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What is Attendance Management in 2020?

authorIcon By greytHR 4 minute read topicIcon Attendance Management

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Tracking an employee's attendance is essential to your company's profitability, reliability, and reputation. Attendance is defined, quite simply, as showing up for work. But how can you track it? By implementing well-defined policies and attendance management software.

First, let's define what is meant by attendance management.

What is an Attendance management?

It's the art of managing employees' attendance to minimize loss due to productivity and employee absence. A positive attendance management strategy relies on incentives and recognition, effective employee engagement, and transparent communication.

"If you have been told that you are late and unreliable more than once, then not only do you lack punctuality, but you also lack decency and seriousness, which is certainly very annoying." ― Auliq Ice

The attendance management system clearly defines when employees are supposed to show up for work, especially with hourly or nonexempt employees. This is important for nonexempt employees, who frequently perform jobs that require a person to be there to serve customers.

Why is Attendance Management Important?

Without an attendance management system, capturing this information was a pain. Usual methods were to capture it on Excel sheets or physical attendance registers. These are prone to human errors and are obsolete when it comes to marking and capturing accurate attendance for multiple shifts.

Key challenges faced by SMEs

On a typical payroll cut-off date, you (as the HR or payroll personnel) will have to compile, collect, collate manually, and then verify all employees' attendance details. Collation of such humongous data month after month is always a pain because there are chances of human errors creeping in. Sometimes attendance may not have been captured accurately or reliably, and this may cause employee dissatisfaction.

The key challenges faced by SMBs regarding their attendance systems maybe the following:

  • Physical attendance registers: Most of them don't have any attendance system in their organization. Unless you want to count physical attendance registers or punch cards as attendance management systems, maintaining such attendance registers and punch cards and manually calculating total hours spent at work, along with Overtime, is time-consuming. 

  • Using Excel sheets for attendance: A small set of SMEs use Excel sheet to mark and capture their employees' attendance. Capturing attendance on Excel sheets are prone to human errors and takes a lot of time and effort to maintain and update for each month/ shift.

  • Capturing attendance via swipe machines or biometric devices: Some SMBs may rely on capturing attendance from swipe machines or biometric devices installed at their office(s).
    But this will require them to buy and maintain:
    • Multiple numbers of third-party attendance hardware devices, such as biometric or ID card swipe machines
      internal wiring,
    • Associated server(s), and
    • IP networks to be set up (for authentication purposes).
    • This setup and its maintenance (via an AMC) is a considerable cost that can be easily avoided.
  • Multiple attendance systems create chaos: What if one of their office locations captures attendance based on manual swiping? What if another location uses an Excel sheet to mark/ capture attendance? Such a situation poses a tough challenge for every shift every month. You need to collate, compile, maintain, and verify attendance accurately and reliably from different sources. It may cause multiple recalculations and double checks.
  • On-site employees' attendance issues: Some SMBs (especially staffing solution providers, ITeS, IT companies, etc.) may have employees on-site, for example, out of client locations. In this case, they can't use their clients' third-party attendance hardware systems to capture their own employees' attendance data.

"Punctuality is not just limited to arriving at a place at the right time. It is also about taking actions at the right time." ― Amit Kalantri

Benefits of attendance management

  • Both employees and their managers access an employee portal to view, apply, track, review, approve, or reject leave applications as appropriate.
  • Managers can view which of his/ her team members are punctual by viewing theirs in and out time over time. The attendance information is captured and displayed in real-time and not processed at the end of the day, week, or month.
    Managers can add or modify shifts for his/ her team members
  • On an attendance software, managers can approve or reject their team members' attendance regularization requests.
  • You can use the GPS-based attendance capturing feature to track their mobile or on-site employees' attendance without having to rely on client SPOC or biometric devices.
  • Both employees and managers can relax and not worry about whether attendance was captured accurately or not because of a real-time attendance software module. Both of them can focus on completing their projects and assignments rather than wasting everybody's time and effort recording and mailing attendance details, approvals, and follow-ups.
  • A real-time attendance software enables a manager, who's located in a remote location, to view who's in!
  • Overtime and time management issues can be resolved between managers and his/ her employees based on accurate and real-time attendance data. Managers and his team members can eliminate all paperwork and emails regarding clarifications and doubts on attendance, as the system will show accurate and reliable data.
  • An excellent attendance module can allow managers to be alerted to early or late in/out swipes in real-time. Alerts like these can afford a manager the opportunity to address his/ her team members' attendance issues early before they become larger problems.

Attendance Management in 2020

greytHR's attendance management module provides all these benefits due to a host of features that it provides. Our customers across India and the GCC love our attendance management module and how it seamlessly integrates itself with our Payroll module for you to experience single-click, hassle-free payroll processing every month.

Go ahead, adopt greytHR at an affordable pricing plan of your choice to solve your attendance blues!

Sign up for a free trial now »

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