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5 ways you can improve time and attendance

April 5, 2017
Posted in Resources
April 5, 2017 GraemeH

Facilities Management (FM) Time and Attendance (T&A) technology has come a long way over the last decade. That’s largely thanks to the increased availability of affordable Wi-Fi, SIM cards, data and connected systems, all accessible via the Cloud, making it possible to run your operation from almost anywhere.

It’s now become easier than ever to manage worker time and attendance in an efficient, fast and smart way – all of which has the potential to significantly improve productivity and profit.

In this article, we look at 5 ways technology can help you improve the time and attendance of your workforce, and therefore productivity and profit.

1 No more chasing your employees for timesheet
It really shouldn’t be difficult; at the end of the week, fortnight or a month, all employees need to submit their completed timesheets to you. A very simple concept to master.

Yet every week when it comes to do payroll, you know at least one person will have forgotten to do this in their haste to start the weekend, or perhaps they didn’t do them to begin with! This leaves you to spend time chasing up workers just to make sure they get paid.

The easier you make it for employees to track their time, either through a mobile app or self-service portal, the less time you need to waste chasing them.

2 Reduce admin costs
Let’s be honest, we all know how inefficient manual payroll processing is don’t we?

First you need to chase up employees for their timesheets, then you need to check the submissions, next up is the inevitable round of amends from where employees have forgotten to accurately record their time, and then finally all of this data needs to be entered into the payroll system.

Another option is physical timecards; they might be cheap to implement and maintain, but realistically you’ll spend the best part of your working life doing payroll. Not to mention checking it over again because after all humans aren’t perfect, which is why there’s a widely accepted benchmark in data entry of 1 mistake per 100 keystrokes.

And that one misplaced digit or decimal when entering payroll data can impact your ability to meet contracted KPIs. Obviously if that error results in overpayment to an employee, it will be easy to spot and easy to get your money back too.

Implementing a computerised clocking-system immediately cuts down on this admin and reduces the risks associated with errors by automatically transferring every clock-in and clock-out directly to your payroll system for processing.

3 Track, measure and report time and attendance
One of the beauties of good time and attendance technology is the ability to analyse your records and identify trends in employee absences. After all, everybody knows someone who regularly phones in sick with a bad case of the Monday blues, in fact, a quarter of organisations report that non-genuine time-off is one of their top five causes of short-term absence1.

Now you can increase the efficiency of your workforce by taking note of frequent offenders and taking action. For example, if somebody regularly gets stuck in traffic in the mornings, schedule them for duties outside of rush-hour, or if a worker is regularly taking time off for non-genuine absences you can discipline them.

4 Time and attendance tools in your hands
Time and attendance applications such as Timegate give your employees access to their schedules pretty much wherever they are, what time it is, or what device they are using.

Tools like this allow you to publish schedules, along with many other HR functions, direct to your workforce’s mobile phones using branded apps that deliver a uniquely connected experience.

And there’s also the ability to put the clocking-in and clocking-out function in your employees’ hands too – so now there’s never an excuse for forgetting to record their timesheets.

5 Reduce “Buddy Punching”
Time theft is a common problem for employers, with 43% of employees admitting to exaggerating the hours they work2, resulting in losses of productivity.

Although “buddy punching”, or employees clocking-in and clocking-out for each other, may only result in a few hours extra pay, over time that certainly adds up – with the American Payroll Association reporting that time theft can cost companies up to 7% of their gross annual payroll.

Using biometrics as part of your time and attendance solution means that staff can’t cheat the system by clocking-in and out on behalf of someone else – you’ll know that when your system says somebody’s been working – there’s now no doubt about it.

At Innovise we have the technology to identify and verify exactly who submitted the time and attendance data, based on a range of physiological or behavioural characteristics. But as ever, technology works hand-in-hand with sound business practices of which we could certainly help you to further improve productivity and profitability.

Innovise specialises in creating software applications to support the facilities management and support services industry globally, helping to control workforce costs in this low margin sector.

Learn more about Timegate & Servicetrac.

Sources: 1CIPD Absence Management 2016 2 Hot Schedules: