e-days blog

Managing staff absence: 5 reasons why paper & spreadsheets aren't enough

Authorby e-days 07 November, 2016

 paper-stack

Many companies consider staff absence a relatively easy process to manage, with printed holiday forms and complicated spreadsheets being the norm. Why go through the process of setting up and learning to use a more complex system when the current one does its job?

Although basic tools can help to a degree when managing staff absence, these methods are not efficient and there will be a point where administration of holiday forms and recording sickness will be too much to handle, especially around busier times of the year. Valuable time and resource will be used to manage staff absence when it would be much more beneficial used elsewhere within the business.

Here are some of the top reasons why the switch from paper and spreadsheet to automated software is a smart move for your business:

  1. Your spreadsheet & paper process is more complex than you think:

Managing staff holidays and absences involves a number of different factors including; requesting and approving absences, calculating holiday entitlements, recording instances of sickness, and validating absences etc. This is all extremely difficult to manage when using spreadsheets, whereas this task takes just a matter of seconds when using an automated absence management system. With the average level of employee absence at 6.3 days per year (CIPD 2016), those forms can soon stack up within larger organisations.

  1. Save your company time and money:

Sickness absence alone costs organisations as much as £522 per employee per year (CIPD, 2016). An absence management system can significantly help reduce these costs through increased efficiency. With a specialist system in place, it’s estimated that employees can save as much as 4.5 hours each year, with time-savings for HR staff considerably higher. Absence tends to be more disruptive and noticeable in smaller organisations, therefore increased efficiency can ensure that your company is always running at its most productive.

  1. Help reduce future absence:

Spreadsheets don’t provide high-level reports which can help resolve issues with absenteeism in your organisation. Using a specialist absence management system will allow early-intervention measures to be put in place to reduce staff absences, you can also track sick leave and report staff sickness quickly and securely online and pin point any areas that may be causing issues within the business. These measures can help your organisation reduce unnecessary time off by up to 20%.

  1. Self-service holiday and sickness requests:

With an absence management system you let your staff take control of their holiday requests. With private logins, users can login and view absence records and book holiday leave anytime on any device. Staff can see if any other employees are off at the same time and managers can set minimum staff levels to ensure your organisation is not left short, this is especially essential around busier times of the year. Managers can also view each employees Bradford Factor score, this highlights any absence issues amongst staff and helps to manage absenteeism in the workplace.

  1. System integration:

e-days is available to be integrated into HRIS, time and attendance software, and ERP & payroll, such as Sap, Oracle and PeopleSoft. e-days calendars can also be synchronized into popular systems such as Outlook and Gmail using an iCal feed which means managers can get a quick overview of staff holidays in seconds.

For more information on why e-days really is the market leader in absence management, call one of our software consultants on +44(0)115 9500 101 or download an e-days brochure to get an overview of our cloud based software. If you want to get hands on experience with the award winning e-days software, then why not sign up for a Free trial or sign up for a Free demo.

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