HomeDigital MarketingEnhance Productiveness with Worker Time & Attendance Monitoring

Enhance Productiveness with Worker Time & Attendance Monitoring

Worker attendance has a vital influence on an organization’s profitability and success.

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When workers are punctual and common, they’ll guarantee well timed supply of tasks. Alternatively, irregularity causes an extra burden on different workers, together with delays in deliveries.

That is why organizations should leverage an environment friendly software to trace and monitor workers’ time and attendance at an affordable operational price.

That will help you perceive and implement this, we’ll stroll you thru the next on this weblog:

  • What worker time and attendance monitoring is
  • How employers can use time and attendance monitoring to enhance worker productiveness and effectivity
  • Forms of attendance trackers that you need to use for timekeeping functions

The information obtained from attendance monitoring helps determine worker absenteeism patterns, course of payroll for hourly staff, and calculate additional time in the event that they work past customary hours. 

Firms can monitor worker attendance manually utilizing spreadsheets, card swipes, or paper timesheets. Nevertheless, with the appearance of applied sciences, many digitally mature organizations are switching to superior time and attendance software program for timekeeping functions.

We’ll talk about the instruments later, however first, let’s perceive how you need to use attendance monitoring to enhance worker productiveness within the subsequent part.

What is the significance of attendance monitoring on the office?

Analysis exhibits that workers from firms with decrease absenteeism charges can higher deal with traumatic conditions and are more healthy than workers from firms the place the absenteeism charges are increased.

Addressing worker absenteeism patterns

One of many main benefits of monitoring worker attendance is that it helps employers verify worker absenteeism patterns (frequent time offs).

Geared up with attendance knowledge, employers can see what number of hours workers labored in a day, what number of days they did not work, and days they weren’t punctual. As soon as they’ve insights into the absenteeism sample and poor attendance, they’ll take essential motion to stop such sudden worker absenteeism.

Employers can have a one-on-one dialog with these workers and prolong assist in the event that they’re coping with well being or household points to assist them meet the minimal attendance standards.

Stopping time theft at work

Time theft is when workers receives a commission for the time they do not work.

You’ll be able to mitigate this by automating the attendance monitoring course of with the assistance of an environment friendly time and attendance administration system. This software program can calculate the precise work hours and days workers work as per their clock-in and clock-out and also can reveal their system actions throughout work hours.

To remove time theft and higher determine workers, employers can think about using biometric authentication, comparable to facial identification, fingerprints, or retina scans. These are matched with their already-stored knowledge on their distinctive fingerprints, faces, or eyes to verify their presence.

Higher worker work scheduling

When you’ve visibility into which workers are on day without work on a sure day and which of them are working, you may accordingly schedule workers for varied duties. This fashion, workflow will not get hampered, and vital deliverables will be accomplished promptly. 

What’s extra, you may leverage the information obtained from time and attendance monitoring to achieve perception into the occasions, shifts, and days throughout which you expertise frequent time offs so you may modify the work and assets accordingly.

For instance, if a supervisor finds that many workers apply for day without work throughout sure days, the supervisor can use this knowledge to schedule assets and handle work accordingly.

Optimizing workforce administration and workload distribution

When managers have perception into the day by day attendance knowledge, they’ll distribute the work accordingly and guarantee well timed supply. 

To illustrate a undertaking supervisor must ship a time-sensitive activity by a detailed deadline. Nevertheless, the useful resource assigned to this work is on day without work for just a few days.

With the attendance knowledge out there, they’ll look into the opposite assets who’re working and have the bandwidth to choose up this activity. They’ll delegate it to them to finish the duty on time.

Boosting worker morale with attendance knowledge

An employer can reinforce optimistic conduct and set up a aggressive work tradition by recognizing workers for max attendance. They’ll use the attendance experiences to discern workers with the best attendance and reward them to enhance their morale.

Employers can select rewards comparable to money bonuses, incentives, promotions, vouchers, prolonged lunch breaks, free paid days off, or outings. This recognition system will increase their morale and encourage different workers to enhance attendance.

