What Is Workforce Optimization? Benefits and Top 5 Strategies

In the post-pandemic era, work culture is changing, and businesses are evolving. It might seem that little is under control, but some core processes vital to business operations can still be managed. The workforce is at the center of the changes that COVID-19 put into perspective. People are looking for better work-life balance, resignations are at an all-time high, and there is an increasing need for workforce optimization. Workforce Optimization (WFO) is what "work smarter, not harder" implies. It is about enabling employees to work at their best by streamlining various business operation processes. In this post, we will explore workforce optimization and strategies and techniques you can use to increase productivity with the same workforce.

What is Workforce Optimization?

According to Wikipedia"Workforce optimization (WFO) is a business strategy that integrates business performance considerations with workforce management. The strategy involves automating processes, data visibility, compliance on legislation, and solving business problems related to staffing." In simple terms, workforce optimization is a strategic management practice aiming to improve a company's employees' efficiency, performance, and productivity. Here, the ultimate goal is to streamline every possible process to create an environment for optimizing the existing workforce and achieving overall organizational success. Industries can benefit from effective workforce optimization strategies and it is a common practice in the IT and Human Resource sectors. Today, retail, manufacturing, and financial services utilize workforce optimization techniques to improve productivity and revenues. Here the common approach is to monitor a specific position's activity to anticipate the number of employees required to meet the forecasted requirement. However, you must not confuse WFO with Lean Six Sigma, Agile, or other optimization methodologies that organizations use to make processes and people more productive. Instead, WFO combines most of these methodologies with a unique approach to streamline the workforce for boosted productivity. Software companies offer WFO in their products to help industries with workforce management through quality monitoring, eLearning, liability recording, surveying, coaching, and performance management. You can use workforce optimization to streamline many business operations, including automation, legislation compliance, customer service, and solving business problems.

What are the benefits of workforce optimization?

Workforce optimization allows companies to get the most out of the talent available and adds agility and cost efficiency needed to succeed. Let's check out some significant benefits of implementing workforce optimization strategies in your company.

1. Increased efficiency and productivity

Optimizing the workforce to keep its productivity and efficiency high is essential. With workforce optimization, you can engage talent and encourage them to deliver increased output. Through analytics and insights, you can track the performance of individual workers and prioritize ways to help them improve daily, weekly, monthly, and yearly. With a streamlined work environment, straightforward onboarding process, and positive work environment, employees can perform at their best without feeling burnout. It also encourages employees to contribute to company goals with their self-motivated efforts.

2. Staff management to reduce costs and improve savings

Proper staffing is necessary to ensure that the required number of employees is always available on the floor. That being said, it does not imply that you overstaff. Both overstaffing and understaffing can be the cause of loss for a business. Work optimization offers many cost savings opportunities. The most important benefits include:
  • Flexibility in hiring the right talent can help you lower the overall payroll costs and reduce the time spent on recruiting activities. Workforce optimization can help companies discover the requirements for a position and match it against available talent.
  • With WFO, you can significantly reduce the risk of worker misclassification, avoiding costly lawsuits, fines, and penalties. It is essential if your company operates in multiple markets with varying employee laws.
  • It also creates opportunities to provide better customer service as a company can offer the best customer service with the optimal number of employees. It also creates opportunities for up-selling and cross-selling.
  • Workforce optimization techniques also automate many business processes and offer real-time guidance and actionable insights. This data helps create more revenue opportunities.

3. Improved customer service and retention

As mentioned above, when you have optimized the workforce with the correct number of staff, you can offer excellent customer service. It enables companies to resolve customer queries efficiently and faster. This is how WFO helps provide a good customer experience. WFO solutions allow companies to analyze their communications with customers to understand the root cause of their behavior. It helps them to frame strategies that retain customers in the long run. When you know your customers and their behavior, you can act faster to service their needs. When you respond to customers' complaints faster and offer them improved satisfaction, they are most likely to return. Now that you understand how beneficial it can be to optimize the workforce let's discuss some critical workforce optimization strategies to implement at your workplace.

5 Workforce optimization strategies

The strategies we picked are tested to be effective in any work environment. Whether your company is in IT or manufacturing, you can trust these techniques for a more streamlined workforce.

