It does not matter how much your employees love working with you, sooner or later they will need a vacation to clear up their head and spend some quality time with family and friends. It is good for both employees and the company that everyone in the office takes leave once in a while. However, in any case, vacation or a sick day leave, the work in the office is going to get complicated in the absence of the employee.
There are certain responsibilities that only specific employees can cater to and fill up the void; you either have to distribute the responsibilities among other employees or hire someone on a temporary basis. If the absence is called in the last minutes, things can get off-track completely. In lack of a proper system to track and manage paid employee leaves, you may even end up providing paid time off even when the employee has already used the benefits.
Lack of a proper leave management system is also bad for the employees. There have been several reports that stated employees often miss to take advantage of the available vacation days very often. There can be a number of reasons that include fear of lacking behind on a project or even failing in the eyes of the employer.
In the lack of off-time for the employees, the overall productivity can go down drastically. Without a break, the employees cannot function properly and often start to get distracted and depressed. In the long run, it hurts the company’s image in the market, and the customers begin to look for alternatives.
Understanding the importance of paid time off
To understand the importance of leave management you need to learn about the importance of paid leaves. The main aim of the paid vacation days is to offer the employees a break from the office environment and some time to recharge. Without such a break, there is always a risk of getting burned out. According to different studies, the employees who think that they do not have enough time to complete the task assigned to them or have unmanageable workload are more like to become burned out.
The issue here is not that they do not have the paid leaves or they cannot afford to take a break from work. The issue here is a lack of proper leave management system. Overtime and work-related stress lead to burnout that has a long term impact on the performance of the employees. Burnout makes the person feel drained and causes an inability to cope with the workload. In such cases, the employee often showcases the lack of energy to complete the task.
There is no denying the fact that such situations can cause harm to the well-being and work experience of your employees. It will sooner or later start to impact the quality of the work that will lead to unsatisfied customers. You might have heard about the employees who suddenly snapped at the customer for asking simple questions, and in the majority of the cases, it is because of the pressure they have to face on a daily basis. All such situations can be avoided with the help of a leave management system.
What Is a Leave Management System?
When it comes to employee burnout, the reasons can vary based on the factors involved. They can be related to work or personal life. However, if you try to build a positive work environment for your employees so that they can work together and complete the task efficiently, it will get easier to avoid burnout and deliver consistent results.
Understandably, your employees need to break from work, but at the same time, you would not want to risk any abuse of such policies. This is where a comprehensive and robust leave management system can help you in creating a safer and healthier workplace environment. The leave management system helps in keeping track of the leaves that the employee takes every year.
The scheduling option in such a system allows the employers to distribute the workload of the employee that is going on the leave in such a way that it helps in keeping it as simple as possible for the whole team. These tools also help in searching for the right replacements to fill the void created due to the absence of the said employee. It also helps in avoiding any accidentally paid time-off requests.
These tools are employee-facing, which means they will have control over the time off requests. The system will also help in avoiding different issues when employers offer unlimited time off, including confusion among the workers over who can take time off or any resentment among the teams.
With the help of an online leave management system in Mumbai, you can encourage employees to use the paid leaves appropriately. It will help in ensuring that the employees do not feel overwhelmed with the workload or feel guilty while using a paid leave. Also, with proper distribution of work, it will become easier for you to avoid any burned out situations while the employee is away. Let’s discuss the importance of leave management and its benefits.
Benefits of a Leave Management System
- Better employee engagement and satisfaction
A good leave management system will ensure that your employees are satisfied with the workplace. There will be less stress, and they will be able to manage their paid leaves with ease. It helps in bringing transparency between the management and the employees and reduces unscheduled, unexplained or frequent absenteeism.
- Reduced expenses
Leave and absence of employees may contribute up to 35 percent of the payroll of an organization. With the help of a leave management system in place, organizations of all sizes can implement the paid leaves based on their policies and reduce accidental allotment of paid leaves. Overall it will have a great impact on the finances of the company.
- Improved productivity
As the system will be automatic without any human intervention, the workforce will stay up to date all the time. There are options to integrate multiple organizational levels based on which you can a lot paid leaves. Because of the self-service functionality at both managerial and employee level, the dashboards provide complete information in one go without wasting much time. As the system will be mobile-ready, it makes it easier to access the records. The management can check the employee records from the managerial dashboard quickly and learn when the employee took the break last time. It will also show how much PTO is available for any said employee. All these options help in saving time at both management and employee level, thus help in increasing productivity.
- Better integration of the policies
It is essential for every organization that the employees only take the designated number of paid leaves every year. However, the management should also have the option to schedule and manage leaves as per the policies. There are cases when an employee can be offered additional leaves against extra time he or she has devoted for a project. At that time, the system should have the option to modify the paid leave schedule for the employee. These options help in better integration of the leave management system in the organization.
- Lesser number of errors
The management is always looking for ways to cut down the possibility of errors in HR, so ensure the correct calculation of yearly leaves. Any unexpected leaves raised by the employees can become a costly affair for the organization. Such unexpected behavior may lead to missing deadlines, delayed billing, unfinished tasks and unhappy customers. With the help of leave management system, the organization can reduce the possibility of errors in HR substantially.
- Improved HR practices
Leave management system eliminated the need for paper-based practices. Even if you are using Excel or online spreadsheets to manage leaves of the employees, the system will simplify it for you. Excel sheet based leave management can lead to errors and employees may also abuse the option. As these spreadsheets are not synced with the calendars, the managers are not often notified about the changes in the leave schedule on time. Also, in case of a breakdown at the admin computer, the whole worksheet will be lost forever.
- Compliance with the regulations
There are labor and employment laws at the federal and state level that the organizations have to comply with. Leave management system ensures that the company complies with the regulations to avoid any legal complications. The account and payroll departments will be better informed, and they will function in sync with each other.
- Informed decisions
As the management will be aware of the employees coming to the office any said day, they can manage the workload and distribute tasks with better understanding. It will not only help in improving productivity but will also help in improving the relationship between team members. As you will be well informed about the tasks in hand and upcoming deadlines, it is up to you to decide if you want to approve or decline the request for paid leave.
- Paid leave tracking
A good leave management system will make it easier for the management to track the paid leave and check who is absent, on vacation or is on sick leave. Based on the policies of the company, every paid or unpaid leave can be marked with ease.
- Improved planning for employees
With the help of a leave management system, the employees can be informed about the upcoming leaves applied by their co-workers, and they can plan their schedules accordingly. As they will be aware of any extra responsibility they have to face, they can plan their task in hand properly.
- Better communication
This system is capable of helping in creating better communication between the employee and the management. As everything will be automated, the management and employee can complete their tasks with ease without any stress or disturbance.
- Automation at its best
With the help of an online leave management system in Chennai, an organization of any size can take advantage of automation. From allotting additional work to the employees to hiring a temporary workforce to fill up the void, everything will enjoy the benefit of the automation. While the management will be aware of who all are entitled to the paid leaves, the employees can check anytime how many paid leaves are available in their quota.
Final words to remember…
For any organization, it is important to have a happy and satisfied workforce. An organization can’t flourish if the workforce is not happy. From time to time, the employees need to take leave so that they can recharge and spend some quality time with their family and friends. Most of the employees fail to take full advantage of the paid leaves at their office as they are often not aware of them or miss using them in time. With the help of a good online leave management system in Bangalore, you can solve such problems at the workplace and improve the employee experience. For more details, please contact us.