TimeTec Blog: attendance on cloud

Showing posts with label attendance on cloud. Show all posts

It sounds almost comical, ghost employees. No, it's not referring to the staff who passed. This term refers to names recorded on payroll, but they do not work at the place, like at all. They could be real, actual people or they could also be fictitious characters, depending on who created the records for these spooky, non-existent employees. It is indeed terrifying when these employees can rake a lot of money from a company and even millions from a government. Bizarre? Not so.

In 2016, a Nigerian government cut nearly 24,000 non-existent workers from its payroll and saved $11.5 million a month! Iraq paid a whopping $380million a year for 50,000 soldiers who never reported for duty. Many other cases are affecting nations across the globe as well as corporate companies.

How could this happen in the first place? You might ask. Dishonest employees and corrupted civil servants pose real damaging risks to businesses and governments alike. And the primary motivation for the perpetrator(s) is money and how to get more money through illegal manners. It could be an individual effort or a collective effort to cheat a system, and the absence or the lack of detailed audit in any system elevates this further.

Is this crime preventable? It's easier to prevent if it happens in SME, smaller companies. However, it's trickier when it occurs in multinational, multibranch, labour-intensive organisations because the larger a company is, the massive the data to audit.

The good news is, every company can minimise the risk by employing this one simple yet effective tactic in operation. Before we dive into the solution, let's explore how could this ghost employee occurrence happen? Two ways, timecard falsification, and another is a ghost employee presence, where an administrator is giving an avatar or a 'life' to an ID in a system. All the perpetrator needs to do is to falsify time for this fake ID, and approves the 'work' done to get paid.

Now, let's talk biometrics.

What biometrics technology does is, it compares the recorded template of a person's biometric data with the biometric characteristic of a real person. If you have stored a fingerprint template inside a system, you would have to scan your finger for your data to be verified and recorded. There is two-step to biometric authentication. One, a person needs to register, then he/she needs to verify. Biometrics cannot skip these two steps to provide authentication. Then, apply this biometric technology to time clocking and monitoring to obtain reliable time data for reference and checking.

Through biometrics, even when an admin who is in charge of the system plans to cheat the system, he needs to figure out whose fingerprints are for which IDs and how would these ghosts come to work to record the time for payroll purposes. If the admin wants to use his fingers, the system will catch him even faster. The ghost needs to clock at the right time with the correct biometrics, and any edit on the attendance data will be highlighted accordingly to prevent data mishandling.

See, biometrics is indeed a simple solution to this problem.

If you think that this Ghost Employee phenomenon wouldn't affect your company, think again. Unless you have installed protection such as biometrics systems in place, no one is safe. And be wary of the people who are against the system because they might have something up their sleeves for quite some time.

AI, Big Data, cloud services, Internet of Thing - these are the latest buzzwords we’ve heard so much about lately. All these technology enhancements change the way organizations operate; where most systems are offered online, made transparent and accessible at any time, anywhere. But why and how does this digital transformation affected human resource or HR?

Organizations that are ready to adopt this digital transformation need to brace for various changes in their systems either abruptly or progressively including their daily work processes, recruiting flow, on boarding process and workforce management, and when the workforce is concerned, HR is in charge. Therefore, HR professionals have to play a role in ensuring that the changes made would not interrupt the business operation.

Here we provide 3 important aspects that every HR professional should consider when selecting new systems:

Automation in Recruitment
While old school HR sifts through resumes to find the right ones to interview, modern HR should be using advanced technologies to automate the recruiting process. Why? Because they can and the tool is available for use. One perfect example of a recruitment cloud solution that offers Applicant Tracking System is TimeTec Hire, where resume screening process is done automatically based on the settings provided by the HR/recruiting team. Say a company is looking for a copywriter with at least 2 years writing experience having a degree in English and great personality. By using TimeTec Hire, an admin or a recruitment personnel can set these requirements as mandatory e.g. 2 years writing experience, a degree in English, and etc, and when resumes started coming in, these requirements will be compared against the resumes and the system will shortlist a few candidates to go through the next process such as a quiz with a string of relevant questionnaires. Successful candidates of the quiz will then proceed to the interview session, where interviewers will have to fill up the interview score card set in the system for the system to average out the result.

