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5 Top Workforce Management Tips

1. Create a positive environment

Every workforce requires correct supervision, reinforcement and care for it to operate at its maximum capacity. A happy workforce gets to its optimal operational levels even faster as higher levels of job satisfaction and job security create an atmosphere conducive to productivity. Fair-minded enforcement of your rules and clear communication regarding your protocols helps you to appear more reasonable when meting out consequences for violations.

2. Have clear communication channels

Every member of the workforce and every department needs to have simple and effective communication channels that allows everyone to make decisions, give feedback and delegate tasks as quickly as possible, and with as little interruption as possible. Being able to send quick text messages and respond in kind is incredibly effective and low impact on employees. Consider integrating a tool like Slack, Skype or even Facebook for Business into your communication toolset to revolutionize your workforce’s ability to get things done. Defining clear channels for communication within your corporate structure or hierarchy will help your workforce to manage situations according to set protocols. This avoids lost messages or employees seeking information from incorrect or unqualified sources. Implementing these simple suggestions will go a long way to increasing your company’s productivity.

3. Set attainable goals

Managing your workforce also entails making sure that every employee has a clear purpose that will benefit the company and challenge the employee. Involving your employees directly by telling them how much their job impacts the company acts as positive reinforcement, giving the employee direction. Measuring and reporting back on performance in the attainment of these goals allows you and your employee to monitor progress and switch up tactics if necessary.

4. Be transparent

Clearly defining all your company’s policies and practices, processes and regulations ensures that your workforce is advised explicitly of what is expected of them professionally and how the company is governed. This promotes trust and builds loyalty within the workforce.

5. Empower your workforce with the right tools.

To make sure your workforce manages to meet deadlines and attain all the goals you set for them, it is important to give them the right tools for the job. Efficiency and productivity rely on the ability to work fast and well with minimal friction between the process and desired outcomes. Making small changes such as upgrading the computers to modern standards and acquiring the latest versions of licensed software goes a long way to achieving this. Computer users around the world lose as much as a full work week annually due to slow computers .

Reduce Costs with Time and Attendance Software

The greatest drain on a company’s resources is poor time and attendance tracking which affects payroll and production to a great degree, resulting in incorrect payments and decreased rates of production. The true impact of the improper management of time and attendance is measured in billions of dollars of lost revenue every year.

Reading the report published by Affinity Live and discussed by the Harvard Business Review, we can very quickly ascertain that the implementation of proper time tracking and payroll software is key to protecting corporate interests . The main protections against lost revenue are comprised of the following:

Accurate Time Tracking

Traditional time tracking methods using paper-based systems lead to lost time taken to manually clock-in and record times, fraudulent attendance records, lost and inaccurate records, late submissions of records and this in turn affects a company’s ability to reliably manage attendance, keeping shifts at optimum capacity and ensuring pay grades are accurately managed throughout each employee’s daily activities.

The simple addition of time and attendance software and biometric hardware allows full control over your workforce. It eliminates, in short order, fraudulent clock-ins or ‘buddy punching’, it streamlines the clocking in process itself by requiring a simple fingerprint scan instead of written or punched cards which leads to savings on cards themselves and the problem of lost or forgotten cards is entirely negated. The digital capture of attendance records lends itself to time and money saving as this data is able to be transferred automatically to your existing payroll software, removing the necessity to have staff recon and capture time records themselves.

Payroll and Payment Processing

The ability to have the time and attendance records automatically  synchronized to the payroll software is a massive cost saver as it not only saves your staff time by calculating wages automatically but also allocates the proper pay grade per employee at to-the-second rates to ensure that the employee is not over or underpaid and that excessive breaks or absenteeism is mitigated by ensuring that employees are not paid for time that they did not spend working.