1. Scheduling employees efficiently

For the success of any organization, it is essential to schedule employees efficiently. Companies rely on manual workforce scheduling, which is time-consuming, prone to errors, and too tedious for HR. Software solutions like Truein provide a highly cohesive and efficient time and attendance management system for companies that can be used for scheduling employees efficiently. When a company increases operations like production and manufacturing, the staff gets busy. It makes it challenging to manage a workforce. Overtime can be expensive, and so can be regular absenteeism. You can be left with stalled production or too much workforce without proper scheduling. Scheduling employees is one of the most impactful workforce optimization strategies to ensure that enough employees are available on the floor during every shift. It will also ensure that workload is distributed optimally. Truein face recognition attendance system can help schedule employees for manufacturing, supply chain, warehouse, and retail companies. Our technology is cloud-based and uses AI to manage staff timing to keep HR managers informed of the workforce attendance in real-time. Managers and supervisors can use the Truein dashboard to assign tasks, manage leaves, and create or update shifts.

2. Time management and attendance tracking

For a company, time is of the essence. It is the most valuable asset to manage as it cannot be replaced or regained. All tasks and business operations must be completed on time. Managers and supervisors must know what's going on and where the employees are at a given time. Again, there are many ways to achieve this. Modern attendance software applications can track time and attendance most accurately. Truein is one such attendance system that companies across industries can use for their time management needs. If you are facing a tough time deciding if you need an attendance system for workforce optimization, then ask yourself these questions:
  • Are your employees regular with attendance?
  • Are there measures to prevent malpractices like buddy punching and time theft?
  • How easy and fast is taking time and attendance management decisions like attendance regularization?
Think of the more incredible picture here. With a time and attendance management system like Truein, HR managers can look at the scheduling numbers for the entire workforce. It enables them to use analytics to ensure all shifts are adequately staffed, and employees are allotted tasks proportionately.

3. Monitor performance and Task completion

The above two workforce optimization strategies help ensure that scheduling and time tracking is in place, but making employees punctual is not enough; you also have to optimize how they use their time during the shift. You can use task tracking tools like Salesforce, Asana, Trello, and Jira. This software as a service (SaaS) solution helps improve employee productivity by tracking their progress. Depending on your business requirements, you can pick a real-time task tracking tool to monitor performance to keep managers informed of a worker's performance at work. Monitoring the performance of the workforce is essential, but it must not feel too invasive as it can stress employees. Task tracking tools are low-stress solutions to gauge the performance of the force. Managers can control an employee's performance as they have access to insights like how they spend their time at work, whether they take longer than anticipated to complete tasks, and whether they are meeting their day-to-day responsibilities. This workforce optimization technique can help HR managers determine if someone is struggling at their job or if an employee performs better than their peers. It is an incredible improvement over old-school Excel spreadsheets for tracking workforce performance.

4. Improve communications between managers and employees

Effective communication between employees and managers is required for workplace success. It should not only be limited to just the job requirement and assignments. Genuinely productive and collaborative teams also communicate about improving the job's success. For workforce optimization, it is essential to create open channels of employee-manager communication to help understand the company's direction, goals, visions, and values. It will help them identify their work responsibilities to add value to the company. Implementing tools like Trello and Jira add value to the employee-manager communication. With such workforce optimization practices, managers can measure an employee's performance and productivity and take measures to help them overcome challenges and improve. Practical WFO tools help break down employees' strengths and weaknesses such that they can be prioritized as per the assignments. Ultimately, these tools allow HR managers to measure the outputs of the workforce and successfully increase productivity. This is not even the best part of improving employee-manager communication. More importantly, it helps managers and workers know the status of a project and eliminates the need to track down the level of individual contributions.

5. Adopt Cost-Effective Operations

Cutting costs doesn't mean implementing cheaper solutions but instead identifying the sources of wasteful spending and processes that do not align with the company's goals. When you create solutions to implement cost-effective operations, you make it possible to reallocate resources and streamline processes necessary for the business, such as customer satisfaction and retention. It will eventually improve revenues. How do you make operations cost-effective? Dissect the customer feedback data to understand how their experience can be improved. Pay attention to what's working but analyzing what's not working is equally important. Do not stick to customer service because of the status quo. Ditch old habits if they are not working anymore. Workforce optimization is about being honest while looking inward and making tough decisions to deliver results. If you find instances where workers aren't meeting all of their numbers, it's time to make some serious adjustments.

