5 Steps to Develop an Efficient Employee Leave Tracking Process |
Posted: August 18, 2018 |
Any company or organization with a large number of employees will need several management systems to ensure the smooth running of all the operationsin the workplace. One of the most important software is the employee leave management system. Managing and keeping track of your employees’ vacation time can be quite the tedious affair unless you have a proper system in place for doing so. Leave requests come in continuously and someone has to respond to them. The management, which has to approve the leaves, has to take care of many aspects, such as ensuring that too many people don’t take the same days off, that employees don’t take more days off than they are allowed to, and so on. Furthermore, if the leave request is approved, it also needs to be recorded in the company’s payroll system. Setting up an efficient employee leave tracking system can solve these problems for you. Traditionally, setting up such a system would have involved establishing channels and paperwork requirements that every employee would need to go through to get their leaves approved but today, a simple employee leave tracker software can do all that for you. Here are five steps you can follow to set up an efficient and competent leave management system for your organization. Become Familiar with the Law You need to familiarize yourself with the workplace laws of your country, state or city. This doesn’t mean that you need to become a complete legal expert, but rather that you need to be aware of the rules that apply to your organization so that your employees can be informed accordingly as well. Depending on the laws, your employees will be eligible for a predetermined number of leaves. Your payroll manager or provider can usually help you with this but having this information is good for you if you’re going to be managing and approving leaves yourself so that you know exactly how many leaves each employee is entitled to. This information can also be incorporated into the modern leave management software to make the operations smoother. Make Sure the Leave Policies Are Clear The leave policy you will be setting up needs to be as clear and unambiguous as possible. You want everyone to easily understand and interpret all aspects of the time-off that is allotted to them. Something you absolutely don’t want is for your employees to find loopholes in the rules and regulations you’ve designed and exploit them to suit their own interests. Once the leave policy has been finalized, it can be clearly communicated to each and every employee to make them aware of the rules under which they will qualify for leave. Employees have a right to know how many leaves they are entitled to, under what conditions they will qualify for additional leave, and whether or not there is a notice period which dictates how long in advance employees need to apply for some time off, among many other things. The leave policy you design needs to be clearly communicated and made available for everyone to read and plan their vacations accordingly. By incorporating all thisinformation into the employee leave tracker, not only can you make it easily available to your employees, you can also enable the software to filter out leave requests that do not match the set criteria. Make the Application Process Easy A long and complicated application process will make things hard for your employees and even harder for you. If getting a leave approved involves loads of paperwork and the application making its way through numerous channels, it will only complicate things and make it harder to keep track of the leaves you approve. Replacing old and outdated methods of leave approval with a leave management system solves all these problems for you. Don’t Forget Your HR and Payroll Systems Your HR and Payroll systems need to be updated whenever an employee takes days off or a leave is approved. The manual processes involved in doing so are slow and prone to error. A small mistake can prove to cause a lot of trouble. Modern technology solves this problem by providing automated solutions. Today’s employee leave tracker software can be integrated to work with the HR and Payroll systems so that all necessary changes can take place automatically. Keep Track of All Approved Absences Approving absences is half of the job - the next part involves keeping track of them all. This helps you ensure that not too many employees take time off during the same days so that fair workload distribution and the efficient running of the business can be ensured. A record of absences is also needed by the HR and Accounts departments so the employees are paid just what they deserve – not more, not less. Leave management software, once again, have automated these processes for you and automatically record all approved leaves in the database. Take-Home Message Managing one’s employees is probably one of the hardest aspects of doing business. As with anything in this day and age, however, the process has been made simpler with the help of automated software that do most of the work for you. And when it comes to managing the vacation time of your employees, all you have to do is to devise a plan that suits the operations of your business and let technology do the rest.
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