When workers are appreciated for his or her arduous work, they’re extra more likely to really feel dedicated to their duties, full their duties promptly, tackle extra duties, and present up on time.

Growing workers’ accountability

When workers know their time is being tracked, they really feel accountable for his or her work duties and the tasks they’re concerned in.

It is as a result of when their attendance is monitored, they’re extra more likely to carry out higher of their jobs, change into accountable for their shift work, and change into extra productive and punctual. For instance, if some points are flagged throughout a selected shift, then workers who labored that shift will be held accountable for that mistake or concern.

Geared up with the time and attendance knowledge, you may as well discover out which workers by no means confirmed up on time or weren’t out there when wanted within the undertaking. This may allow you to take essential actions to attenuate such conditions.

Bettering punctuality on the office

Attendance monitoring methods give insights into knowledge about workers who aren’t punctual or have decrease attendance than required.

Lowering administrative work

Leveraging any attendance administration software program to document workers’ attendance saves time for the administration division. 

By automating the attendance monitoring course of, you release the administration division to concentrate on extra vital and productive duties, comparable to recruiting assets, onboarding new joiners, resolving worker points associated to the job, or conducting wellness packages. 

Furthermore, automating the method narrows down the possibilities of human intervention or inaccurate knowledge entry within the system, thus making certain correct attendance information.

The way to enhance worker attendance on the office

A mixture of tradition change, supervisor accessibility, well being promotion, and work-life stability is the simplest approach to allow and maintain most attendance.

Create an worker attendance coverage

Step one to enhance worker attendance is to craft an attendance coverage with clear guidelines and laws. The coverage should give insights into the next:

  • Why your group is implementing it
  • The way it’ll profit the group
  • The way it’ll assist improve productiveness
  • Which instruments shall be used to trace attendance
  • The way to use the software to document their attendance (for clock in and clock out)

The coverage should include all of the related particulars to work as a useful information for newcomers, and workers can confer with it every time any battle arises.

Uncover causes for poor work attendance

There will be a number of causes behind the poor attendance of workers. You’ll be able to assess the information on absenteeism patterns and attempt to decide its root trigger by speaking to workers so you may take essential measures accordingly.

Suppose they’re unable to keep up optimum ranges due to vital causes, comparable to poor well being, household points, or continual sickness. In that case, giving them the advantage of the doubt and permitting them to clarify earlier than taking disciplinary motion instantly is essential. 

Aside from these situations, poisonous work tradition, disputes with colleagues, office politics, or heavy workloads also can trigger poor attendance for some workers. Be sure to verify with workers often utilizing a one-on-one dialog or conduct a survey to verify the office circumstances and atmosphere.

Outline work expectations clearly

To efficiently implement any coverage for workers, you should set clear expectations and make clear boundaries that they want to concentrate on.

You’ll be able to point out the expectations within the coverage as effectively, comparable to:

  • What number of days in a month are obligatory to work
  • What number of hours workers must work every day
  • Forms of leaves out there and circumstances to avail them

Additionally, it is suggested that employers share about this stuff whereas onboarding workers. 

For instance, in buyer companies, managers can inform new joiners that unplanned leaves will not be granted, and so they could must work strictly for a lot of hours with out fail. Equally, for development staff, HR can make clear that they could must work beneath sure circumstances for an X variety of hours.

Share worker attendance information with workers

Workers put effort into stepping up their attendance once they have visibility into their and others’ attendance information. Sharing the attendance information with workers will assist them decide in the event that they’re lagging or have the optimum degree of attendance.

Conduct wellness packages for workers

Wellness packages insist on bettering workers’ well-being by way of correct weight loss plan, train, stress administration, and sickness prevention. Office wellness packages are designed to beat the development of absenteeism attributable to the poor well being of workers and reduce their medical bills. 

So, employers and HR ought to organize these packages now and again to cowl a number of dimensions of well-being and wellness, comparable to illness administration, monetary counseling, health lessons, free wholesome meals, well being teaching, well being training, weight administration, tobacco and cigarette cessation, and many others.

Have an open door coverage within the office

With an open-door coverage, administration turns into accessible to workers, who can brazenly talk about any concern. 

This coverage encourages workers to specific their points freely, comparable to workload, stress, fatigue, poor well being, household points, and many others., so administration can take proactive motion or prolong their help to assist them sort out it.

Such insurance policies construct belief in workers, and so they can attain out to administration if, for some cause, they don’t seem to be capable of keep optimum attendance ranges.

Create a PTO coverage for workers

Employers should create a paid day without work (PTO) coverage that ought to spell out the paid leaves out there to workers, comparable to trip, sick depart, and many others, and how you can use them. This fashion, they’ll avail of any specific leaves every time required, decreasing the chance of frequent and sudden absences. 

The coverage ought to point out the varieties of leaves out there, the variety of out there leaves, the factors to avail them, and phrases and circumstances for rejection of day without work requests. 

Employers also can select time and attendance administration software program that lets them verify day without work requests and settle for or reject them instantly. It might probably additionally empower workers to use for day without work and think about their depart stability at any time in order that they’ll plan their future leaves accordingly.

Have a reward system for workers

Having a strong worker reward and recognition program is efficient not simply in bettering attendance but additionally in rising productiveness and morale. The reward system encourages workers to point out as much as work, enhance attendance, and change into accountable for his or her work. 

Employers can have an annual reward system the place they’ll present sure perks, incentives, prizes, or bonuses to these workers with the best attendance and punctuality charges.

With this method, employers can convey that the administration values and appreciates workers’ punctuality and sincerity in the direction of work. These will be set as examples for others to be common and punctual at work.

Use versatile work schedules

Typically, versatile work schedules can assist obtain higher attendance slightly than stringent work timings. Employers can experiment with versatile work schedules to see in the event that they witness any enchancment in productiveness and attendance. 

They’ll attempt various workweek schedules that provide flexibility to workers with out compromising the work hours. As an illustration, a versatile work schedule requires workers to work 8 hours day by day and 40 hours every week. Nevertheless, they’ve the freedom to decide on their shift’s begin and finish occasions. 

Equally, in a variable-day workweek schedule, workers must work 40 hours per week, together with some core hours; nevertheless, they’re free to decide on their begin and finish occasions and shift size every day.

Alternatively, employers can go for compressed workweek schedules, such because the 9/80 work schedule or 4/10 work schedule, that squeeze 40 work hours into fewer days. 

As an illustration, in a 4/10 work schedule, workers work for 10 hours for 4 days and get 3 days off. This fashion, they get additional day without work in trade for working additional hours every workday. 

Here is what it appears to be like like:

Supply: Replicon.com

When workers can work at their very own tempo and have a work-life stability, they’re extra more likely to present up at work and carry out their greatest. Such versatile schedules present higher work-life stability whereas making certain optimum worker attendance.

Get extra visibility with time and attendance trackers

Monitoring correct worker knowledge is critical to get visibility into workers’ absences and presence and to run payroll for hourly staff. Nevertheless, if the information is tracked manually utilizing time playing cards, spreadsheets, or paper timesheets, it turns into liable to errors and buddy punching.

So what is the answer?

With time and attendance software program, employers can monitor worker attendance and work hours. With this, workers can clock out and in every time they begin and end their shift, and the system will mechanically calculate and retailer their work hours and variety of days labored.

These instruments and software program additionally generate insightful experiences offering real-time visibility into the variety of days workers labored, the variety of leaves they used, and the variety of hours they labored every day. Employers can use the software to ship reminders to workers with attendance beneath the minimal and punctuality points. 

Some instruments have superior options comparable to biometric scanners, facial recognition methods, and GPS-embedded monitoring. Employers can go for a tracker that is intuitive, simple to make use of, and fits their wants.

Time attendance data

Supply: Replicon.com

Forms of time trackers to watch worker attendance

There are two varieties of attendance trackers.