Conclusion

Workforce optimization is multiple factors working together to boost the company's productivity and help employees perform at their best. It is not an overnight task, but successful workforce optimization requires time to work out processes and systems that will serve the purpose in the long run. The objective is to streamline operations and model a sleeker workforce that will save much money and other resources. We hope this guide will serve as the right resource to initiate work optimization strategies in your company to cut costs and improve efficiency.
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Rotating Shift – A Complete Guide

As a manager, an essential part of your job is to put the best schedule to allow workers to be more productive without overworking. But scheduling can get tricky when you move beyond the standard 9-to-5 work shift to accommodate increased demand. As the demand for production is increasing, and you need to make complex schedules, many things must be considered. If you cannot correctly schedule shifts, workers might complain. Poorly designed shifts can cost physical and mental pain to the employees. Also, a few absences can fail the entire shift without proper planning. HR managers need to learn about rotating shifts and how to prepare one effectively. In this article, we are about to discuss how to create a rotating shift schedule depending on the company's nature of work. We will focus on tips on how you can create a rotational scheduling system that protects workers' health and productivity and benefits your organization in the long run.

What are Rotating Shifts?

Rotating shifts are simply schedules that regularly change over time. The most common example of rotating shifts is how workers work in the manufacturing industry in the country. Most production workers have rotating shifts in which they work six days a week between night and day shifts. In other sectors, such as construction and mining, workers work eight-hour shifts that rotate from 6 AM to 2 PM, 2 PM to 10 PM, and 10 PM to 6 AM. The workers switch between the shifts weekly, so they are not overworked, and the production continues without a break. Rotating shifts is supposed to help workers have a better work-life balance, but more often, it isolates them. An employee rotation schedule requires workers to reconfigure family responsibilities and reset sleep schedules, making it difficult to have a social life and connect with friends. This can lead to isolation and a lack of human connection. HR managers must be careful while creating rotating shift schedules as researchers suggest that poorly planned rotating shifts can cause severe mental and physical health risks such as weight gain, insomnia, depression, and anxiety. Given the magnitude of the dangers involved for workers working in a rotating shift, managers must do everything possible to ensure the safety and well-being of the employees. It is interesting to note that even with such risk associated with rotating shifts, a large workforce works in such schedules. According to a study by the Bureau of Labor Statistics, an estimated 2.4% of the working population works rotating shifts. Let's examine rotating shifts' ins and outs to understand why companies make employee rotation schedules.

Why is a rotating shift required?

For many businesses, it is vital to maintain 24-hour operations to deliver customer service. Industries such as transportation, manufacturing, hospitality, customer service, construction, etc., usually require staffing outside the traditional 9-to-5 schedule. These organizations rely on rotating shifts to meet their staffing demands. Rotating shifts are also required when employees need to be trained about different facets of the business. For instance, in manufacturing industries, employees might need to be prepared to work on the floor, do maintenance work, and if the situation requires operating CNC machines. Making them work through rotating shifts trains them in all these domains.

How do rotating shifts work?

A rotating schedule does imply changed shifts, but it is done cyclically. Your company can schedule a morning shift, an afternoon shift, an evening shift, and an overnight shift. You can create an employee rotation schedule to allow workers to work each shift over time so you can maintain business operations 24/7. A rotating schedule means that workers will work in a particular shift over a set amount of time. It depends on the business nature and preference of how workers are rotated through the shifts. Managers can decide how to make a rotating schedule - whether they want to put employees on a rotating schedule in which they work the same shift on different days (rotation of days), or they want employees to work in various shifts (rotation of time). Here it would be best if you remembered that the more cyclical the rotating shift would be, the easier it will be for employees to balance their work and personal life.

4 Different types of rotating shifts

Over the years, human resource professionals have created several types of rotating schedules. Depending on the management practice, your company can benefit from one or more types of rotating shifts. It's a good idea for HR managers to familiarize themselves with several types of rotating shifts. This gives them a view to understand various styles of employee rotation schedules and choose one that best works for their organization.

1. The Pitman Shift Schedule

In the Pitman shift schedule, the employees get every other weekend off to have time to participate in some family and social events during regular hours. Here the ships are 12 hours long and have four teams working in rotation. To avoid overworking the employees, the workers usually work no more than three days in a row. Here is an example of the Pitman shift schedule pattern:
  • Two shifts on, followed by two days off
  • Two shifts on, followed by three days off
  • Three shifts on, followed by two days off
When the two-week cycle is complete, workers switch timing; that is, the workers start working night shifts and vice versa.

2. The DuPont Shift Schedule

Like the Pitman rotating shift, the DuPont shift schedule also involves four teams working 12-hour shifts, but the employee rotation schedule is a bit more complex. In DuPont, this shift rotates from day to night in a four-week cycle. Here's an example:
  • Four-night shifts, then three days off
  • Three-day shifts, then one day off
  • Three-night shifts, then three days off
  • Four-day shifts, then seven days off
Here you will notice that there are consecutive offs because the scheduling might be a bit hectic, but the DuPont system allows workers enough time to recharge by offering multiple days off. At the end of the cycle, these off culminate into a week-long break. Managers should be careful with the DuPont shift schedule. Here workers get more flexibility in their daily lives and spend more time with family and friends, but the trade-off is more demanding hours at work. It might suit some nation workers who don't mind working extra hard instead of more time off.