There are plenty of benefits for company to use TimeTec Hire. The obvious ones are time saving, reduce demand on valuable resources, and everybody involved in the process will be kept on their toes on progress and update of recruitment process. Apart from that, automation of recruitment using the likes of TimeTec Hire will eliminate bias that is quite apparent in many organizations because naturally, most people want to do a favor to other people, hence, ‘cheating’ in the recruiting process by selecting candidates dear to the recruiter. TimeTec Hire as well simplifies the onboarding process because when the data are available, the data can be transferred into the HR system such as TimeTec Profile to be further completed with other necessary information. Having your own recruitment solution gives the control back to you, and provide you with comfort knowing that no prospective candidates escape your attention. And one other thing, after all is done, the data are kept organized, secured and easily accessible even after a few months, and this alone is a relief to many HR personnel who are in charge of filing and documentations.

Workforce Analysis Capability
Besides recruitment solution, today’s companies also need other workforce solutions to streamline processes and it is imperative that the 21st century solutions provide more than automation to the HR. Good solutions must not only be of convenience to the admin and users at large, they also must be able to provide analysis on the organization’s workforce, such as work performance analysis, predict employee flight risk, overview of employees Key Performance Indicator (KPI), discipline indicators and etc. The advantages of a cloud-based system is data accessibility. However, data are just numbers and information, and without analysis or interpretation, nothing much can be derived from any solutions. At the one hand, HR can draw their own conclusions from their observations. However, the accuracy of those conclusions could be questionable. On the other hand, by having a system such as TimeTec TA, the cloud-based time and attendance solution that collects attendance/clocking data based on the schedule/roster set by the admin at their disposal. HR can analyze employees’ work rates percentages, identify problematic areas, plan for remedial actions to improve the workforce’s discipline and eventually, productivity, all using reliable and accurate data collected from their employees overtime. In short by HR tapping on an awesome workforce tool like TimeTec TA, they have access to analysis charts to provide an overview of the whole organization down to the selected individuals.

Mobile Technology is Not Optional Anymore

Another technology that HR needs to pay attention to is mobile technology. Smartphone usage is no longer about calling someone dan texting them. It has evolved to include more useful functions such as e-wallet, banking activities, health and fitness, smart community, music and more. Some useful features that smartphones offer are real time, GPS whereabouts, photos, instant notification and instant updates. Therefore, developers are exploiting those features to offer cool Apps for work and leisure alike. One such App that puts the cool smartphone features to use is TimeTec Leave, the cloud-based leave management system by TimeTec. The App lets employees apply their leave via smartphone and at the same time, the boss or superior will receive the application instantly for review and approval. The employees can also view their leave information such as leave allowances, leave types, leave balances, leave calendar, leave policy and much more from the App. The employer on the hand can derive the leave data for analysis and find areas for improvement to increase employee’s engagement. The mobile technology is part of the digital revolution, and not only a solution like TimeTec Leave is using it, TimeTec TA offers various clocking methods via the App for convenience amongst other useful features offered to consumers. Therefore, HR needs to open up to smartphone Application usage to create better working process and better results for the company.

As a conclusion, in moving forward HR has to embrace comprehensive and transparent systems that not only able to analyze but also evaluate data and information, while at the same time offering platforms that are inclusive all employees’ views and feedback. The digital era closes the gap between HR and employees more than ever by presenting various options and channels of communication to utilize. The only thing HR professionals need to do is to imagine new ways of delivering HR services to its organization and deploy the technologies available to their advantage.

TimeTec Hire Beta version will be available in July, so head on to www.timetechire.com to try!

Coworking space is the trend in today’s business where companies share workspaces with one another. These coworking places offer not only affordable and decent office spaces employees who are looking to escape the isolation of home office or coffee place but they also offer an array of amenities to mirror a regular office such as hot-desks, private meeting rooms, kitchens, coffee and even more. Interestingly, these coworking spaces also create a community from diverse kinds of businesses, providing a great opportunity for networking and communication.

