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In order to prevent unnecessary losses, it’s important the businesses keep track of their resources. Stock management systems, for example, enable companies to keep an itinerary of their existing stock and order additional supplies, as required. In addition to keeping business processes running smoothly, this ensures that valuable stock is always accounted for and can’t go missing.
Whilst companies have various valuable resources, their employees are arguably the most important. As you may already know, hardworking, trustworthy employees can determine whether a business succeeds or fails, so it’s vital that you manage your staff effectively and provide suitable incentives.
Employee time is, therefore, a valuable company resource and you must ensure that you use it wisely. This can ensure that your employees are putting in the right hours and making the most of their time at work. Time and attendance systems are a great way to monitor employee time and, with new technology available, there are various types of systems which can be used.
Ensuring Your Workforce Is Reliable With Time And Attendance Systems
In smaller workplaces, you may notice if someone attends work late or attempts to leave early. When you’re employing dozens or hundreds of staff, however, it isn’t so easy to keep track and this can result in employees being lazy with their timekeeping.
Even knocking off a few minutes at the end of the day or arriving a few minutes late each morning can add up to a significant amount of time at the end of the working week. Unless previously agreed with management, employees should be at their workstations at the agreed times, and a time and attendance system can ensure that this happens.
By requiring your staff to clock in when they attend work, or clock out when they leave, via a time and attendance systems, you can keep track of employee attendance. If necessary, this data can enable you to address issues, such as persistent lateness, and increase productivity as a result.
Furthermore, if employees work overtime or their hours vary, you can use time and attendance systems UK to ensure that they are paid accordingly. Traditionally, time sheets were used for this purpose but they have various drawbacks when compared to time and attendance systems.
Filling out time sheets can be time-consuming for employees and also for the administrative or payroll staff who must process them. In addition to this, it’s easy for human error or intentional misuse to result in an overpayment.
By using an established time and assistance system, however, you can ensure that employees receive the appropriate wage and that the company truly benefits from any overtime which is carried out. In fact, your time and attendance system could even be used to transfer data directly to your payroll department, thus reducing the time spent on administration and ensuring accuracy.
Whilst employees may be keen to earn extra wages via overtime, your time and attendance system will also prevent any regulations from being breached. As employees are only permitted to work for a maximum number of hours per week, you’ll need to ensure that no one exceeds the relevant limit, and an electronic time and attendance system can enable you to do just that.
Monitoring Your Staff With Clocking In Systems
Although clocking in systems are routinely used to ensure staff are arriving at work and leaving at the appropriate times, they can also be utilised throughout the day. If your employees complete task-driven work, for example, you can request that they clock in or out at the beginning of each task.
This enables supervisors to ensure that work is being carried out at a reasonable rate. If an employee is taking too long, productivity could suffer but, conversely, if an employee is completing work too quickly, it may be rushed or contain errors. By monitoring staff performance via clocking in machines, you can make sure that employees are given an appropriate amount of time to complete each task and that they’re meeting the targets you’ve set.
In addition to this, it may be advisable for employees to clock in and out at certain times of the day. When taking a lunch break, for example, you may insist that your employees log this, even if they aren’t planning to leave the site.
Unfortunately, some employees may attempt to take longer breaks than they should or they could attempt to take numerous breaks each day. Keeping track of their breaks via a time and attendance system ensures that working time isn’t wasted and that employees are kept motivated.
Although monitoring work in this way ensures that employees are using their time constructively, it can also help management teams to cost future jobs and determine how many hours of labour a project should take.
If the company is providing quotes or bidding for future work, for example, underestimating the manpower required could result in lower profits or the company making a loss. By using the existing data from your time and attendance system, you can correctly predict the approximate amount of time a project should take and provide an accurate quote or bid.
Using Time And Attendance Systems For Multi-Zone Workspaces
One company may have multiple workplaces and these could be based in the UK or abroad. In addition to this, each workplace could have various areas, such as offices, factories and warehouses. Even one large office building could have numerous floors and cater for hundreds of employees so it’s important to monitor employee movement.
Identifying different zones within a business premises and requiring employees to clock in or out every time they move from one area to another is an easy way to identify where employees are. If you’re concerned that a particular employee is spending too much time in one area without justification, the data will quickly highlight this and allow you to respond appropriately.
Ensuring Safety At Work With Time And Attendance Systems
For the safety of your workforce, it’s important to know how many people are on-site at any one time. This is often why guests or visitors are required to sign in and are issued with temporary passes.
If an incident or security threat were to occur, it’s vital that you know how many people are in a particular building or on a specific site. If the emergency services need to evacuate a building, for example, they’ll need to know how many people they are looking for. As emergency services personnel routinely risk their lives to free others from potentially hazardous buildings, having an up-to-date record of how many employees are in one location could help to save lives and prevent unnecessary tragedies from occurring.
Choosing The Right Time And Attendance System
In most cases, the time and attendance system you need will depend on the type of business you run, the scale of your premises and the number of employees you have.
Companies which require secure premises, for example, may prefer a biometric clocking in system. This can be used in conjunction with a security system and will monitor employees via fingerprint sensors and prevent unauthorised access.
Organisations, such as hospitals or governmental buildings which require a high level of security, may want to employ this type of system as it can help to reduce the possibility of unwanted activity, as well as facilitating employee management.
Alternatively, many businesses benefit from using a card-based system. Unlike manual clocking in machines, smart cards enable employees to clock in and out easily via small terminals or swipe stations. As data can be stored on the card, it is easy for managers to access individual employee records if there is uncertainty about their timekeeping.
With time and attendance systems, and clocking in machines, now incorporating mobile devices and phones, there is a range of systems which make it quick and easy for employees to use clocking in systems when they need to.
Increasing Profits With A Clocking In Machine
Whilst many people assume that the main purpose of a time and attendance system is to keep track of employees, this simply isn’t the case. Although an effective time and attendance system should enable you to manage employees more easily, there are various other advantages to be gained.
Using a reliable time and attendance system will ensure that you can account for your employees in the event of an emergency, prevent unauthorised access to your site, increase productivity and enable more accurate analysis of future job costings. As a result, your business could face a significant reduction in losses and benefit from enhanced efficiency, as well as increased profitability. Use our price comparison tool to find time and attendance systems UK today.