Why Should You Invest In A Time Attendance System For Your Organization?
As a business owner or department head, monitoring your employees is very important. This is to determine how much value they are providing to your organization and get the best out of them. Most importantly, monitoring will help you improve or increase the productivity of your employees.
Years ago, teaching and monitoring of employees were done manually. Paper and pen were used or a designated person used to enter the presence of employees manually in the system. We don’t say that manual tracking is not effective but the chances of errors are very high because humans don’t always work with the same mindset. They tend to miss out on something while recording the attendance of the employees. So, it’s time to switch to a time attendance system. You should forget the manual entry and put the machine to work.
With a time attendance system, you will get the following information about the employees:
- Work time, which includes starting and ending hours of their shifts
- Break and meal times
- Off days
- Tasks and productivity, if used in different departments of your organization
Benefits of a time attendance system to your organization
The system simplifies the payroll
Payroll depends on the employees’ daily attendance, including the time when they come and leave the organization. It’s not that an employee will get the salary if he is just present in the office, no matter what the time is.
With a time attendance system, you will know when and at what time employees were present and the hours they have spent in the office. You will get the complete data, lessening the burden of the lengthy task of payroll preparation. It means the right salary will be credited to your employees’ bank accounts at the right time.
The system helps in lawsuits prevention
A safety audit is often conducted by authorities on the employers to know how they are functioning and if they are giving the right remuneration to their employees. Most importantly, the employers are audited to know the number of employees working under them and if all the rules related to it are followed.
With a time attendance system, you will be in the position to prove that you have the right combination and number of employees in the organization and the number of hours they are working for you. You will prove that employees are paid based on the hours they work, not more or less.
The system increases equality in the organization
Different employees are different nature-wise. Some employees reach the office on time, work hard all day long and leave the office completing the standard hours or more. While some employees come late to the office, take long breaks, and leave the office before time. This leads to moral issues in the employees who work hard and their 100% to the organization.
If this issue is left unattended, you will craft a culture of cheating in your organization. You will lose your hardworking employees, who are the back of your organization and have to work with unwanted employees. You cannot do this by manual attendance entry. The time attendance system will help you identify such employees and take strong action against them.
The system increases employee satisfaction
Initially, many employees will like the implementation of a time attendance system in your organization. They will feel restricted and pressurized. Most importantly, they will be worried about their freedom and flexibility in the workplace. Even the employees using the system for different purposes will find it difficult to adopt a new system.
It will take time but things will become easy for you as well as your employees. When the job will easier and the employees will get remuneration on time without miscalculation, they will feel satisfied. They will try to adopt the system and use it unhesitatingly.
Factors to consider when buying a time attendance system
The system should be accessed from anywhere and anytime
To check the attendance or availability of the employees, you don’t have to dig into the system. If you have to do this, the time attendance system will be of no use. It will take a long time to capture the details and prepare the file.
When you invest in a time attendance system, make sure it’s accessible from anywhere anytime. With this, it will be easy for you to track and access files from any device or location. This will save both time and money.
The system should include a leave management option
As already said, monitoring the employees doesn’t mean knowing their presence in the office. It includes their login and log-out times, half-days, and holidays along with leave balance in their accounts. These all details should be available in the system.
Without proper leave management, it will be difficult for you to calculate employees’ accurate compensation. You might end up deducting or adding more salary to the employees’ accounts. So, your time attendance system should include a leave management option.
The system should give customized reports
Some of the time attendance systems work on customized settings. It means you will get reports based on the code or formula-fed into the system. The parameters for the reports will be defined by the manufacturer and you have to follow the same. While some of the time attendance systems give customized reports. The codes or formulas are fed in these systems as well but you can make changes to get the required report format.
According to us, you should invest in a time attendance system that gives customized reports. With this, it will be easy for you to make changes as per your organization’s requirements. You don’t have to train your employees as per the system; instead, you will make changes in the system to make things easy for all.
A time attendance system will improve the quality and productivity of your organization. So, undoubtedly, you should invest in it.