According to global research by Deskmag and Deskwanted, since working in a coworking space, 74% of coworkers are more productive with 86% have a larger business network and 93% have a bigger social network. At the beginning of this trend, the coworking spaces are frequented mostly by startups because coworking spaces offer manageable cost for having a proper place of business. A startup can take as small as one space or expand to a few more as necessary. Nevertheless, the trend has also caught the attention of larger organizations that want to manage their flexible employees worldwide, hence many larger companies are also taking advantage of this new trend of fresh and hipster-ish coworking spaces. Bloomberg reports that General Electric, KPMG and Merck have started using these spaces to manage their workers.

However, while the coworking space offers a conducive and a cool place to work, businesses are still having concerns over a few aspects and one of them is EMPLOYEE ATTENDANCE.

Keeping up with the workforce management, more businesses have started to make flexible hour an option to their employees in order to meet the work life balance expectations of the modern workers. Therefore, in finding a balance between having everyone under a single roof, companies need to have a system to strengthen the trust between the company and the employees.

TimeTec TA is the perfect solution for companies having flexible and mobile employees working from remote locations such as from coworking spaces. The system has a few clocking options that do not require any expensive hardware in order to use it. Employees just need to install TimeTec TA App into their smartphones, login and use. The control of the settings is still under the care of the company administration. Two great clocking options offered by TimeTec TA are GPS clocking and Wifi clocking. With the GPS clocking feature, a company has an option to set a geofence to let the employee clock in within a certain radius from the house or the coworking space. On the other hand Wifi clocking is available when the employee is within the workspace wifi range. On top, TimeTec TA can manage scheduling and reports in the same system. Not only that, with the adoption of TimeTec TA, the company can subscribe TimeTec Leave for better and convenient leave management.

TimeTec TA can also be an added value service for a coworking space where tenants can get the report of their employees over a period of time from the coworking space provider,

Either a company wants to be strict or relaxed about time attendance, TimeTec TA offers a good and affordable tool for companies to monitor their scattered flexible employees, whether in a country or worldwide.

Contact us at info@timeteccloud.com for a good deal for coworking spaces companies.

FingerTec biometrics are bundled with Windows-based software, be it TCMS V3/TCMS V2 for time attendance, or Ingress for door access. For the most part, the Windows-based software is able to fulfill the majority of our worldwide customers requirements. However, there are circumstances whereby the business requires more from a solution and this is where the cloud software like TimeTec steps up.

Growing Business Needs Scalable Solutions
When the business thrives, the staff count multiplies and the management of employees become more complex for a Windows-based system to handle. Quantity-wise, Windows-based software has its own limitation, for example in Ingress when one customer connects 150 units in a system, real time monitoring is no longer an option and eventually the customer is forced to invest more on servers. The problem worsens particularly when the company has branches in multiple locations, mobile workforce and flexible working hours. With TimeTec TA, not only that it can handle unlimited FingerTec terminal connection regardless of the locations, it also can connect to the mobile App that can capture attendance through other ways apart from biometrics, such as GPS, NFC, Beacon and Wifi. TimeTec TA promotes efficiency with cloud technology.

Data is King
Data is an asset to any organization and people are talking about its importance now, more than ever. While Windows-based software such as TCMS V3 and Ingress contains important data, TimeTec cloud solution offers that and a whole lot more. TimeTec provides huge data storage without having to spend a large amount of money, and there is no limitations set on the number of connected biometrics terminals to connect to TimeTec. Data in TimeTec is accessible and available at all times on web and app for convenience.

Constant Update
How many times do you have to wait for your software to finish updating? Updating on Windows-based software stops you from using the system and worse, you need to repeat the process in every computer. Software update for Windows-based usually take months to be developed, so if there’s any bug or problem, you’d have to wait for the fix in the next few months release. Cloud solution like TimeTec updates automatically, regularly and quick so the next time you log into the system, you can see the changes and updates; time saving and efficient.

