actiPLANS: A Multipurpose
Attendance System For Your Team
Historically, attendance management process has been one of the most time-consuming parts of work-related activities for both employees and employers. Having dedicated staff members responsible for attendance control, using bulky time clock machines, and manually calculating work time increased companies’ expenses and impaired labor relationships. However, employers kept maintaining tedious routines to ensure thorough monitoring of employees’ presence at the workplace.
Today, when treating employees like responsible adults has proven to be more efficient than overseeing their every single step, thorough attendance management is still a must for employers. This implies configuring and enforcing an attendance policy that would ensure predictable availability of team members without creating unnecessary pressure.
An efficient and multipurpose attendance management system that works for different categories of employees is key here. It helps manage work processes with less effort, maintain healthy work environment, and plan work for future. In this article, we’ve collected some guidelines on how to choose and implement a system for monitoring and managing attendance.
Must-have features of an attendance management system
The first thing to define when choosing an attendance management system is what features you’ll be using. They depend on your company’s or team’s specific needs, but in general, the following ones ensure an easy attendance management procedure, reducing time and effort spent on monitoring and approving absences on the team.
Visual representation of absences
The ability to review all absences planned within a team on a visual chart speeds up planning of workloads and estimation of resource availability. While just a calendar view that shows future absences is usually not sufficient for estimation, planning and forecasting tasks, it helps managers to get a quick insight into available resources and possible bottlenecks.
Easy leave management
In most companies, absence management regulations only allow to take a leave with prior approval. Your attendance management tool should handle this procedure. Ideally, requesting a leave or time off work and approving the request needs to be as easy as possible and include all necessary information: the ability to add comments to leave requests and approvals/ rejections is a helpful feature that reduces time spent on communication around the planned leave.
Streamlining leave management also means automating time-off balance calculation. Manual calculation consumes time and implies errors. Automation of this process eliminates calculation errors and ensures timely changes in employees’ leave balances.
Reports provide a big picture of employees’ attendance, allowing managers to reveal trends and dynamics. They also can be used for monitoring everyone’s leave balances and take measures in case of negative balance values or too many accumulated and unused leave days. Having reports with detailed figures and charts with visual data summary representation is a time-saver for team managers, HRs and accountants. That’s why rich reporting functionality is important for successfully managing attendance on the team.
A system that can only be used from a desktop works fine for office employees but doesn’t solve attendance management problems in remote teams or teams with members in the field. Mobile access to the system allows employees to inform their managers and teammates about absences and eliminates the need to go to the office in order to arrange a leave or time off. So, an attendance management system should include a mobile app that allows to request leaves, inform colleagues on schedule changes and update employee’s availability.
How actiPLANS handles attendance management tasks
actiPLANS is a multipurpose attendance system that can be adapted to any team’s needs, depending on types of employees and work specifics. It works for office and distributed teams, field workers, interns, volunteers etc. Let’s see how actiPLANS can be used to manage attendance within your team.
In an office environment, work planning is usually a time-consuming task that requires a big-picture overview of available workforce for any specific period. Here’s where the ability to create a visual vacation schedule in actiPLANS helps: it allows to quickly review resource availability and plan work accordingly.
actiPLANS also keeps a detailed log of past leaves that can be represented in various forms. It helps managers analyze trends, allowing to forecast the volume of unplanned absences for the future. Historical data is also necessary for reference in case of any misunderstandings or possible conflicts related to leave time entitlement.
Remote and field workers
In remote teams, monitoring employees’ presence at the workplace, absences and tardiness is always a struggle for managers. actiPLANS offers an easy way to control this without introducing micromanagement: employees’ absence notes and current leaves are clearly visible on the leave schedule and in reports. All necessary details that employees can add to comments provide a clear picture of tardiness and absence reasons and reduce managers’ effort spent on monitoring employees’ attendance at remote locations.
Students and interns
Managing interns within teams sometimes requires more effort than managing regular employees. Being unfamiliar with common practices and culture at the workplace yet, students and interns require additional time for onboarding. actiPLANS, being simple and intuitive, significantly reduces the time spent on it. Designed according to the “no instructions required” concept, it provides an easy start and a good user experience.
What’s more, actiPLANS mobile app provides the freedom of self-service, allowing users to log their absences from anywhere, and eliminates the need of micromanagement. This helps managers create a healthy work environment and maintain productive workplace culture where young professionals can easily adapt to the norms in the office.
Volunteers and part-time employees
The most common problem with managing attendance of volunteers and part-time workers is taking into account their individual absence entitlement. Managing this manually inevitably turns into a nightmare, as errors and discrepancies invite labor conflicts – not to mention enormous time amounts spent on calculation.
actiPLANS solves this problem, allowing managers to configure individual time-off balances for each employee, so that earned and taken leaves are calculated automatically by the system. actiPLANS also provides a clear picture of their balance accruals and spent leave time for each user, which adds transparency to leave management process.
Implementing a multipurpose attendance system that works for each employee category is a wise way to organize efficient attendance management within a team. Automation features, clear visual views and access from anywhere make the process easy for all its parties, eliminating the need of micromanagement and allowing managers to focus on other important tasks.
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