Are you an organization that has numerous employees? I am sure you are! If that is the case, it must be hard for you to maintain the attendance of your employees. It must be!
Imagine how difficult it is to put manual efforts to keep a check on the time of the employees’ entry and the days of their absenteeism. Hush!
Thanks to automated attendance management systems that has reduced this load of manual efforts from our shoulders!
A report generated by Deloitte states that 50% of the HR professionals accept that manual data management is the most time taking process. The Attendance Management System has helped us a lot! But are we managing these systems smoothly? Let’s dig more into it with this article.
What is the Attendance Management System?
HR leaders have humungous responsibilities. The most significant of them is the Attendance Management of the employees. Attendance management is a process of keeping track of the working hours and absenteeism of employees in an organization. This is a crucial task as there are other important processes associated with it such as payroll management, leave management, employee morality.
We are living in the 21st century. Gone are the days where HR leaders were compelled to manually manage all these complex tasks.
Now we have great options to automate this whole process and simplify our processes.
Why do we need an Attendance Management System?
Let’s see why we need an Attendance Management System in our organization.
- Ensures reliability and accuracy: Attendance Management System ensures reliability and accuracy in computing working hours and absenteeism of the employee. It helps the HR maintain a proper track and report on who is working and when. This eases their complex process to keep up with the attendance.
- Automated process: Imagine loading off all your complex responsibilities and simplifying them in a pinch. Exactly! This is what an Attendance Management System does. It automates the process of tracking the attendance, computing the working hours, managing the payroll as per attendance, generating notifications for excessive leaves and much more.
- Disciplined employee behavior: When there is a systematic way of processes, it disciplines the employees in the organization. They know that we don’t have the option to tamper with attendance like they used to when it was a manual system, they will automatically start complying with the attendance policies.
- Smooth functioning: An automated Attendance Management System will bring smoothness to the organization’s functioning. It will ensure hassle-free, simplified and accurate attendance record management.
- Brings transparency: The Attendance Management System brings transparency in computing the working hours and absenteeism of the employee. All the reports generated are automated and there is no chance of meddling of any human.
Types of Attendance Management Systems.
There are several types of attendance management systems available for ease in the organization’s functioning.
- Biometric identification: As per a report by Government of India over 7440 Central and State Government Organizations have on boarded about 9 Lakh Central and 17 Lakh State employees in the system with 80000 active devices. Biometric identification is a widely used Attendance Management System these days. Fingerprints, iris recognition, facial recognition, voice recognition are examples of various biometric identification used. It ensures accuracy, reliability and authentication of the attendance.
- RFID: Radio-frequency Identification (RFID) are the cards or tags which use radio-active to identify a person or an object. This card is given to an employee with their particulars saves to it. When they tap or make it read on a reader, it saves the information on the system of the HR automatically.
- Cloud-based attendance management system: Cloud-based Attendance Management System is developed specifically for tracking employee attendance. They mark their attendance through this software and the data of their working hours is stored with the HR manager.
- Barcode system: A barcode system is as similar as RFID. In this, a unique barcode is given to the employees. Barcode scanners are installed to read the unique barcodes. They are either given to them digitally or through an ID card.
How can we implement an Attendance Management System smoothly?
The following are ways suggested to implement an Attendance Management System smoothly.
- Proper training for HR and the employees: When an Attendance Management System is installed, proper training should be given to an employee. They should know the usage of the system properly to avoid any mistakes in the attendance. Similarly, HR leaders should be trained in the computation and features of the system at the backend.
- Adherence to the attendance policies: Make sure your Attendance Management System adheres to the organizations’ attendance policies. Punch in and punch out timing should be mentioned properly while setting up the system in the organization.
- User friendly interface: The system should be user friendly and simplified. The complex interface of the system will create issues in understanding and using the system effectively.
- Choose the right system: You know your organization very well and you know the perfect fit for it. Choose the right system for your organization to maintain the attendance. It should be aligned with your requirements, cost and organizational policies.
- Ensure data security: Data is the most valuable asset to everyone today. While installing an Attendance Management System ensure strict data security to avoid unauthorized access and data breaches.
- Review and feedback: Conduct surveys and collect feedback from the employees about the functioning of the system installed. This will help you to make the necessary changes to the Attendance Management System.
- Test first: Before installing the system in your organization, test its functioning and usage to avoid any issue. It will help you ensure there are no problems faced by the employees when the system is installed.
Conclusion.
The smooth functioning of an Attendance Management System is important for the accuracy and efficiency of the employee’s attendance tracking.
Choosing the right attendance management system will ensure higher productivity and accuracy in managing the working hours of the employees and justifying their dedication and hard work towards the organization.