Welcome back to the second in the series of managing staff absence effectively.

Last time, it was highlighted how important the system you use to manage absence information is.

This post will focus on two elements that should be considered when selecting your system:

    • Company structure
    • Working patterns


Company structure

Probably more applicable to larger and more complex organisations. Nonetheless, an important consideration to all companies.

You don’t want an inflexible system that doesn’t perform to your needs, do you?

It’s easy to naively think that a staff absence system is a staff absence system; it doesn’t really matter which you have.

But really you want a system that will seamlessly integrate with your real-world organisational structure. Thus, functionality is key; the greater the functionality, the greater the flexibility which ensures this integration.

Our customers frequently identify that their HRIS absence modules are not flexible enough to cope with their complex organisational structures. Compromises have to be made and so inefficiencies of staff absence management processes come to light.

More focussed systems encompass the functionality to manage this, as they are skilled at reflecting real-life structures. Take e-days for example; the system has:

  1. Permission-based access – thus there are different levels of access for different user types
  2. Many independent ‘view’ options for Staff Records, Reports and Calendar
  3. Groups tool – allows you to configure customised groups so that bulk actions can be applied to a select group of users

Working patterns

Quite often companies won’t have standardised hours throughout their various departments. Or perhaps, consider part-time members of staff and non-standard working hours; for example, longer night shifts.

The point of adopting an absence management system is to make HR’s life easier and introduce more efficient processes. But, in a similar vein to company structure, if the system you use isn’t flexible enough to cater for various working patterns, then problems arise. Problems include longer time spent on admin and inaccurate recordings of data which can lead to bigger issues in the future.

Again, our system can be used to demonstrate how these problems can be avoided. e-days can accurately reflect non-standard and/or part-time working patterns, whether recorded in hours or days:

  1. Ensures holiday entitlements are calculated correctly when bookings are made (without manual intervention)
  2. Ensures employee working patterns and related absences are displayed correctly in the shared calendars

Next time we’ll look at why the following are important considerations when selecting your staff absence management system:

  • Self-service element
  • Admin tools