Attendance management is the act of managing attendance or presence in the work environment in order to minimize the loss of employees’ working time. These applications focus on basic rules of presence, identification, time and location. Companies use a variety of methods, from an access card and spreadsheet calculations to automated attendance management systems and biometric devices to manage employee attendance.
Attendance management is a critical function of human resources and it is important to manage attendance so that you have control over employee work time to minimize employee downtime in your organization. A good participation rate in an organization reflects a good employee work culture.
Payroll processing uses employee attendance data, so it is important to maintain the accuracy of all accounts. Although attendance rates correspond to salaries, staff are often reluctant to take on the task of recording attendance. If you ask why, it’s because manual attendance tracking is the most difficult task, and employees make mistakes more often. In addition, who would be interested in filling out time sheets every day and checking them before sending them to the payroll department?
Manual attendance tracking system should be removed from staff members’, In order to maintain accuracy and the huge burden of completing time sheets. Instead, implement a technology-based attendance tracking system. This will be the first step in implementing best practices for tracking attendance by staff.
Top 6 practices for effective employee attendance tracking
1. Use an automated attendance tracking system
Maintaining accurate and timely timekeeping for payroll purposes is the most challenging of manual time tracking tasks. If the approval process of an organization’s documents requires different stages of review, this will result in further delays in the processing of payroll records. On the other hand, an automated attendance tracking system allows for the rapid recording of attendance data that can be obtained instantly by interested bodies for approval. It also speeds up the processing of payrolls by providing accurate and timely attendance data to staff.
2. Select a system that allows you to integrate with other applications.
Attendance processing is only effective if it is done in real time. Employees and managers should solve problems as soon as possible, not at the end of the month. Also, attendance records play a huge role in payroll and other processes. It’s always easy to work with payrolls when you can integrate attendance tracking software into payroll management software and the like. Integration is one of the factors that determine the effectiveness of the software. It also helps to consolidate tasks.
Investing in employee management software can now save your company and your employees’ valuable time. You can automate, employees’ attendance and time tracking to stand alone payroll. Though tracking down the number of hours they worked against the number of tasks they have completed, you can measure the efficiency or the quality of their work. Not only the immediate manager but also all the managers or supervisors in the hierarchy can check each employees’ assigned tasks and progress.
The IceHrm software is one of the best HR software which supports, leave management, training, attendance and time tracking, payroll management and so many other features. The IceHrm attendance management module handles all aspects easily and efficiently. You can experience bliss when attendance, vacation, and payroll are seamlessly integrated.
3. Use a system that is convenient for your employees.
You spend a lot of money to purchase a tracking system for your organization, it makes no sense if it is a complicated system that you or your employees fail to use it. So always look for a less complicated and convenient attendance control system. Also, consider the organization’s unique needs when purchasing the attendance management system.
Provide technical training for your employees if need in order to avoid confusion among them, especially among those who aren’t technically proficient.
4. Web-based system
With web-based software that monitors, collects, stores and displays current time sheets, HR managers can get rid of spreadsheets and paper files. Timesheets and employee attendance data can be stored in a centralized cloud-based presence management system. An efficient automated HR system will allow;
· Increase in accuracy
· Ensuring data integrity
· Increasing the productivity of employees
· Reduced administrative overhead costs
· Reduced administrative costs and expenses
· Increasing the efficiency of HR-specialists’ work
A web-based presence management system eliminates missed frames, incorrect time entries and maintains accurate presence records with little or no monitoring. Employees do not need to scroll through the stacks of time sheets to process payrolls or restore staff time. The web-based system displays all the necessary time information in a single interface and saves time and effort for HR managers when manually storing, maintaining and analyzing all attendance records.
5. Enable employees and managers to evaluate their progress
When employees can access information about their working hours and attendance, they will still be able to see the results of their work. So they can evaluate their work progress and work harder. Self-service decisions also allow managers to analyze and validate attendance data. Managers can check the number of leaves, leave patterns, work progress and etc. This will allow managers to evaluate employees work progress also give them possible solutions if need.
In short, implementing a self-service solution gives employees the freedom to look at their performance and hard work in the future. Also, this helps to lead effective communication between managers and employees.
In concludes choosing an attendance tracking system that is easy to set up and integrate with other applications can help you solve virtually any attendance tracking problem. An effective employee tracking system plays an important role in improving productivity and thus increasing your company’s chances of success.