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Still tracking time and attendance manually? Don’t do it!

28/04/2020
Still tracking time and attendance manually? Don’t do it!

Digitalisation and digital business have become buzzwords of business milieu; yet when it comes to real data on the volume of working tasks based on paper work, the situation is far from what can be called digitalised.


Although at first it may seem economically unjustified to implement digital tools for time and attendance management, a closer look at this issue shows that the truth is quite the opposite. Analyses show that digitalisation of "unimportant tasks" saves assets in several business segments, provides time for more sophisticated tasks, keeps high levels of motivation for work among employees and most importantly, gives deep insight into the way workforce is managed in your organization, which contributes to a long-term competitive edge.

Paper timesheets cause decline in productivity

Based on the answers obtained from a web questionnaire* published at www.spica.si, 46.7 % of respondents track time, i. e. absences such as vacation, sick leaves, business trips, etc., in paper form, and as much as two thirds (69.5 %) of respondents keep records of overtime work on paper as well. We cannot jump to simple conclusions as to why there is still so much paper work involved; however, one reason must be the lack of awareness that digital time and attendance management improves productivity, since it accelerates the crucial processes associated with human resource management.

Compared to manual datasheets, electronic payroll processes, automated absence approvals and compliance, automatic working time scheduling, and the creation of travel orders on your mobile phone make work significantly faster, more productive easier and error-free.

Automate payroll data preparation


Even more, an insight overtime hours in one department, or on the other hand a high volume of sick leaves in another, give you the chance to you can act timely and effectively - you can find out the root of the problem and eventually redistribute employees and thus efficiently use limited resources as well as save time for the HR department, who can focus on strategic tasks instead.

EU employers must now record employees’ working hours, according to European Court of Justice

Unfortunately, our survey has shown that more than one-third (35.5 %) of companies do not have the overview of how many and when their employees came to work on a given day. This is because they do not track employee working hours at all. However, this practice will have to change in 2021, since the European regulation demands tracking arrivals and departures. Under European legislation and the Charter on Fundamental Rights, EU member states must ensure that workers actually benefit from these rights, by setting up »an objective, reliable and accessible system enabling the duration of time worked each day by each worker to be measured,” said the ECJ in the statement.

How can you increase productivity with proper time tracking?

The research conducted by the Harvard Business Review revealed the urban myth that digitalisation induces major and even disruptive changes in businesses. But the truth is that implementing simple digital tasks saves each and every company a lot of time that can be spent on more important tasks which ultimatelly contribute to a higher value for end customers.

Using Dynamic Scheduling - a module for scheduling working time - our customers have a possibility to create and manage schedules for a larger group of employees.  Planners can schedule working hours in real time according to employees’ wishes and business requirements. Planning is easy as daily, weekly, or monthly schedules are seen on one screen. All absences can be planned and tracked in real time and automatic allerts pop up in case of legal non compliance.

Schedule your workforce according to real needs and save thousands


Furthermore, at the company level, proper management of overtime work and absences can help to identify it financially better and feasible  to implement overtime work instead of hiring new employees, which can save labour costs on a yearly basis and at the same time allows optimal stock volumes.

Planning according to real needs is one of the basic elements of maintaining high productivity especially in manufacturing, retail, call centres, hotel management, health care, and logistics. How do we do it? The first steps are to precisely predict labour demands, carefully plan and distribute employees accordingly  and use Dynamic Scheduling to adapt working schedules to the actual situation. Taking such an approach will reduce excess staff and compensate for staff shortages. You will gain control over costs and improve productivity, as well as arouse enthusiasm among employees.

Are employees lazy or do they just have too much time?

Keep in mind that hours spent at work do not reflect the quantity of work the employee could produce as this employee might just be inefficient. Productivity be definition is the amount of work produced within a given timeframe. Thus I n order to measure pruductivity you need to measure the output and time needed. To get rid of this dilemma, you can use myhours.com - a web app to track time by projects and tasks.

My Hours is a web and mobile app for freelancers and teams of any size. It enables you to organize your projects, track work hours and share reports with clients or management - all in one place. You need to split your work into projects and tasks, apply hourly rate and log working hours with the start-stop timer or enter timesheets manually.

Regardless of the obvious benefits of electronic time and output tracking, our survey showed that 51.9 % of the companies do not track output produced  per a time unit. What impact does this have on a business? Such companies may be better of in terms of financial revenue than the competitors, but this does not mean they are really more successful. The competition may spend three times less working hours and end up with two times worse business results, which means that according to the time and money spent on the project, they are financially more successful.