Shift and Leave Management

Time and attendance software comes with leave management and shift scheduling software which assists with ensuring that you are always operating at an optimum capacity without losing precious production rates to absenteeism or inefficient shift scheduling. The time and attendance system can project attendance in simple, effective reports that show when there are deficits or gluts in attendance, allowing you to pivot and reschedule staff on the fly to make sure operating costs are always within acceptable tolerances and that your company operates efficiently.

Document Management

Keeping licenses and certifications up to date is key to avoiding downtime when your employees need to be re-licensed or passports renewed or your health and safety protocols re-certified. Making sure you are well aware of these dates allows you to get on top of them before they cause a shutdown or get you in hot water.

Avoid Shrinkage and Theft

The secondary benefits of installing access control systems backed by biometrics are that you add an extra layer of security to your workplace by limiting access to employees that aren’t supposed to be there. In this way you protect your stores, warehousing and IT centers by simply denying access to non-essential staff.

In closing, the addition of a time and attendance system backed by biometric access control positively affects profits from the very minute it is installed and activated. Providing tight control over access, to the minute payroll, workforce, and document management which all work in unison to ensure excellent operations management and security, all of which result in savings for the company.

 

 

Must-have Time and Attendance Software Features

Time and attendance systems serve a number of important purposes. At the forefront of their feature set, they track the amount of time employees are working each day and whether they are sticking to their schedules, attendance and leave. In addition, time and attendance solutions precisely capture critical payroll information and ensure employees are accountable for their work. They can also decrease fraudulent clock-ins, increase security, maintain transparency and minimize administrative work.

When evaluating the feature sets of time and attendance software it is important to know the key items that are paramount for any TNA software.

Secure clock in and out

It sounds like the most basic and fundamental element of any time and attendance system but there are a number of systems that rely on manual entry of this data into the system in order for reports to be created. This creates a slew of compliance issues as it is inaccurate and can lead to the rounding-up of attendance hours which results in overpaying employees for their actual attendance or, conversely, underpaying them which leads to further complications and possibly legal action from unions. These reasons alone are enough to drive home that you need accurate, reliable capture of employee attendance, while several systems will offer card or tag-based time and attendance hardware, this can still lead to fraudulent clock-ins with absent employees being clocked in by their colleagues. A fail-safe against this is the installation of biometric fingerprint terminals which are unable to be bypassed.

Amendment of data

While it may sound counter-intuitive to allow edits to clock-in information it is a necessity to be able to edit the data to allow for employees who have simply forgotten to utilise the system or when the system fails due to damage or extended load shedding. This is generally managed by floor managers notifying human resource (HR) dddddddddddfstaff as to discrepancies and signing of on such to maintain the integrity of the system. Problems with the clocking in system itself or with the staff underutlising or disregarding the system can be quickly discerned by evaluating patterns in edits, allowing you to address and rectify them.

Remote clocking in

Having fixed biometric terminals on-premises is necessary to ensure that staff are able to clock in upon arrival, or even as part of your access-control but many industries conduct business off-premises. Modern time and attendance systems allow for the usage of remote, hard-wearing and IP-rated biometric terminals that operate on LTE or even staffs own mobile devices, allowing staff to accurately record their shifts wherever their work is being performed.

Reporting

The ability to accurately record employee attendance is a great feature in and of itself but the true value of any system is its ability to produce actionable reports that can be evaluated by your human resource management professionals to adapt your workforce’s attendance to the company’s desired routine. The availability of granular data means you can drill down to department or even employee level to instantly discern problem areas within your company.

Payroll integration

Time and attendance software coupled with biometric hardware accurately and fairly captures employee hours. Top systems also allow for the assignment of specific pay-rates tied to the employee’s activities throughout the day and even allow you to plan shifts and manage leave to ensure that the company always has a full complement of staff. This information can be integrated with or exported to your existing payroll software to streamline the payments process as well as having the benefit of ensuring fair compensation to employees and and accurate expenditure by the company.

