Outdated and time consuming absence management processes are a real productivity killer, with a large amount of time spent filing, processing holiday tracking and employee absence requests. We’ve explored a number of ways cloud based absence management can greatly increase productivity across a business and lower the strain on HR & Line Managers.
1) No more full desks!
One thing for sure, especially at this time of year, is that the desk of many a line manager and HR manager is littered with paper holiday requests. A mountain to get through and a nightmare to organise, there must be a better way?
A cloud based absence management system, that all staff and management have access to, can cut the time of booking/processing an absence request from over 10 minutes to just 30 seconds. Here’s an example to illustrate the above;
In a 100 person organisation
- Each employee will make up to 30 requests per year (planned, unplanned & training)
- A centralised absence management system could save 10 minutes per request
- This equals out at a saving of 5 hours per employee per year
- Or 21 days across the entire organisation… greatly increasing productivity.
2) No need to think!
A major downfall to a disjointed paper and spreadsheets process is the need to think over and double check whether an employee’s holiday booking request clashes with that of another employee.
With a cloud based absence management system, authorisers don’t have to think, the system does this for them by checking absence clashes before a request is even sent through to a manager. This also means the burden of rejection is not laid at the authoriser’s door, and is done by an automated system, taking some of the guilt out of holiday request rejection.
3) No lost data!
One big downfall caused by point no.1 above is the potential for lost data and requests. Whether it’s tracking a spreadsheet and worrying whether it’s the most up to date version or processing a paper holiday request from an employee, the chance for a missing paper trail is greatly increased.
In terms of productivity, the many minutes and sometimes even hours spent chasing employees to re-submit requests or tracking down lost data could be much better spent elsewhere after implementing a cloud based absence management system.
4) No more manual reporting!
A report commissioned by Red Letter Days for Business published on HR Grapevine found that 38% of workers are undertaking time consuming administrative tasks, such as weekly or monthly absence reporting.
Absence management reporting can be particularly time consuming if done using data heavy spreadsheets, however the implementation of a cloud based absence management system enables those carrying out reporting tasks to fully automate and schedule their reports, building them in a matter of minutes and never needing to be touched again.
With 441 million days lost a year through unnecessary tasks and administrative tasks ranking as a high percentage cause, the potential for an increase in productivity in this case is huge.
e-days Absence Reporting
e-days Overtime Reporting
5) No more disputes!
Of course, we never want to see a situation where companies have to use absence data to solve a problem situation; it is however something that can of course happen. A cloud-based absence management system, with features such as Bradford factor scoring, automated absence reporting, means any dispute over past or ongoing sickness absence can be clearly investigated.
This saves a great deal of time hunting down dated paperwork and can even avoid time-consuming disputes, once again leading to greatly increased productivity.