Maintenance Free
The common rule when using any software is to perform housekeeping and maintenance by removing or archiving old data. The process is tedious and requires a dedicated personnel to perform this regularly. Software that hasn’t been maintained well will lag and prone to crash. That’s not the case with TimeTec cloud solutions. At TimeTec, the maintenance of servers and database are taken care of at all times. Users will be informed on scheduled maintenance date and time, and the down time will be very minimal to avoid any disruption to its users.

Better Server Performance
The capacity of a server in a Windows-based software depends on the PC, and for a PC to act as a server, a user needs to have a high spec PC; which will be very costly. Even then, there’s still limitation on the memory (RAM) which will reduce the speed of the software, server maintenance and so on. TimeTec solutions runs on the highly reliable and well known Amazon server, which is robust, stable and secure. Its huge storage and server facilities provides smooth and better user experience as a whole. Data in the server is also backed up regularly, keeping all data safe and sound.

Access from Anywhere
Windows-based software is not designed to work with Internet or with different devices such as mobile phone. Connection for Windows-based software is limited and cannot be used for companies with multiple branches from different countries. As TimeTec solutions are cloud based systems, users can access the solutions from anywhere, anytime from a place with Internet connection. TimeTec mobile apps are also available for user to clock and view their attendance, leave information and more.

Shorter Implementation Time
As accessibility for Windows-based software is limited, implementation time for a new system would take much longer time than on cloud. On premise system requires the same implementation to be done at multiple locations, so you have to repeat the setup process every time. With cloud services like TimeTec TA, you can setup for multiple branches a lot more quicker as the setup is shared and will reflect at all branches. Admin also can make changes and it will reflect to all branches within seconds.

Data Centralization
Often times organizations face challenges when they have multiple branches in different locations. One of the challenges is data centralization. Admin from different branches need to compile and send information regularly just to update their HQ. TimeTec cloud solution eliminates this process as all data from the company will be in the same account and viewable at any time. Analysis and workforce overview are also available in TimeTec to provide a clear overview of the company’s workforce status.

Better User Experience
FingerTec Windows-based softwares are designed for Admin view only; where the main objective is for Admin to process attendance data or control access devices. Normal employees have no access whatsoever to the system and can only wait for the Admin to confirm on their data. On the contrary, TimeTec cloud solution provides a platform where both Admin and employees can view, edit and approve data, allowing a two-way communication for a more transparent system. In addition, TimeTec solution is complemented with mobile app where the process of view, edit, apply and approve can be done straight from a smartphone.

Mobile Friendly
Let’s admit it, mobile phone has become a necessity in our everyday life. That’s why TimeTec solutions offers mobile apps that compliment and complete the solutions. Users can clock their attendance, view schedule, request for OT approval and more directly from TimeTec mobile apps. This is not possible if you are using Windows-based software. Receive notifications, monitor attendance and overview of attendance in real time, straight from your mobile phone when you use TimeTec cloud solutions.

Cloud is the future. Many organizations have moved to cloud and benefit from the system. If you are still have doubts about cloud, we offer 30-day FREE trial at www.timetecta.com so you can give it a try!

Free Consultation, contact info@timeteccloud.com and we’ll be right there with you.

Flexible working is the new trend in today’s working environment. With the rising of travelling cost; fuel price, train/bus tickets and not to forget, the endless traffic jam, it’s only wise for companies to offer options like flexible work arrangements and the ability to work from home or from anywhere to their employees.

According to a survey done by PwC, 63% of workers say they expect that the standard eight-hour workday will be obsolete and 68% said they expect to work remotely instead of commute to an office everyday. Many companies are now adapting this new flexible working method such as flexible work hours, work from home, and hot desking and it’s definitely something that’s worth to consider.

Let’s see how flexible working can benefit your business

1. Reduced Costs
Less people in the office means less cubicle, less electricity bills, savings on overheads, and more. This allows businesses to grow and increase headcount without the need of having a larger office space.

2. Better Productivity
By not having to commute to the office or getting stuck in traffic jam, employee can save time and are more incline to start their work earlier and finish later. Also, flexible workers often work more effectively at home to justify the arrangement made for them and this means value increase for the business.

3. Increased employee job satisfaction and loyalty
The freedom to manage own time will give the confidence to the employee and create loyalty towards the employer. Offering flexible working can also be one of the ways for employer to retain valuable staff.

4. Reduced absenteeism and tardiness
With flexible working time, employee can work according to the time that suits them best; whether it’s morning or night. With the options given, employee will more likely to be present on workdays, reducing absenteeism and tardiness rate.

5. Attract talents
Flexi working time is something that most employees sought after; to be able to spend more time with their families and friends. This would be a great appeal that a company could have to attract more employees that want to achieve a better work-life balance.

To implement flexible working method, you also would need a good system to monitor their working time. TimeTec TA offers flexi schedule setup and also allows employees to report their attendance via mobile using GPS option. With this, you can still monitor the attendance for your flexi workers and check their performance every time.

A thing to note is, not every organization and all staff can adopt flexible working hours because some staff are required to be at the office or work place at all times due to the nature of the job like doctors, nurses, teachers, construction workers, factory workers and etc.

But for the businesses that could, let’s get flexible and use TimeTec TA!

Attendance clocking for workers has been around for decades; the difference is the way data is collected; the objective remains to trace the time an employee works for a company. The time data is significant for a business entity not only for payroll purposes but also more importantly for the company to comply with the labor law. Punch clock, RFID card, and barcode are some of the most commonly used clocking methods and now cloud attendance is the future. Having similar objective with the rest of the time attendance solutions, we present you 7 key factors why cloud attendance should be your business obvious choice today!

1. Data Available When You Need It
Some cynics would argue that cloud solution is not new; it’s not something to get excited about anymore, yaddi yaddi yadda. Yes, it’s true that cloud is no longer a novelty solution. However, cloud solutions provide convenience that no Windows or other conventional solutions could ever offer. Data centralization is key to efficiency today; you want the data to be available when you open your laptop and when you access your smartphone, and cloud attendance like TimeTec TA definitely gives you that and even more.

2. Clocks At Your Disposal
Today’s world is so mobile, one can be at home working and one can also be away from the office and working; the office is not the ultimate workspace anymore. Cloud attendance like TimeTec TA caters to staff mobility with various easy clocking options provided on your mobile phone app, from GPS to NFC and Beacon clocking. And for the stationary personnel at the office, biometrics and pc clocking are available to link to TimeTec TA too.

3. One Solution Fits All
As your organization expands and downscales, your organizational needs change. Cloud attendance such as TimeTec TA caters to that with its scalable offerings. Subscribe only what you need and add more as you grow and vice versa. And the absence of hardware and infrastructure investment in cloud solution makes it easier for your business to make decision.

4. Transparency is the Best Policy
Access to data in many companies has always been one sided where only the company has access to your information. Cloud attendance provides you with your own data and your immediate staff’s data to enable you to oversee the overall performance, to rectify and remedy wherever necessary. The accessibility to one own’s data strengthens staff’s morale and boosts accountability.

5. Data Lost No More
Utilizing cloud attendance like TimeTec TA, data lost is a myth. For TimeTec TA, data is backed up securely in at least two servers, guaranteeing data availability at all times and data retrieval is easy, providing convenience at its best.

6. Saves Time & Money
Unlike the conventional system where you have to tabulate attendance data, do configurations through different PCs without guidance and support, Cloud Attendance made it easy by centralized configurations and settings, applicable to many branches. Data tabulation and analysis can also be easily obtained through this online solution.

7. Say Goodbye to Carbon Footprints
Cloud attendance like TimeTec TA is good for the environment. Providing flexibility in clocking methods, staffs do not need to travel back and forth to the office space to clock out, as he or she can do it from a mobile phone and the company still receives genuine attendance data. Cloud attendance also lessens the use of paper and pen because everything is handled electronically.