Keeping these five top features for time and attendance or human resource management applications in mind will allow you to make an informed decision when you take the plunge and invest in this software. For a detailed look at EDMA’s software, please call us or send an email to info@edma.cloud and our team will happily discuss a tailored solution for you and your business.

The Importance of Time and Attendance Software

Time and attendance software takes the pain out of manual management of your employees attendance records. The software creates an accessible record of your time and attendance records and creates reports to give you at-a-glance representations of all your employee data including shift attendance and pay rates.

 

Supervising the workplace and their attendance is key to your company’s performance. Supervisors must be aware of who is absent, who is on premises and working, where they are working and at what pay rate they are working at. They must also be able to forecast attendance by having pre-plotted shifts and ensuring proper leave management. The real cost of mismanaged attendance is far higher than the payment of wages and benefits.

 

Generating accurate and insightful metrics must come from a reliable source that doesn’t create too much unnecessary friction in the normal day to day of your employees to ensure 100% onboarding and continued implementation of the system. Biometrics are an excellent way to measure this as they don’t require a card, which stops the practice of fraudulent signups immediately and guarantees accurate capture of the employee’s clock-in time and identity.

 

EDMA Time and Attendance and Human Resource Management Software has a plethora of features geared to directly address the time and attendance needs of your business. Our time and attendance software module allows flawless tracking of employee attendance and absenteeism with full featured reporting to track departments and individuals. You are also able to forecast and plan attendance with our shift and leave scheduler to assure you are always at maximum possible capacity.  Our granular cost management software module allows you to manage payscales for employees throughout the day as they change shifts and jobs fluidly, of course this also allows you to integrate with your payroll system as well as generate actionable reports for true business intelligence.

 

These full-featured modules all allow you to begin or enhance your business intelligence strategies by giving you a birds eye view of your operations as well as the ability to drill-down to more granular data to examine individual records. This returns information on problematic or exemplary departments and individuals as well as company spend on labour and productivity rates.  All of this information results in a clear picture of how your business and your staff are performing. Not just limited to recording attendance you are able to discern patterns in attendance, identify overspend on labour and understaffing in different departments, view pay histories month on month and deep analysis of the data as a whole.

 

Time and attendance software is a tool for human resource managers, payroll specialists and any decision-makers in your enterprise. Adoption of the system is supported not only through its intuitive workflow but also via on-site training and a responsive support desk. Transform your business today and send us a mail on sales@edma.cloud

Time and Attendance Applications: Construction and Property Development Industry

The construction industry is an expansive, multi-faceted and fast-paced industry that requires constant monitoring and management of staff from multiple tiers of skills, departments and locations. Costs can easily snowball unless tight control is exerted over elements such as the short-term hire of specialists and absenteeism that can lead to missed deadlines that can cause penalty fees.

Our time and attendance software incorporates multiple systems such as shift and leave scheduling, access control and cost management that safeguards construction projects from the many pitfalls and issues that can oftentimes rear their heads at the worst possible times.

Our implementation of biometric fingerprint scanning at our fixed and mobile terminals eliminates the first and most common issues of time theft and the fraudulent clocking in of absentees by colleagues swiping their cards. Fingerprint scanning also sidesteps issues caused by forgotten id cards and ensuring 100% identification of each employee. Our fixed and mobile terminals are also IP rated to a sufficient degree that will ensure continued usage in any conditions.

Cost management headaches caused by mixed labourers of differing employment terms and pay scales is a thing of the past as their payroll information is captured automatically and easily exported to existing payroll systems. Employees switching between jobs of differing payscales are simply switched and their costs adjusted on the fly by changing their job status in the app.

Our advanced shift scheduling and leave management component allows you to ensure a full workforce at any time and allows you to plan far in advance for any eventuality. The system is also agile enough to switch or extend shifts at will for unexpected events.

The full-featured employee data management component incorporates a complete document management system to store employee records such as forklift driving licenses, IDS, VISAs and allows you to receive notifications when certifications expire to ensure that you always remain compliant. All information is stored securely in the cloud, allowing for seamless synchronization between multiple locations while strict role-based management and security protocols protect you against intrusion or malicious manipulation or theft of your data.