3. The 2-2-3-2-2-3 shift schedule

The 2-2-3-2-2-3 schedule is a rotating shift that follows a 28-day cycle. In this schedule, 12-hour shifts are rotated in the following pattern:
  • Three-day shifts
  • Two days off
  • Two-day shifts
  • Three days off
  • Two-night shifts
  • Two days off
  • Three-night shifts
  • Two days off
  • Two-night shifts
  • Three days off
  • Two-day shifts
  • Two days off
The benefit of this rotating schedule is that worker gets frequent time off without having to work more than three consecutive days. Examples of the rotating shift schedule of this style can be found in the construction and healthcare industry, where employees have demanding 12-hour shifts followed by multiple days off.

4. Southern swing schedule

The Southern swing rotation shift is a schedule that uses three eight-hour shifts throughout the month for four teams. Here is how this employee rotation schedule works:
  • Seven-day shifts
  • Two days off
  • Seven-day shifts
  • Two days off
  • Seven-night shifts
  • Three days off
One of the most significant benefits of the Southern swing schedule is that workers have to work eight-hour and 10- or 12-hour shifts like other rotating shift schedule examples.

Rotating shift schedule examples

Managers are only limited by their imagination to configure rotating shifts. There can be hundreds of ways to manage employee rotation schedules. You can choose to schedule it from day to day, week to week, or month to month. However, the most common practice is to create a rotating shift schedule as eight-hour work shifts, 9 or 10-hour work shifts, and 12-hour work shifts. An eight-hour employee rotation schedule is the best for companies within staffing to create three teams that can work in rotating shifts. It allows companies to keep productivity high without compromising the health or ability of the workers. Managers can schedule eight-hour shifts in the following ways:
  • Morning: 6 AM to 2 PM
  • Evening: 2 PM to 10 PM
  • Night: 10 PM to 6 AM
  • Morning: 7 AM to 3 PM
  • Evening: 3 PM to 11 PM
  • Night: 11 PM to 7 AM
  • Morning: 8 AM to 4 PM
  • Evening: 4 PM to 12 AM
  • Night: 12 AM to 8 AM
For industries where workers must be on the floor for longer hours, 9- and 10-hour rotating shifts are good. Here there is an overlapping between two teams of workers so that the relieving team can hand over work to the reporting team in time. Here are some examples of 9 and 10-hour work shifts.
  • Morning: 5 AM to 2 PM
  • Afternoon: 12 PM to 9 PM
  • Night: 7 PM to 5 AM
  • Morning: 5 AM to 3 PM
  • Afternoon: 1 PM to 11 PM
  • Night: 10 PM to 8 AM
The simplest to manage and schedule is the 12-hour rotation shift. You can schedule it as a day or night shift only. For example:
  • Day: 6 AM to 6 PM
  • Night: 6 PM to 6 AM

Which industries use rotating shifts?

Companies that require 24/7 staffing use rotating shifts to ensure that the business operations are running smoothly at all hours without overworking the workforce. Some of the common industries that implement rotating shifts are: Manufacturing: Often, the manufacturing industries require workers such as assemblers and production managers to work shifts to increase output. Healthcare: Doctors, nurses, lab technicians, and hospital administrators are required to work in rotating shifts to ensure that medical care is available for patients around the clock. Transportation: Logistics companies require employees to work in shifts to make their services available to the customers at all hours. Retail employees: Sales and marketing staff at retail stores and 24/7 convenience stores often work on rotating shifts. Hospitality: Hotels and resorts operate 24/7, and to offer undisruptive services and accommodate guests, hospitality employees follow rotating shift schedules.

Advantages of rotating shifts

Rotating shifts can benefit both companies and workers, provided managers know how to create rotating shift schedules that can positively boost productivity. There are several benefits of rotating shift schedule, including:
  • Increased output productivity
  • Unbiased and consistent sharing of unpopular shifts
  • Efficient sharing of skill sets among various shifts
  • Better interaction and relationship between employees working in different shifts
  • Increased customer service and convenience
  • Skill development of the employees as they perform additional tasks in extra shifts
  • Increased business operations knowledge
  • More variety in tasks keeps the workforce engaged
  • Better work-life balance

Disadvantages of rotating shifts

  • Some workers prefer consistent fixed work schedules and plan their life around them. Putting such workers in rotating shifts disturb their lives.
  • Keeping track of the rotating shifts and scheduling other tasks of the day needs regular attention.
  • There are mental and physical impacts of working late shifts or frequent shift changes on workers' health.
  • Forced circadian rhythm changes due to night shifts can cause sleep deprivation and gastrointestinal and cardiovascular disorders.

How to handle rotating shifts effectively?

Rotating shifts are not a challenge for the workforce but managers as well. There are so many factors to consider. Most HR managers recommend that rather than the evening to day rotating shift schedule, turning shifts from day to evening to overnight is better. After a plan for the employee rotation schedule is made, it is essential to provide training to prepare workers for the rotating shift, such as going to bed early, taking power naps, frequent 5-minutes breaks, etc. Ask employees for their shift preferences and try to accommodate these requests whenever possible.

Use scheduling software

It is challenging to keep track of rotating shift schedules as the changes are frequent, and you must keep track of all the employees. Therefore, it is required to use a scheduling software such as Truein that can help with shift management. Truein is a complete time and attendance system with shift management that makes it incredibly easy to maintain rotating shifts. It comes with advanced features such as multiple shift management, automatically notifying employees about changes in their shift, easy access to schedules from smartphones, an easy process to switch shifts, and monitoring employee hours.

Conclusion

For some companies rotating shifts is a necessary evil. Good managers can help eliminate employee shift rotation's physical and mental side effects by adequately planning and scheduling shifts using software like Truein.
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Should You Implement Attendance Management Software In Your Company? 8 Considerations And Benefits

Employees working joyfully

Practicing human resource management has evolved drastically over time. The world of business as we know it is changing as the world comes out of one of the most defining times for businesses, both small and large. The COVID-19 pandemic showed us that digital transformation is crucial to business development. Accordingly, companies are finding ways to adapt.

One type of HR software that companies should start deploying as the world shifts to automated and more productive  setup is a cloud-based attendance management system. Time and attendance software is on track to becoming one of the most highly used HR management tools, poised to make up to $2.56 billion in revenues in 2024.

But what are attendance management software solutions and why are they beneficial for businesses?

Why Attendance Management Matters

An attendance management system is software that helps track, monitor, and manage company attendance..  For companies dealing with Contractual or distributed workforce, attendance management directly helps boost workforce productivity and plug attendance related leakages if any.  An attendance management tool can help an HR professional or business owner do any of the following:

  • Manage team clock in and clock out
  • Track leaves and absences
  • Automate shift scheduling
  • Payroll integration
  • Analytics and reporting
  • Attendance compliance automation
  • Boost workforce productivity
  • And so many more

So why would a company need an attendance management system for their team? Here are a few of the most convincing benefits of having an attendance management system for your team.

5 Benefits of Attendance Management System

1. More efficiency

Having an attendance management system is efficient for both your team and your managers. Countless HR managers spend several hours a week manually creating shift rosters, tracking absences and leaves, and managing worker attendance. With attendance management solutions, you can automate and streamline activities like shift scheduling, absence tracking, and many more. Efficiency also improves for your employees as it will now become easier to apply for leaves, track their schedules, and report any attendance issues. This works for both online and offline teams as cloud-based software can also be geotagged so that team members can only clock in when they’re in the vicinity of their office or place of work.

2. Less effort

With more efficiency comes lesser effort to maintain and comply with attendance management protocols. Imagine this scenario— HR people had to manually check Bundy clock punch in cards daily and then manually compute salaries. Now, with an online attendance app, people can clock in on the cloud, and then managers can access analytics dashboards that summarize work hours and absences so admins will have an easier time calculating salaries.

Many attendance management applications integrate seamlessly with payroll software so HR departments can spend less time calculating salaries and more time disbursing them promptly. This use-case is one of the many ways team attendance tracking software helps teams. It can also lessen the effort spent creating attendance reports for evaluations, shift scheduling, leave tracking, and many other aspects of attendance monitoring.

3. More results

Now that HR managers and business owners spend less time on administrative tasks related to attendance management, they can spend more time on high-level tasks that bring more results, like networking, product development, employee engagement activities, marketing, and so on. 

We’re coming into a time when work culture will matter more than ever before. Human resource managers will have to spend more time and energy creating ways to build a strong work culture. Reserving their time for that can now be possible if they automate other parts of their HR tasks like attendance management so they can drive needed results for the team as a whole.

4. Happier staff

Higher workplace engagement brings about up to 41% less incidences of absenteeism and up to 21% more profit. So focusing on happiness in the workplace doesn’t just benefit the staff. It also benefits the company.

