Do you remember the old fashioned ‘clock in and clock out’ punch cards? While it worked, it was chaotic, easily manipulated, and not the most efficient way to keep track of hours worked and employees’ movements. With the technological advancements over the years, there’s now a neat solution: modern time and attendance software. Time and attendance systems are more advanced and sophisticated versions of the classic time clock.
We live in a time where organisations and your employees are operating across different time zones, employees are working all kinds of shift patterns and remote working is commonplace. This is making it increasingly difficult for employers to have insight into employee attendance. Time and attendance systems are used by organisations of all sizes, across a range of industries to ensure accuracy of employee’s time and attendance, pay and absence requests. It also allows businesses a greater degree of control over labour costs, freeing them to drive up productivity and profitability.
If you are just in the process of looking for such a system, you may not know where to start. Daunting? We know. But if you are considering a time and attendance system for your business, then here are some points to think about before you invest.
What are the expectations of your time and attendance system?
The first thing you need to think about are your expectations. What are your current challenges, and what needs to change in order to ensure that your business runs most efficiently? Some examples of current challenges might include:
- Your employees constantly having to query their pay
- Holidays taking longer than they should to be approved
- Productivity within your organisation could be improved
- It is taking longer than it should for managers to approve or plan their teams’ working hours
If you find yourself answering ‘yes’ to the above examples, then you might just be in need of a time management system. It may seem counterintuitive to spend time thinking about the challenges you face while they continue to build up, but taking time to tot up your pain points will help you when it comes to choosing the right solution the first time. The solution you choose should make your business more efficient and meet your needs, not bring additional headaches.
The top 5 benefits of a Time & Attendance system
#1 Your employees have more structure
Clocking-in systems give you and your workforce a more defined sense of structure around the working day. In addition to this, it also gives you the added benefit of greater visibility of developing patterns concerning time and attendance. Being able to identify employees who are either habitually late or make a habit of working overtime, can help you and your team shape discussions around effective management. Clocking-in is effective whether you’re using it on-premise or, as current circumstances may require, via cloud-based time and attendance software to manage your remote workforce. Remote solutions also allow greater visibility of workers who exist outside of the normal order of operations; such as field engineers or drivers who aren’t normally expected to begin their working day at a fixed location.
#2 Employers have more accurate time and attendance information
An electronic time and attendance system collects reams of data about an organisation’s timekeeping practices. Through it, employers can learn exactly when employees are late or absent, and they’ll know the extent of the problem too. The Bradford factor reporting of sickness absences also allows employers to identify problem areas of habitual sickness. When employees are going to be absent, they can record their holidays on a unified system, so that management can plan around it. Self-service functionality and visibility of holiday requests and allowances help to alleviate strain on HR teams who are habitually answering such types of enquiries. Some employers may want proactive alerts that’ll notify them whenever employees have forgotten to clock out, straying into overtime or getting close to exceeding working hour regulations, allowing quick corrective action to be made.
#3 You can avoid costly payroll errors
Payroll errors can be significant for both employer and employee. Correcting payroll errors is commonly cited as a time-consuming task for HR managers. By utilising the automation that comes with a modern time and attendance system, human errors have less opportunity to slip in so you’ll spend less time identifying and correcting payroll errors. Our system integrates seamlessly with payroll systems, so that you’ll have a more accurate picture of your overall costs.
#4 Eliminates time fraud to save money
While an old-style clocking in card could be filled in and punched by just about anyone, a modern system requires a specific worker be there to present a thumb or fingerprint, authenticating the record with their unique biometrics. Thus, you can be sure that when the system says that a worker was present, they really were!
#5 Accurate time reports for accurate working hours
Much of the misreporting that goes hand-in-hand with traditional attendance systems is not a result of malice, but of simple unconscious bias. We’re all, after all, far more willing to round up if we’re asked to guess how many hours we’ve worked in a given day! The precise clock-in times recorded by a digital system eliminates this problem.
So, now you know some of the great benefits of a time and attendance in 2021. For a helping hand or if you are interested in any of our time and attendance software get in touch today.