For more information on how EDMA time and attendance software can help you manage your workforce and boost your profits give us a call today and our trained staff will advise you on how to supercharge your business.

Time and Attendance Applications: Health and Medical Industries

Health care and medical facilities offer particularly challenging setups as there are a number of variables to consider such as nonstandard shift patterns, cost management rules and the need for highly flexible, on the fly shift amendments.

Medical and health facilities rely on 24 hour full staff complements to provide continuous care to patients so it is imperative that the time and attendance software is agile enough to compensate for tricky shift patterns and also to capitalise on available employee time by identifying gaps in attendance and reporting overlong breaks or early leaving. This speaks also to the ability of the software to maximise profits by only paying out according to time worked by employees and/or if employees are salaried then steps can be taken to enforce disciplinary protocols and plug any leaks you may have in attendance that are costing the facility money.

At its core, time and attendance and shift scheduling software shares many common concepts and solutions across the various industries such as the understanding between employee and employer that there is an expectation of how, when and where work is carried out. However, the Health and medical industry is unique in that it has often abnormal scheduling, insufficient staffing and is also physically and emotionally demanding. With the industry’s uniqueness in mind it is important to ensure that it is appropriately catered for and that all solutions are tailored to best address all these issues.

Time and attendance software that is calibrated as per the industry’s needs will result in a solution that will monitor late arrivals and absenteeism but also create a wealth of actionable data that can be used to increase productivity and reduce administrative costs associated with over and understaffing shifts. The ability to automate the application and amendment of pay scales on a per shift, per role and per employee basis aids in curtailing overspend and its integration with existing payroll systems further cuts down on expensive and unnecessary administrative busywork.

Installing a competent biometric system increases the facility’s security and employee accountability and enables you to manage access to sensitive areas, such as pharmaceutical storage, intensive care units and cash-handling areas amongst others.

EDMA’s mobile application allows for simple time and attendance tasks to be performed at a mobile terminal which aids in tracking employees who are deployed to multiple sites throughout the day. Biometric fingerprint scanning ensures that the correct employee is logged with the correct payscale applied.

Employee scheduling and shift management allows for compensation for absenteeism by allowing the human resource department to refer to employee records and source a suitable replacement to take up the slack and avoid from having to outsource expensive temporary employees. The software’s live dashboards also allows you to accurately determine the impact of absenteeism on productivity and profits and ensuring that the facility stays within the bounds of compliance.

EDMA’s solution is a holistic workforce management tool that can be tuned to whatever your facilities needs are. Whether you require a complete time and attendance application, biometric access control, employee data management system, or leave and shift scheduling. Once installed you will have immediate access to a wealth of information that will save you time and money, secure your facility and ensure compliance across the board.

Why investing in Time and Attendance Software is key.

Tracking your employee’s attendance through a cloud based web application in tandem with physical biometric equipment installed at your premises is not a trivial investment. Once you have bought the hardware, subscribed to the SaaS and consulted with professionals to maximise your usage and ensure uptake of the system you will want to see how quickly you are able to amortise the initial cost by tightening your control on employee lateness and time mismanagement.

The hiring of an employee is ultimately the purchase by the company of an individual’s time at an agreed rate. This means that between the hours of open and close of business, the employee’s time is yours and the onus is on the employee not to short change you by repeatedly being late, leaving early or taking extended lunch breaks. If you have paid for 120 hours a month and only receive 112, then you have lost a considerable amount of money. In fact an entire day’s worth of labour, so what now? Spread across an entire workforce your entire profit margin is affected to a massive degree and effects a profound loss of income as projects are pushed back, performance penalties incurred and equipment hire costs lengthen.