Attendance management software can also have a direct impact on employee happiness. For one, leaves will be honored faster given that these tools automate many of the notification and approval tasks involved in leave management.

When there is a single unified system, it is easy to manage massive records and there is no need for manual reconciliations. 

5. Healthier staff

Companies should also start viewing employee engagement as a goal and not just a means to more profit too. So healthy staff is a great goal or benefit to achieve with attendance management. Overwork is one of the leading causes of workplace burnout, a phenomenon that costs the U.S. industry alone over $300 billion annually. Businesses and managers have a responsibility of protecting their staff members’ workplace health, in both physiological and psychological terms. 

Attendance management is a part of that process—checking who among staff members are overworked and addressing accordingly by lessening their workload or giving them time off.

3 Considerations When Choosing a Leave Management System

A girl using laptop kept on desk

Having an online attendance management system can bring all kinds of benefits to your team. So how does one select and set up an HR software for attendance management? Here are some considerations you should have when choosing the best leave management system for your team or company.

1. Automation

The first consideration to keep in mind with your leave management system is the available automation it provides. You want something that has the most automation available. The goal of a software solution is to make your or your team’s lives easier. Automations can do that by removing manual tasks and setting up alerts and notifications so you and your team can take your mind off the repetitive parts of human resource management and focus more on things like:

  • Coaching
  • Employee evaluations
  • Team building
  • Team development
  • Hiring and recruitment

2. Features

The next thing you need to look out for is the features that are necessary for your context. Not all systems are built equally, and not all companies need the same kinds of features. Each HR software solution is unique and has other selling points. So you want to be sure that you’re doing all the research necessary to find out which solution fits your context best. 

Make a list of tasks you want to automate in attendance management systems, turn it into a checklist, and start looking for solutions that provide those features. Here’s a list of features of HR software that you can check out to build that list. 

Also, consider what kind of team setup you have. If you have an onsite team, for example, then you might need a biometric attendance management system.

3. Ease of Use

The last consideration in choosing your attendance management system is the ease of use. Is the software easy for your managers to access and use? Moreover, is it easier for the rest of the team to use? Select a system that has a user experience that fits your team best. For teams with lesser tech-savvy members, you might want to choose an app that’s straightforward and has lesser functions. 

Every team will have its own set of preferences. You can also choose a solution that allows for more white labeling so that the software will match more with the company’s identity and give users a higher sense of ownership.

HR in the Future

Human resource management is undoubtedly changing. So HR practitioners should start adapting to these changes and looking more frequently into automation and digital solutions. As times change, that adaptability will allow you to stay relevant, competitive, and progressive as a professional and as an organization.

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6 Benefits of Having An Automated Leave Management System At Your Organization

An integral part of day-to-day business operation, leave management might appear to be a simple task. Indeed, it is if you have only a few employees. As more people join your team, leave management gets painstaking and ultimately deviously complicated when more people join in.

This is why a leave management system is a worthwhile addition to your business tool to manage risks and avoid costs. In this article, we will cover all aspects of an employee leave management system so you can benefit your business as well.

What is an employee leave management system?

Leave management is more than just keeping the count of days an employee has taken leave of absence. An online leave management system is a tool to keep track of types of leaves-stipulated, medical, casual. Some leaves are planned, some are unplanned but monitoring leaves for all employees is needed for the proper functioning of the organization.

A leave management system is a comprehensive system that can entirely automate the HR task of tracking leaves consumed by employees. Employees can easily put in an application for leave along with supporting documents. Furthermore, a leave management system can be made an integral part of the whole HR Management System such that complete employee management can be done from a single dashboard including payroll, attendance, rosters, etc.

There are two types of leave management system - A manual leave management system where a physical log book is maintained and employees sign in & sign out at the start and end of day. This is tallied manually at the end of the month to calculate the number of leaves that an employee has taken. The process is cumbersome and far more prone to errors.

The second is an automated leave management system where a biometric such as fingerprint or face recognition is utilized and the employee in and out times are automatically logged in & stored on the cloud. Leave reports can be automatically generated at the end of each day/month and given its efficiency, accuracy & ease of use, increasingly organizations are replacing manual leave management systems with automated leave management system.

Why leave management is important?

Employee leave management system is important to enforce a leave policy at the workplace. It helps with record-keeping to allow organizations to effectively offer benefits like paid leaves. Modern-day face recognition based attendance system like Truein can keep employee leave stats so they are aware of leave balance and entitlements right on their mobile screens.