Open an account with TimeTec TA, get your 10 user licenses free for life, and experience the convenience of Cloud Attendance. Click www.timetecta.com for more information. TimeTec TA App is provided for free with free licenses and subscription.

Let’s do this simple test.

How would you react when you think about cloud solution deployment in your office or for your business?

Would you cringe thinking about all the new software you need to learn?

Would you smile thinking that you might just make the right choice moving forward?

Would you fret thinking about the money you’re going to spend?

Would you sweat thinking that cloud solution will take away your control?

There is no right or wrong in your response. Your hesitance is understandable, but cloud technology is coming our way whether we are ready or not. The good news is that; cloud solution implementation is not as daunting as you might think, and here are the reasons why.

Many people thought that learning a new software is hard, and it takes a while to get used to any new system. While that might be the case with some Windows software, it is entirely different in Cloud; because user experience is the number one priority for many Cloud developers. Cloud developers put a lot of focus on user experience; they would want their clients to know what to do from the get go; so learning cloud solution does not become a problem a users. Adopting intuitive cloud solutions is fundamental to your business operations. To make an informed choice, go for a trial license to gain first hand experience before committing to a long-term subscription. Take baby steps, and you decide if the cloud software is convenient enough for you.

For most businesses, cost is the key factor in decision-making. It is common assumptions that subscription based products are burdensome and expensive. However, if you think again, and focus on the cost you save rather than the cost you spend. You would notice that implementing Cloud doesn’t require a company to buy hardware infrastructure such as servers and the baggage that comes with it (maintenance, upgrade, etc). On top of that, technical issues are the responsibility of the supplier and data will always be safely backed up, available and accessible to you at all times. You can scale it up and down according to your company’s requirements without much financial risk. “I rather pay USD6, 000 upfront than USD100 monthly over 5 years,” says nobody ever. So with Cloud, you can start small and see how it saves your company’s money as you go along and only commit to more licenses when you feel comfortable doing it.

If cost and training are non-issues to you; losing control could be your thing. The idea of some other company is taking care of your data somewhere, or strangers hacking into your system might freak you out. A good cloud solution will give you control in settings and permission for access. You should have the rights to determine who is authorized to manage your system and what they can see. Cloud doesn’t restrict your access to your data but gives you ample flexibility to control and monitor your data around the clock. Don’t forget to do your due diligence by knowing where your data resides and which web server provider the solution chooses. Do your homework and don’t be afraid to ask a lot of questions.

Companies are moving en masse to the cloud solutions because they provide utmost convenience to businesses in tomorrow’s world, today. Not attempting to understand how to incorporate cloud solutions into your business could be detrimental for your future. Start small, have faith in the power of the cloud and feel the positive change.

Don’t freak out; and get the freak on.

Try cloud solution for your staff's attendance today. Get 10 user licenses free for lifetime from TimeTec TA, no strings attached.

What are the components necessary to carry out data analysis? Usually, this includes a suitable data collection process, the architecture, and infrastructure in place, access to data, transformation, techniques and models for analysis and finally the interpretation of results.

Add in the Cloud element and the process is similar to what is commonly practiced, with exception to differences in the method of data generation, storage, and access. Information can be collected on a larger scale and centralized more conveniently because of the scalability and broad network access feature when using cloud infrastructure.

Data is also now remotely hosted but the access is ubiquitous. Applications and services operating on a cloud platform can be accessed worldwide by users on connected computers and smartphones.

In TimeTec TA, essentially what we offer is a system that captures, stores and processes the data of working hours for employees using cloud technology. With cloud, the data is simply generated through more methods, capable of incorporating the interaction from many computer browsers and mobile devices.

So, how does cloud change data analysis for the better?

Better Access

When we use the cloud software such as TimeTec TA for time and attendance, it leads to better data accessibility as the privilege of access can now be offered to all employees based on company policies and role settings. Each staff can access their own attendance records in real time and request for amendments where necessary. This gives them the chance to manage their own time and fosters responsibility for their own performance.