Guide attendance tracker

In a handbook attendance monitoring system, workers should manually write down their arrival and departure occasions on the attendance sheet or timesheet. This attendance sheet could comprise columns for his or her names, time of arrival, and signature.

Employers even use analog methods with time playing cards workers use to document their attendance. On this system, workers document their arrivals or departures by punching their attendance playing cards. Nevertheless, this method will be simply manipulated and is liable to buddy punching.

One other method of handbook monitoring is utilizing spreadsheets, the place workers manually fill of their log-in and log-out particulars on the finish of every day and submit them to employers on the finish of the week for evaluate.

Weekly employee timesheet

Supply: Replicon.com

Digital attendance tracker

Many organizations are pivoting to digital monitoring methods as they’ve automated the whole attendance recording course of, and it comes with an intuitive and user-friendly interface. The system shops workers’ credentials and makes use of the information to register their clock-in and clock-out time.

Listed here are just a few varieties of digital attendance methods used extensively by employers:

Biometric methods for attendance recording: This is without doubt one of the most revolutionary methods to trace time and attendance. It is designed to make sure the authenticity of the clock out and in course of and remove buddy punching.

Fingerprint recognition: On this attendance system, workers scan their fingerprints to log out and in. The system shops the fingerprints of every worker as their distinctive credentials and makes use of this knowledge to clock out and in. This method cannot be manipulated and can be free from buddy punching.

Face recognition: This method saves photographs of human faces as their distinctive credentials. Every time workers scan their faces in entrance of the scanner, the system checks if their face matches the information saved within the system and thus clocks them out and in.

Pin-based attendance system: Every worker has a novel password within the type of a PIN or letters. To clock out and in, workers must enter their password into the system every time they arrive or depart. Nevertheless, this method is liable to human intervention as workers can share passwords with coworkers to register their presence

Proximity card: Because the title implies, within the proximity card reader system, a contactless card from an worker is offered inside the system’s activation radius. Workers use this card as a credential to get entry to the workplace.

They’ll preserve it of their pockets or pocket, and the system retains scanning the cardboard so long as it is within the activation radius, monitoring worker motion on the office this fashion.

Geofencing for time tracking

Supply: Replicon.com

Components to contemplate whereas selecting a time and attendance system

With many time trackers out there available in the market, it’s possible you’ll be confused about which one can match the invoice.

You’ll be able to take into account the next components that can assist you make an knowledgeable resolution:

Straightforward to make use of

The attendance monitoring software program needs to be intuitive and straightforward to make use of for the whole workforce and should not require a lot technical configuration throughout punching or in depth coaching to function it. 


Funds is one other vital issue when selecting any attendance monitoring system. You’ll be able to go for a fundamental attendance monitoring system that is not too costly and has the important options you want.

Correct knowledge seize

No matter which system you select, a very powerful factor is that it ought to seize correct knowledge for every worker. 

Since many organizations hyperlink the payroll system with the attendance monitoring system, errors in attendance could result in defective payroll processing and even compliance points.

Knowledge security

Attendance methods are linked with the payroll processing system in some organizations. Thus, it might have entry to private data and worker salaries.

That is why it is essential that the worker knowledge is saved safely and securely and is not accessible by anyone with out required permissions.

Cloud storage 

It is best to go for a cloud-integrated system to retailer the workers’ knowledge safely in a single safe place. Every time somebody in increased administration wants entry to knowledge, they’ll entry it with permission.

Actual-time attendance

The attendance administration software program you select ought to be capable of present real-time attendance experiences. Such experiences will assist administration determine workers who aren’t punctual or have frequent absences.

Furthermore, managers can delegate duties from absentees to different working workers.

Worker depart administration 

An attendance administration system ought to have a characteristic for workers to request day without work and breaks. The system must also permit managers to approve or reject all depart requests of workers, whether or not they’re trip days, sick days, or parental leaves.

