An essential part of managing your workforce is having an efficient method for tracking employee attendance. Without it, you risk being caught off-guard by unplanned absences and a lack of clarity about when employees will return to work. Furthermore, when you don’t have a full understanding of employee absences, you can end up with uneven shifts, which can increase the need for overtime from other employees. Before you know it, your labor costs are increasing while your workforce becomes less productive.
On the flip side, when you are fully informed about employee absences, whether for vacation, illness, jury duty, or another purpose, you can plan better and have more control over the daily flow of your employees’ work.
Six Benefits of an Attendance Management System:
Align attendance practices with company policy
Improve time and attendance accuracy
Track employee leaves
Maintain fully-staffed work shifts
Improve employee morale
Access employee time-off trends
An efficient attendance management system can help you manage your workforce in a more efficient way.
1. Align attendance practices with company policy
An attendance management system can help you identify areas where employee time off approaches or exceeds the policy limit for a specific category, such as vacation time or sick time. System reports allow you to see absences across your workforce in real time, so you can identify individuals who are approaching the time-off limits established by your time and attendance policy. You can also identify concerning absence patterns and take action to address it with the employee directly.
2. Improve time and attendance accuracy
While a spreadsheet or paper-based attendance tracking system may seem like an easy way to record employee absences, both are prone to errors and can result in disputes about how much time off an employee took and when. Conversely, an automated time and attendance system accurately captures all employee time off requests and call-ins, creating a reliable digital paper trail of employee absences year after year.
3. Track employee leaves
While the Federal Labor Standards Act (FLSA) leaves it up to employers to establish their own policies for paid time off, there are legal requirements for providing unpaid leaves, most notably, the Family Medical Leave Act (FMLA), which provides eligible employees with a specific amount of unpaid leave for illness or to care for a family member. An attendance management system can be configured to notify HR when an employee requests FMLA or other leave, so the request can be handled in compliance with legal guidelines. You can also add notes in the system to help you keep track of employees who are out for extended periods of time.
4. Maintain fully-staffed work shifts
An attendance management system can send real-time notifications right when an employee calls in an absence or late arrival, so you can take action to keep operations running.
Instead of being caught with a team that can’t work because of last-minute call-ins, you have the necessary information to reorganize a shift or schedule replacement workers. This capability is particularly helpful in a manufacturing environment, where the absence of just a few individuals could shut down production on an entire assembly line.
5. Improve employee morale
A good attendance management system makes things easier for your team - especially a text-based call-in solution that works on employees’ cell phones and makes it simple for employees to submit a time-off request or let a manager know they won’t be in. Employees feel better knowing they are supported and valued for their time when employers make things accessible to them.
6. Access employee time-off trends
Whether you supervise one large team in a central location or several teams of employees spread across multiple departments and locations, an attendance management system summarizes attendance data across the parameters of your workforce. As a result, you get greater visibility into historical absence trends, such as the most common absence types and the average absence duration. You can also compare trends by supervisor, location, and job code.
Realize the benefits of a real-time attendance management system
Managing your workforce requires constantly staying on top of staffing levels, operating schedules, and productivity goals. As a result, you need a reliable way of knowing who is working and who is absent. Make sure you choose the right attendance management system that works for you and your team.