Such systems also help companies stay compliant and get a holistic view of the trends in leaves and attendance through reporting and analytics. Essentially, a leave management system can help you take corrective or preventive measures when needed. Furthermore, the leave management system helps stop revenue leaks. Without a maintained and updated leave record, companies can end up paying for the absences. It also helps avoid confrontations between employees and the employer benefiting the brand image.

For smooth business functioning, it is important to ensure that the employees taking leaves do not become a reason for business losses. The best way to achieve this is to check the rooster to approve or reject a leave after evaluating the impact on the work.


6 Benefits of Automated Leave Management System

1. Significantly less paperwork

One of the benefits of using software tools is the reduction of dull and repetitive tasks. An online leave management system offers integration and automation that significantly reduces the amount of paperwork. A paper trail of leave management is cumbersome as well as a deterrent to the environment. Printing and filling forms is a headache for employees and record keeping of such files is painstaking for employers.

With a few clicks, the entire process of leave application till approval is completed when you have an employee leave management system at work.

2. Auto-update leave balance

There is no point in buying an HR management software if HR staff has to compute and update leave data manually. With the right attendance management system like Truein, the entire process of tracking leave history and accessibility to the managers and employees is automated.

3. Real-time information and updates

When approving leaves or applying for leaves it is important to have information if it is the right time to approve or apply for a leave. Unless there is a leave management system that provides information in real-time, it is going to be difficult. Also, outdated information can result in conflicts between the managers and employees because it can cause rejection of applications of employees who need a vacation. Real-time updates are also important to avoid situations where too many permissions are granted resulting in understaffing.

4. Save the time of administration

The benefits of a leave management system for administration are equally important. The total elimination of repetitive tasks makes leave management a lot faster and more convenient. Modern leave management systems can easily be integrated with other office tools. Such a level of automation saves a lot of time for administration and offers a more comprehensive ecosystem for employee management.

5. Transparent and accurate

The online leave management system provides a comprehensive view of all leaves, either planned or unplanned in a single dashboard. For employers, it provides a tool to have accurate data on employees abusing leave policies or underusing their vacations.

This transparency helps spot productivity leaks and tackle problems related to absenteeism.

6. Easily Manage Holidays

An automated leave management system can help employers to manage the holiday and vacations of their employees more efficiently. With the help of the leave management system, your employees will be able to mark any leave of absence like holidays, sick leave, etc. Moreover, your employees will have access to their holiday leave at any moment.

Truein: An Attendance System With Leave Management Solution

Truein is a comprehensive attendance system designed to help organizations automate employee attendance management entirely.

A cloud-based system, Truein automatically uploads and updates leave data without any need for human intervention. The data is available for the employees and employers alike. A hardware-less tool, Truein makes it possible for employees to view their leave data on their mobiles. They have access to a dashboard to check the used and unused leaves.

For employers, it offers many capabilities such as the ability to add different leave policies and update existing ones.

If your company is still using legacy methods for leave management it is high time to switch to Truein to automate and accurately track leave. As a comprehensive leave management solution, it can help to record and analyze leave patterns and resolve issues.

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How FMCG companies are taking advantage of ‘GPS and face recognition attendance’ to empower sales and marketing staff

Large FMCG companies have a sales workforce that tends to report directly to their sales beats or to the distributor point. Similarly, the marketing staff has to do market visits or go for meetings at agency offices. Rarely does the sales or marketing team report to head office for attendance. 

More often than not, there is a manual attendance register that gets reconciled at month-end. In other cases, the managers receive out-of-office request emails from their subordinates and the manager has to manually override absent marks in the system. Either ways, it is a painful exercise. 

FMCG companies have figured an easier way to overcome this issue. What did they do?

Embrace face attendance:

Face attendance is the only form of attendance that cannot be fudged or misused. Card based attendance can invite proxies as workers do buddy punching. Thumb based attendance is known to have recognition issues which give rise to parallel systems like manual registers. Face attendance, especially on reliable systems like Truein, works with practically 100% accuracy. No misrepresentation. FMCG companies have built trust and reliability within their sales departments with the power of face attendance

Allow selfie-based attendance:

Large FMCG companies have given up the idea of calling the sales team to head office for attendance. It is not practical and it is not productive. They have placed an attendance system in every salespersons’ palm. Sales people simply download the Truein app and turn their very own mobiles into attendance systems. They can upload their attendance selfies and register attendance from wherever they are - on field, at agency office or in market. 

Take advantage of Geo-fencing:

Companies have marked territories by defining GPS boundaries in the Truein face attendance system. Sales and marketing staff can take selfie attendance from wherever they are, as long as they fall within the approved geography. So a sales person can’t log attendance from home. He has to be at a specific location which need not be the head office. It can be the distributor’s office, geo-fenced by their HR team.

