it against the leave balance in their chart. The system will keep a track of all approved, rejected, and pending leave applications and maintain records as required.
Thus web-based leave management system helps in many ways:
- Planning resources and anticipating leave impact on scheduled tasks
- Better decision making to support business goals
- Improves discipline by enforcing leave policies fairly and accurately
- Automates the entire leave process within a company
- Improve productivity by enabling employees to focus on the important tasks
- Increases operational agility and efficiency
- Improve employee morale and engagement
- Streamline compliance with leave policy
- Offers real-time visibility of data
- Eliminates excessive paperwork
Like the leave management system, an attendance management system is also important to record the accurate time of all the employees.
Having a tool or online time tracking software is always good for your business. But along with that, you need to educate your employees on how and when they should track their time?
It is possible only when you have written a policy that covers all the rules that your employees need to follow.
How to implement time tracking policy in the workplace?
People show resistance to any change. Though it will be beneficial for them, like time tracking improves productivity, helps identify inefficiencies, helps estimate projects accurately, etc. But you need to communicate and sell your employees on these benefits so they realize that this new tracking system in the best interests and not some scheme you have concocted to keep tabs on them.
Here are a few tips for implementing time-tracking policy for your business
Lead from the front
What you expect others to do, you need to lead by doing it first. So you first adopt the new time tracking software your team will follow you.
Train the team
If employees need some help with the time tracking software. You should help them by creating some tutorials explaining each step. You can also create videos solving each problem as it comes up.
Share client appreciation
Whenever a client appreciates you on the benefits of the time tracking system. You should pass this appreciation to your team. The team will get motivated and feel happy that the usage of the newly introduced system is bringing positive results.
Demonstrate improved visibility
Instead of explaining the team about the benefits of tracking time online, you show them. Sit with the team and show them how online time tracking will change the project quotation, invoicing and project management efforts. Later this data can be reported on to give you all how it is improving the business performance. Thus you can create a sense of ownership within the team in the business.
This is the best way of sharing knowledge and scaling others up to the expected level. For that pair up with those who are most resistant with other team members who know the program well. This way each known person will bring the rest of the team at the required pace.
This attracts employees and creates competition with the team to prove themselves. I appreciate their hard work for learning online time tracking software. Treat them to lunch or allow them to go early sometime once they are all at the same speed.
With a web-based leave management system you can manage leaves easily and hassle-free. You can maintain a positive employer-employee relationship without affecting productivity.
Likewise, the attendance management system is a web-based solution that helps in timekeeping. You can keep records of your employees who are punctual and always coming on time. Instantly you can view the total number of employees presence.
Review your present leave and attendance management systems. If you are still equipped with the manual process of handling leave requests. Then revamping leave and attendance management systems will improve your productivity and efficiency.