Introduction
Companies needs to pay particular attention to the issue of the effective tracking of employee attendance. If regular and punctual attendances from the employees of an organization are guaranteed, schedules, timelines, customers’ servicing, and salary costs are also guaranteed.
But attending tracking could become one of the biggest tasks as far as one does not have proper systems to support it. Document-based workflows and spreadsheets used to track information may be tediously managed and handled. There lie possibilities whereby some people can take advantage of these policies in a wrong way.
Also, these records offer almost no specifics when it comes to the employees, let alone any form of identification or supervision. Fortunately, with the help of modern technology, the workload of attendance monitoring is not as demanding as one might imagine.
You are in the right place, read further to understand, how the attendance tracking procedures’ modernization helps your organizational needs.
Choose User-Friendly Attendance Tracking Software
The correct attendance tracking system helps the manager work less while making the process easier on the employees. When evaluating software, ensure the solution you select has the following user-friendly qualities:When evaluating software, ensure the solution you select has the following user-friendly qualities:
Easy Check-In Options
If employees can quickly check-in every morning on arrival at work, then they will be very pleased to follow the attendance procedures.
Look for systems with:
- Mobile app check-in: The possibility of using a smartphone is provided to employees to check in as soon as they get to the meeting point. GPS coordinates validate location.
- Self-service kiosks: Employees clock in by using their employee identification cards than scanning on a card reader.
- Biometric scans: Biometric authentication such as finger print, face or iris scanners do away with the need for identification numbers.
- SMS text codes: Employees use a code in the text system to confirm arrival at the workplace.
Flexibility to Accommodate Diverse Workflows
Contemporary employees can have flexible hours and workspace.
The best systems can:
- Document entries made from different locations
- Record and schedule shifts, especially; They may be flexible or unpredictable
- Provide provisions for job sharing, contract workers and other workers of that nature
- To notify the administration of any overtime or early/late arrival of students.
Flexibility to model a various number of working days and hours results in managers having clear records and employees feeling trusted when working flexibly.
User Permissions and Access
Workers should only be able to view their own record of attendance while a manager should be able to view records of all employees under him or her. Some of the roles that users assume have the privileges to log in include preventing any alterations and modifications that may lead to distortion of data.
Automate Attendance Data Collection
Most manual systems meant for collecting the attendance are highly prone for manual errors. One common challenge is that, for instance, an employee may enter the wrong hours, or a manager may make a mistake when calculating.
Automated systems remove human error by:
- Incorporating the punch into check-in devices such as mobile application, biometric devices etc.
- Automatically calculating hours by considering the check-in and check-out timetable.
- Reminds employees when they try to punch an invalid password
- This is a real-time way of letting the managers know of the attendance problems that are happening in their organization.
The ideal capture of records through automation suggests that payroll can be handled correctly and as expected. Also, using this system, managers, for example, are notified instantly in situations where employees sign in late, sign out early or do not show up at all.
Provide Visibility with Attendance Dashboards
By creating attendance dashboards, the managers as well as the working staff get real-time information possession. Integrated systems also help to eliminate time-consuming and labor-intensive tasks while introducing openness at the managerial level and increasing trust among employees.
Key capabilities include:
Manager Dashboards
- Brief overview of the group members’ presence
- Buttons to navigate through either by date or any other attribute to check timecard values
While the software is generally intuitive and user-friendly, it offers the employer the ability to either approve or edit punches.
Here are the possible signals that an employer may give when the employees are getting close to overtime. Create alerts for any form of absence that doesn’t fall under the planned type.
Employee Portals
- Monitor your company’s worked hours and time off balances
- Make a request for time off as well as shift swaps
- It is also significant to receive alerts on unapproved absence.
- Record of the timecard with entries that display change or editing.
Visibility fosters confidence as employees are aware of schedules and take personal responsibility on the issue. Moreover, it also helps managers spend less time replying to complaints that come up, instead of preventing them.
Standardize Attendance Policies and Automate Enforcement
This is because, different policies that are implemented in different organizations are very much complex and most often than not, result in a lot of accusation of bias.
Modern time and attendance systems help by:
Specifying Standard Rules
Configure policies for:
- Preemption – the option of being allowed some more time before considering the status as late
- Time required to obtain approvals for time-off preferences
In this case, the following subtopics are involved:
- Penalties for lateness 10:10:00 * Exemptions from penalties for being late
Automating Policy Enforcement
The system automatically:
- Cancels and applies penalties for extraneous occurrences such as late arrival, unauthorized absence etc
- Subtracts time from the total accumulated sick/vacation balances
- Increases disciplinary actions/verbal reprimands based on the policy
It is a policy that ensures that changes on timecards are limited after the payroll has been locked.
Workers often like it as they know what to expect and on the other hand managers get to align their company and operations.
Track and Encourage Attendance with Gamification
Gamification is the use of mechanisms that are employed in games in order to elicit certain behaviors. For attendance, this includes:
Perfect Attendance Recognition
Highlight top performers with:
Such perks as gifts, or honor rolls for a particular class or session for students who have not missed a single day.
- Monthly/quarterly prize drawings
This newsletter is a way of giving shoutouts to employees of the company.
Leaderboards
Post dashboards showing:
doing all the ‘right things’ by the company
- Teams with the most attendance over the weeks
Attendance Improvement Tracking
For strugglers, track:
- This means that late arrivals have been reduced both at the college and the student information systems.
- Higher percentage over 30 / 60 / 90 school day attendance
Such moderation fosters interaction and discourages work-related truancy among employees.
Choose Integrations to Streamline HR Processes
The fact that attendance solutions are not developed in isolation means that they are influenced by the environment in which they are implemented.
To maximize efficiency gains:
If possible, it is recommended to select systems that have open APIs to make integration less complicated.
- Integrate into the payroll so that hours can smoothly move each pay period
- Retrospective integration with existing Dongan door access control and badging systems
Scheduling should be incorporated in the system in order to be able to have the right number of staff to offer services to the clients at any given time.
Bi-directional links eliminate the issue of data silos and redundancy, and by situating attendance tracking under the HR management umbrella, it is marketed as an organizational enhancement.
Conclusion
Since employee attendance is critical in realization of organizational objectives, it is only logical that current systems be adopted for tracking purposes as they are efficient, easy to use and accurate. The payoff is obtained through having a increase in the productivity of the workforce.
