In the previous posts of our Leave Management Series, we talked about the importance of leave for employees in helping to maintain a healthy balance of work and life and the various ways to help employees take breaks all year. This final installment of the series will explain how a leave management system will help you track employee leave and define guidelines to request, approve and encourage employees to take leave.
What is an effective Leave Management System that Delivers Value?
Suppose you think about time's importance in reducing employee burnout and creating an ideal work-life balance. In that case, It is sensible to create an effective leave management system that monitors employees' absences with full transparency and accuracy.
The inability to efficiently track the absence of employees leaves your company's operations in chaos and can also impact the bottom line of your business. As per the CDC Foundation, productivity losses due to absences cost employers $225.8 billion every year, that's $1,685 for every employee.
Human resource professionals who have faced the frustration of tracking the balances of employee leave and accruals recognize the significance of automated solutions. With the use of modern software that manages absences of employees instead of spreadsheets or paper-based systems, you will reap the following advantages:
1. Removal of Paper-based, manual Methods
Software for managing leave automates the essential functions of managing absences for employees and provides more features than spreadsheets and traditional systems for time and attendance. Employees, managers, and HR can access an online portal that handles every aspect of time and attendance. In addition, since time-off requests and reports are processed through the cloud, it is possible to put aside manually tracking absences for good.
2. Real-time monitoring of leave
A management system for leave provides you with full access to the entire employee's leave information, such as the balance of leaves and accruals, and information on special circumstances like borrowing by employees against accruals in the future.
In addition, having real-time access to data on employee leave lets you know who is nearing their limit of leave, who has not taken any leave, and who may require encouragement to take time off. Also, with complete visibility of which employees are scheduled to take time off shortly, you can make the necessary arrangements to schedule shift coverage and temporary replacements for employees.
3. The compliance with Regulatory Leave Requirements as well as Collective Bargaining agreements
The management of your workforce involves keeping track of legal requirements for leave and obligations under any existing collective bargaining agreement. A leave management system lets you control leave for every employee, whether they're salaried or hourly or unionized, working following a collective bargaining agreement or in several workplaces.
4. Allocate Leave Requests to Organizational Policies
With solid software for managing your leave, you won't need to maintain a manual record of rules for carryover and policies to allow leave exemptions. You can instead integrate the requirements of your leave policy into the software. In this way, managers do not need to be concerned about approving requests that aren't in line with this policy. Likewise, you won't have to be concerned about whether accruals were properly applied.
5. Automated Notifications to Make It efficient Leave Management
Customized notifications notify you when employees have submitted time-off requests, when they have been accepted, and when employees are nearing their time-off limits. It is also possible to set the software to notify managers that a specific need to be addressed. Then, instead of having requests fall into the wrong hands or sitting for too long without an answer, it is possible to resolve the request and swiftly respond when situations require urgent attention.
6. Improved capability in the use of Workforce Management Systems
With seamless integrations to the payroll system or enterprise resource planning, or HRMS, you can ensure that the data of employees' leave is synced with other crucial fields of management of the workforce. For instance, instead of manually making payroll calculations and calculating leave data, you can let your data on leave automatically flow to your payroll system, resulting in more accurate and precise reports each pay period.
7. Better communication between managers and employees
If employees have a user-friendly platform for making requests for time off and viewing the balances of their accounts, they won't need to fret about contacting their boss to request time off. Furthermore, managers will relax in scheduling future leave requests to leave bidding tools and the capability to place requests on standby. Managers can also access past time off records for their employees, which means they can easily determine who's taking time off and who isn't. With this information, managers can have a conversation with employees regarding using their time off and avoiding burnout.