Time attendance management

Supply: Replicon.com

Distant attendance monitoring

For distant staff who work on-site, comparable to within the development business, the system ought to have the potential to trace attendance from any machine (whether or not it is a laptop computer, telephone, or an iPad), i.e., the system needs to be designed in a method that distant workers can log in or out from their telephone or different such gadgets.

GPS monitoring

In case you have a cell workforce that continuously strikes or has to journey to completely different websites, you must search for a time-tracking system with built-in geofencing and GPS monitoring functionality. Armed with these options, you may simply handle your workforce by monitoring their work hours and places. 

Integration with payroll system

Most organizations hyperlink their attendance system with a payroll system to run worker payroll based mostly on the variety of hours or days labored.

Thus, the attendance administration system you go for ought to combine simply with the payroll software program to streamline payroll calculation and processing.

Finest practices for implementing time and attendance trackers

Like some other system, your workers want to begin utilizing a tracker for time and attendance must be carried out the precise method. Here is how:

Practice workers on utilizing the time and attendance monitoring system

Whether or not your workforce is tech-savvy or not very pleasant with software utilization, fundamental coaching is obligatory to familiarize workers with how the system works and how you can use it when introducing an attendance monitoring system.

Make sure you cowl all the key subjects within the coaching session and preserve a Q&A session so workers can ask queries and clear up any doubts. You’ll be able to embody such questions within the classes to assist them perceive how they should use the system:

  • Ought to I clock out once I take a break?
  • How will the system monitor time if I assist my colleagues with their work?
  • How can I avail a half-day day without work utilizing the system?
  • How do I register time entries when engaged on completely different tasks?

Embrace directions for software utilization within the coverage

Make sure you embody the software’s utilization directions within the coverage for brand new joiners to allow them to perceive how you can use it. As for the prevailing workers, together with its utilization within the coverage will work as a reference in the event that they face difficulties whereas working with the software.

Conduct worker suggestions surveys

To know the workers’ expertise with the monitoring system, you may launch surveys in a month or so. You’ll be able to even conduct nameless surveys so workers can freely share their opinions and experiences about it. 

If you happen to get unfavourable suggestions from many of the workers, be certain that to look into the problem the tracker could have. Think about addressing the problem or go for one other software if it does not work effectively to your group.

Verify the efficacy of the foundations and instruments

You’ll be able to maintain the administration dept accountable for checking how the system is working. Make a rule the place on daily basis, an individual from administration would spend a couple of minutes in the beginning of the day to make sure the appliance or software is in correct situation and dealing easily. 

Furthermore, they need to confirm if the reminder system and all alerts are updated. For instance, if an worker hasn’t stuffed out the timesheet the day prior to this, the system ought to be capable of ship reminders to these workers to allow them to full their timesheets.

Challenges in time monitoring for distant staff

Globally, COVID-19 has not solely impacted public well being however has additionally modified the way in which organizations function. With hybrid and distant working turning into the brand new norm, employers face issue managing their workforce remotely, particularly monitoring their attendance and work actions. 

This problem of distant monitoring will be solved by leveraging an environment friendly time and attendance administration software program that may do the next:

  • File workers’ clock-in and clock-out occasions
  • Monitor workers’ internet and app utilization throughout their work hours
  • Monitor the work timeline for every worker
  • Generate time and attendance information with real-time visibility
  • Calculate how a lot time workers spend on which actions and which websites they entry throughout work hours

Elevate worker productiveness with time and attendance monitoring

Implementing a sophisticated timekeeping software for monitoring worker time and attendance can yield many advantages to your group, together with improved productiveness, higher attendance, correct payroll processing, and elevated effectivity. 

Although you may manually monitor workers’ time and attendance utilizing spreadsheets or time playing cards, most organizations are switching to digital trackers. These make the most of superior biometric methods to precisely document workers’ attendance and remove human intervention to offer an error-free system and precious insights instrumental in selling excessive productiveness ranges at fashionable workplaces right this moment.

Able to redefine the way you work at home? Uncover important instruments that improve collaboration, productiveness, and effectivity to your distant group.

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