Using system role, direct supervisors who work with employees on a day to day basis is given the tool to effectively manage people in their own team. Information sharing becomes straightforward and aligned with operational needs and personnel responsibilities.

By giving access to relevant information within limits, these people can also analyze patterns in the working hours and spot inconsistencies or non-compliance instead of leaving it all in the hands of the Human Resource Manager or Administrative staff.

Better Response Time

Over here at TimeTec, we are constantly working on making improvements and product enhancements to deliver the best possible user experience to customers. To achieve that, we need to understand our users’ needs, and naturally, this entails gathering information and customer feedback before making changes. We also established a mechanism such as ‘Request Form’ for users to directly share their thoughts or submit features request within the software.

Due to the nature of a cloud-based system, performing clear analysis in this step is even more crucial as the eventual solution when it goes live; as it is immediately and simultaneously available to all users. However, the upside is that this becomes an opportunity for us to achieve a better response time for our customers.

More Data to Support Decision-Making

Data analysis these days can be done on many levels, be it basic and rudimentary or done through business intelligence applications with highly tailored dashboards or even using the latest processing engines on very huge datasets. Whichever way used, the purpose is to get meaningful insights and preclude bias in supporting decision making.

As mentioned above, due to the connected and elastic nature of cloud, data can be collected on a larger scale and from more sources such as from devices or sensors. Generally, being able to gather more information is better so as to give us a more complete and well-rounded picture of things. However, this also presents new opportunities and challenges in terms of using complementary data sources, integrating them and choosing the best analysis techniques and ways to interpret data. We wouldn’t want to be making flawed interpretations and bad decisions based on the data.

Data Analytics Cloud

To go a step further, with some of the analysis software moving to cloud drives, information and analysis results are becoming even more accessible in organizations. For instance, Time Warner Cable’s B to B Sales Division use the Salesforce Cloud for analytics and forecasting. Amazon also has recently launched their Kinesis Analytics, a new service for its AWS cloud platform allowing developers to analyze data being streamed to their servers in real time.

Cloud technology has indeed changed the way we collect, store, analyze and share data in the workplace today. And I reckon that cloud has made its way into the world we live in and it’s here to stay.

Ms Lai Yuen Kuan is a Monash University Graduate in Business and Commerce, majoring in Accounting & Finance. She worked at KPMG Malaysia as an Auditor for 5 years and now serving TimeTec as a Data Analyst.

A well-built rostering can potentially be the key to success for an organization. Being able to effectively roster your workforce to match your business’s demand will definitely ensure your company better production and services for your customers. However, managing your roster right can be challenging because it involves more than just selecting employee to work on a certain date/time, the rostering also comes with rules that they (employees) need to adhere to in order to be eligible for pay/claims and accurate attendance records. With better management of rostering, you can control your cost, better your productivity and provide better worklife balance for your workforce.

Here, we share 5 tips on how to manage your roster effectively.

1. Play to Your Business’s Advantage
You need to focus on what’s best for your company. Allocate the work hours, shifts, and responsibilities, and then work out the cost to build an efficient roster. DO NOT plan rosters that do not play to your advantage. Having a clear idea of your roster cost could be an added benefit to your operation.

Setup your schedule in TimeTec TA by defining the work hours and attendance rules before generating the roster.

Set the schedule pattern and assign users to the roster.

2. Share the Best Shifts
Sharing is caring, and sharing the best shifts is advisable when it comes to shift assignment. For example, in a restaurant environment, some shifts offer better tips than the other, while for other employees, some shifts are harder than the other. Allocate the shifts fairly to each employee to ensure all employees get their turns. A simple act of fairness could go a long way.

3. Automate Rostering Task
By automating rostering task; you’d be able to handle other important tasks at hand. You will be able to make employee replacements, change of shifts day and time easily. With a few clicks in your cloud application like TimeTec TA, changes made will reflect at everyone’s roster instantly.

Changes made in your roster will reflect in the Roster Overview instantly.