So what does time and attendance do to mitigate your employees delinquencies? It creates an accountable, traceable report of each individual’s time infractions allowing you to accurately address chronic issues, identify bottlenecks and analyse what external factors may be influencing your current time and attendance statistics. Further, with the enforcement of tighter attendance requirements it serves to modify employee behaviour in a positive manner now that an objective, unbiased device is responsible for reporting on their attendance and places the responsibility on the employee to ensure that they are present at all agreed times. This helps to nurture a culture of accountability in your workplace and fosters a greater work ethic.

With the emplacement of simple measures and educating your workforce to the nature of your system and what it entails, including what the recourse for multiple infractions is, you will be able to stabilise your investment in each employee and achieve a greater return thereof.

Methods to Deal With Chronic Absenteeism in The Workplace

Determining what does and does not constitute chronic absenteeism in your workplace is a key element in protecting and getting the most out of your investment in human capital. However, even the best performing investments need management and the occasional ‘tweaking’ here and there.

When it comes to absenteeism this may be down to lax rules, poor communication, soft management or simply, and perhaps most worryingly, a culture of unaccountability. To best discern what the case may be, one must always begin with measurement. This gives you valuable data and establishes a baseline for you to measure the efficacy against which your new protocols may be tested.

Time and attendance is much more than simply capturing employee attendance and providing a layer of security. The true value lies in the data and segmentation thereof. Your data not only tells you when and how often individual employees were absent but also, for example, who was the duty manager that day which allows you to investigate whether employees have a higher likelihood of being absent on days when that manager is on duty, enabling you to address possible soft management skills or a lack of rule enforcement.

Another example would be to discern the coincidence of absenteeism with Monday’s to effectively determine likelihood of actual sick days versus employee delinquency allowing you to demand doctors notes from chronically absent employees. You could also conduct interviews with the employee upon their return to work to establish their reasons for being away.

If your workforce is shift-based then it may benefit your company to increase its flexibility giving your employees the opportunity to responsibly amend their shifts and ensure that a full complement of staff is on hand. This ability to exchange shifts enables your staff to cope with unforeseen, necessary time off and also for the company to limit productivity slumps because of absent staff.

Realism is key in developing your absence control policies. Absenteeism is unavoidable in businesses of any size and it benefits the company to include a maximum amount of days off to allow employees to deal with unforeseen emergencies without fear of penalties and protects the business against abuse of the system through clear communication of the penalties incurred if the system is indeed abused.

The most important method to control absenteeism is consistency, of course there will always be edge-cases and times when it will be necessary to grant compassionate leave but in all other occurrences the rules must be followed and penalties meted out to the letter. This will, immediately and effectively, grant and establish the authority of your management and the expectations the company has of its employees and what the results of not living up to those expectations will be.

This being said, it is always beneficial to have a high level of employee satisfaction and the inclusion of incentives for perfect attendance records rewards and positively reinforces employees for their effort as well as tempers the strict enforcement penalties upon employees that abuse the system.

What type of time and attendance hardware is appropriate?

Security and accurate access control and time and attendance tracking are the main reasons behind updating your existing systems to modern access control devices.

Biometrics by virtue of their identifying methods obviate the need for pins, passwords or physical identifiers such as id cards or tokens. This immediately secures your company by disallowing members from sharing information between themselves such as the aforementioned passwords or cards in order to access secure areas or clock in for each other when absent. Besides the immediate security boost and increase in profits from accurate time tracking the system aids in the automation of many key HR processes such as payroll and scheduling.

So how do biometrics work in any case? It might surprise you that they are only minorly different from card swiping security systems in that, much in the way a security card’s identifier is stored against an employees name in a database, so too is the employee’s fingerprint, facial topography or vascular map which is just abstracted to a unique identifier that is then stored against the employee’s name in the database. The employee is then assigned rights and privileges in the software which controls their ability to access areas as well as track their attendance in your employee data management application.