Geo-fencing lets companies adapt progressive policies like ‘anywhere attendance’ without worrying about misuse. 

Rely on system stamps:

Can employees change their device time and location to manipulate attendance stamps? No way. Companies that have implemented the Truein way of attendance know that the system is robust. The system stamps take only the server time and cannot be played around with. 

All time and location stamps are preserved, creating a robust audit trail. Sales and marketing staff can be made accountable and can be questioned if the records look suspicious. 

Create a unified system:

The biggest reason why some FMCG companies have been able to overcome the age-old attendance problem is through their reliance on forward-looking technology. They cut down the parallel systems like manual registers or email approvals completely. They use Truein as the single-source of truth for all attendance related matters. Truein is used for all of the following:

  • Marking attendance on kiosk or employee mobiles 
  • Sending leave requests and approving them 
  • Managing shifts 
  • Managing employee overtime policy and calculating overtime hours and other compliances 

When there is a single unified system, it is easy to manage massive records and there is no need for manual reconciliations. 

Key learnings from FMCG

  • When you are dealing with a large workforce that works from out-of-office, you need the power of automation. Manual registers won’t do. 
  • There has to be a balance of freedom and compliance. Employees are less stressed out and yet the company has audit trails. 
  • It is important to work with proven technologies like Truein and overcome many problems in one clean shot.
    • Face based attendance 
    • Geo-fencing 
    • Selfie-based attendance 
  • Build a single-source of truth so that everything flows into payrolling and other systems too. 
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How geo-fencing takes touchless attendance to the next level?

Face recognition based attendance is the straight off answer to the touchless solution the world is seeking today. Or may it is not as straight. Not all face recognition attendance is made equal. It is important to consider specific use-cases before picking the one that works for you.

Today, we will focus on use-cases for geo-fencing – a powerful feature on Truein’s contactless attendance system.

What is geo-fencing?

With Truein, organizations can allow users to mark attendance from their very own phone. Organization’s ability to limit such attendance to only a specific geography (usually a radius around the office) is called geo-fencing.

Geo-fencing can be activated to ensure that employees don’t queue up in front of the kiosk at the main gates, conveniently use their own phone but do not misuse it while vacationing.

Who is it most relevant for?

Retail chains

Large retail chains can avoid putting a kiosk at every store. Each individual store can geo-fence attendance for their site and employees can mark attendance from their devices. It can result in huge savings while ensuring automation that syncs data back to the head-office in real-time.

Construction sites

In case of outdoor locations, the supervisors need not report to office before going to the site. They can go to their work site directly and mark attendance after reaching that geo-fenced boundary.

It makes sense for even contract workers who keep changing and report to site directly.

Marketing and event agencies

Any organization that employs a large workforce that is on their feet and always on field, would find geo-fencing very useful. The geo-fencing feature can be used to mark radius around the distributor’s office where sales team reports. It can also be used to mark an event location where the marketing team is working.

Any other large organization

In case you have a large employee strength, you can shorten the queue at the main gate by activating user-device based geo-fenced attendance.

What are the key advantages?

Being compliant:

We believe that automation of attendance should always be 100%. If you leave scope for manual entries in case of remote sites, on-field force etc., you are increasing chances of proxy and plenty of paperwork.

When data for the entire workforce gets automated – no matter where they are, all of it can feed back into compliance and salary calculations.

Being progressive:

The hard part about allowing employees to report directly to remote sites is the ability to track and trust. You can leave all of it behind and embrace progressive HR policies. Geo-fencing is your safety net – an assurance that all will be well even when you adopt laissez-faire policies.

It sure leaves a good impact on employee satisfaction score as well.

Being safe

When social-distancing is active and you have a large workforce queuing up at the kiosk, you could consider moving to geo-fenced user-device attendance.

People can space out and mark attendance from their desks if they please.

What should you know about geo-fencing on Truein?

Truein has evolved over the last 4 years to include more than hundred features. Geo-fencing is only one of them. Like always we have focused on keeping it simple.

  • It can be activated or deactivated by the user at a click of a button
  • There is no limit to how many locations can be activated
  • It is possible to geo-fence attendance by adding Google location address or latitude/longitude co-ordinates
  • It is also possible to define the radius around the marked address.

The bottom line

Face recognition is the buzzword in touchless attendance. However, that is just the beginning. Making it more widespread and employee-friendly is what true evolution would be. Activate geo-fencing and other hundred plus features to suit your specific HR policies.

Read more why do you need face technology in your organisation and how you can Implement Face recognition based attendance for your organisation in hours.

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