4. Plan your Roster in Advance, so Your Employees can Plan their Lives
It’s always good to plan your roster so your employees can have the overview of their work shift pattern in the coming weeks. Also, if you happen to have employees taking leaves, you can plan for the replacement right away. This also would allow your employees to achieve the work-life balance and plan their lives better.

5. Roster is Staff-Friendly
It would definitely be a pain-in-the-neck to call the office every time you want to check on your roster. Of course, pinning up the roster at the Memo board would work, but by simply making your roster accessible to all your employees at anytime will result fewer last minute scheduling changes. With cloud system such at TimeTec TA, employees can log to their account and check their own roster on the web AND also from their mobile phone through TimeTec Mobile app.

In TimeTec TA, employees can check their full roster and also get to view their attendance history (work hour, short hour and over time hour) for the previous days, from PC or mobile phone.

In any business, rosters can vary from the straightforward 9 – 5 working hours to the complicated shifts, thus it is important to have an efficient and well-organized roster to keep the employees in order. A messy roster can result in unhappy employees that may create more ‘sick’ absences and create a hole in your roster, and your pocket too.

Use TimeTec TA to help organize and manage your roster and workforce easier. Hop on the cloud and join us today at TimeTec TA.

"Time is really the only capital that any human being has, and the only thing he can’t afford to lose” – Thomas Edison.

Good time management helps your business grow. In the previous post, we have discussed 3 options in time management; time zone, time range and rounding of time, and how you can utilize TimeTec TA to your advantage. Now, let’s continue on how TimeTec TA can help you manage your employees’ times further.

BREAK TIME
Every employee’s well being needs to be taken care of, and providing breaks such as lunchtime and tea break is the common practice in various organizations across many industries. TimeTec TA comes with the option to define a maximum of 5 break times in every schedule complete with the setting up of the rules for these break times that adhere to the company’s policy.

Define your break times and their rules for more accurate work-time information.

More detailed break rules can be defined at the Break section. For example, a company can determine whether to deduct lunchtime for employees who work half day or a company can choose to deduct extra break time from the employees’ working hours. The total work time for each employee will then be calculated based on the rules set in this section.

OVERTIME

Overtime can be a cost-effective way to fulfill your organization’s production needs by utilizing your current workforce or it can backfire if it’s not managed properly. Demanding workers to work overtime can cause dissatisfaction amongst employees that could result in bigger problems in an organization. Therefore, it’s crucial for the management to comply with the overtime local labor rules and with TimeTec TA, these rules can be preconfigured and they will apply accordingly when managing overtime. For example, an employee must not be working continuously for a certain hours and the salary calculation will depend on the day the overtime is required and etc.

Set your overtime at the Clocking Schedule section or at the Overtime tab in TimeTec TA. If your company permits overtime within a specific time, for example from 19.00 until 21.00, you need to set the overtime in the last column of Clocking Schedule to indicate the time range.

Set the specific time for overtime directly at the Clocking Schedule tab.

However, if your company allows the overtime to start directly after working hours, you only need to set the options at Overtime tab and leave the overtime section in Clocking Schedule empty.

“Until we can manage time, we can manage nothing else” – Peter Drucker.

Managing time is far from a simple task and having a good attendance management system like TimeTec TA could play at your advantage. Be in the know of your employees’ attendance activities and manage them right.

Start managing your time with TimeTec TA. Get your 30 days free trial today!

Biometrics, the Protection from Ghost Employees

HR-ing in the Digital Era

Attendance System Suitable for Coworking Space

FingerTec Software Makes Way for the Superior Cloud Software. 10 Reasons Why You Should Elevate to Cloud, Now!

Flexible Working is Trending Worldwide. Are you ready to embrace it?

Let’s Explore Cloud Attendance, It’s Your Obvious Choice!

Cloud Solutions Freak You Out?

4 Ways Cloud has Changed Data Analysis

Managing Your Roster the Right Way

LET’S TALK ABOUT TIME – PART II

Search

TIMETEC PARTNER PROGRAM

Popular Posts

Blog Archive

Labels