The methods for capturing this biometric data vary greatly in their function. At one end of the spectrum we have the pervasive fingerprint scanner to DNA recognition at the other. The factors a company needs to consider when integrating a new biometric system are:

Universality: the method of capturing biometric data should have the broadest application across your workforce. You may have staff who do not have a full complement of digits or perhaps eye injuries that will impact your ability to incorporate them into your system if you are using fingerprint or iris scanning.

Uniqueness: The implemented system must be of sufficient quality to accurately discern each employee’s scanned feature and not conflate identifiers resulting in false positives.

Permanence: Equally, the system must be capturing biometrics that have a sufficient degree of expected permanence, Voice control, for example can be a problem with staff suffering from laryngitis or advanced colds.

Collectability: When implementing the system, the method for collecting the biometric data for the initial setup should be planned well ahead of time . Questions such as how and where to collect data should be taken into account as first scans can take multiple attempts and it is important to consider how this affects your production, further complexity can arrive if, for example, you are attempting to collect facial recognition data in an environment with low or excessive light or perhaps voice prints in an area with excessive noise.

Performance: Using high level biometrics such as DNA recognition can impact your productivity as results can take up to ten minutes, depending on hardware, for accurate results. You may find that fingerprints or facial recognition are more appropriate for your environment.

Circumvention: Biometrics that cannot be defeated easily, such as through holding up portrait photos in front of low quality facial recognition scanners, are key in choosing the right system for your workplace. Always insist on the best quality and ensure that tests are carried out before you sign off on any system.

Finally it is important to ensure that your access points and hardware are placed in controlled environments so that conditions are always the same when data is collected. This will ensure that information is always correct and samples have a high degree of similarity when scanned.

For further information please click on the number below to speak to one of our experts and schedule a consultation.

Human Resources Tips For Common Problems.

Foremost in your arsenal should be knowledge of all the local and international laws and rights that protect your workforce as well as all that protect your company. Knowing the letter of the law regarding such basic requirements as safety, security, compensation and scheduling goes a long way to generating positive relations between the company as an entity and its employees, as you are able and willing to accommodate them while laying down appropriate structures to deal with company oversights or shortfalls as well as mete out appropriate disciplinary procedures for wayward staff. Taking the time to ensure that you and your colleagues are cogent of all the rights and regulations will ensure that all possible events are protected against.

Best practices for managing scheduling and overtime need to followed to the letter as incorrect compensation for time worked is a common pain point between companies and workforce. It is very important to understand how overtime accumulates and to install a proper time and attendance system to track all employees. This allows for at-a-glance assessment of allotted working hours on a per-employee and per-department basis as well as accurately tracking hours and their associated rates. Accurate and pedantic recording of each employees work hours protects employees from overwork and the company from violating employee rights.

Utilising software to schedule employees allows a swift solution to allocating staff across your enterprise and deploying and redeploying staff to appropriate locations based on under or over-staffed environments. Precision management of scheduling allows for appropriate management of your workforce according to demands. This results in significant increases to your profit margins by ensuring the company is only utilising the exact amount of staff required across the board instead of paying for the presence of under-utilised employees. The time tracking software embedded into the system automatically synchronises with the payroll software to ensure that your staffs time is tracked, classified and compensated.

Documentation and Human Resources are indivisible, this being said too many companies rely on archaic ink and paper and xeroxed copies stored in old metal filing cabinets and managed via a barely understood filing system. This way of document management is untenable and does not lend itself to fluid scaling of your enterprise once you begin to grow. Centralizing and digitizing employee records whether they are copies of IDs, forklift operator licenses or medical certificates results in an efficient system where each document is retrievable with a few keystrokes. Added benefits of the system include enterprise level security as the majority of this documentation is highly sensitive and the built in alerts when certifications, licenses et al are nearing expiry so that renewals can be booked. The time saved with digital document management and the peace of mind knowing that the documents are stored securely impacts your internal processes by greatly streamlining them and assuring staff are always properly certified, licensed to be operating in their departments.

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