As companies have transcended from legacy solutions – like a punch clock or access cards – a competitive market of T&A innovations has emerged on the horizon. But how to decide for the best attendance management system for your company? What are the key features to look for when it comes to a new T&A solution? We summarized 5 useful tips that can help you make a decision.
1. Look for flexibility
Implementing a new tool can be a challenge in every company, as employees require a good motivation in order to adapt to a new system. However, if the new solution increases their comfort, is more user-oriented, effective, accessible 24/7 with a user-friendly interface and without strict rules, its benefit can override the discomfort of the learning curve. Employees should not feel tracked or controlled but supported and unburdened from unnecessary tasks. Hence, flexibility is a crucial aspect of any T&A solution.
2. Empower your HR department
Look for a tool that not only records the time & attendance of employees, but also empowers HR leaders in the area of T&A management and beyond. In a good T&A solution, the HR department can access real-time reports, up-to-date guide on labor law and legislation compliance, automatic quotas and overtime calculations, admin rights to fix input errors and many other features to unburden them and cut down on the chance of inaccuracies.
3. Go for a cloud-based solution
The days when employees were punching timeclocks and filling out paper timesheets are long gone. Attendance tracking – like many other HR functions – has gone digital. Nowadays, companies have multiple options to digitally track the attendance of their employees, but the most preferred solution is to do it in the cloud.
Considering also the disruptive changes caused by the COVID-19 pandemic since the beginning of 2020, the request for digital T&A tracking grew rapidly and soon became a must-have necessity. The biometric timeclock systems are also starting to lose sense for many businesses, as they suspended their usage to prevent the spread of the virus – in India or the USA, such as the New York City’s Metropolitan Transportation Authority and the New York Police Department, to name a few. Due to their safety and reliability, cloud T&A solutions are the no. 1 choice.
Other factors, such as data storage on the provider’s side, no required installation and availability from any device, just add to the advantages of using the cloud.
4. Prioritize regulatory compliance
Even a global T&A tool can be compliant with country-specific, local regulations. Putting up with basic approvals of paid time-offs followed by monthly manual controls by the HR department can be avoided if you choose an attendance management system that can revise balances, attendance quotas and legal requirements, complies with GDPR and has automatic legislation updates. Sophisticated solutions also allow the set-up of a different labor condition for each employee separately within one department, which is advantageous for companies with multinational teams.
5. Seek extra features for elevated user experience
Some of the global platforms can offer time and attendance tracking as part of a complex holistic solution with supporting processes, such as payroll, benefits, onboarding and helpdesk. They allow to manage the T&A and other HR-related tasks within one system. Integration is a practical feature when a robust program is needed for each of the processes. However, in order to ease the work of everybody, HR department included, key to success lays in one flexible and customizable solution to manage numerous tasks and areas.