Keeping track of attendance shouldn’t feel like an infinite pile of paperwork.
Yet, for a lot of businesses, outdated systems make day by day tasks harder than they need to be. You’re left scrambling to determine who’s in, who’s out, and once they’re working, often with software that feels more like a burden than a tool.
A worrying report from the Trades Union Congress (TUC) in 2024 found that three out of 5 employees (61%) employees felt exhausted at the top of most working days. 55% also reported that they thought work was getting more intense and demanding over time.
Without an acceptable extra time tracker (or Time-Off-In-Lieu system), a high percentage of your staff might be facing stress and burnout. Absence management systems can take these worries away.
They simplify the whole lot, from keeping track of time spent on tasks to requesting annual leave. You can do all of it from one unified system. So, to learn more about these remarkable pieces of technology, seek the advice of our complete guide to time tracking software.
What is time management software?
Time management software refers to digital tools that help organisations keep track of worker attendance and other productivity-based tasks.
They help businesses stay in keeping with the necessities specified by the Employee Rights Act (1996), chiefly those related to the correct to break day, itemised pay statements and remuneration.
With these systems, managers can stay updated with a company-wide overview of their employees’ day-to-day activities. One of their central advantages is the flexibility to track time spent on work tasks.
UK government statistics show that the occupation with the very best percentage of employees is definitely ‘skilled jobs’: 25.7% of those in employment work in offices.
As such, time management software is commonly needed to record time spent on different projects, company meetings, or one-off projects. By providing precious insights into how time is distributed, managers can discover areas where more support is required.
They’re great for the UK working environment, especially as many firms have transitioned to a hybrid in-office and work-from-home schedule. With time management software, flexible and distant employees have a structured way to stay productive wherever they’re.
UK laws surrounding maximum weekly working hours mean that employees cannot work greater than 48 hours per week on average: time management software can prevent these working regulations from going unnoticed.
It can even account for various sorts of days off. For example, these systems discover absenteeism patterns, like mental health days. Data from E-Days suggests that the likelihood of a mental health absence reoccurring inside 12 months is 24.4%.
In cases like these, worker time tracking software may also help managers address any reoccurring issues staff could also be facing.
There is not any ‘one-size-fits-all’ approach to picking the correct worker time tracking software. Some firms are larger, structured in another way, or could have industry-specific collaboration requirements.
With this in mind, it’s vital not to dive in head first. Before deciding on software, first, ask yourself the next questions:
Workflow
Start by gathering feedback from staff. How do different teams manage tasks? Are projects straightforward, with set deadlines, or more complex?
If you’re coping with intricate timelines, you’ll need software that provides detailed tracking and reporting. A transparent picture of how you’re employed today will guide you toward a tool that matches right into your routine.
Team size and collaboration requirements
The size and structure of your team are very vital.
A small team might prefer a straightforward tool to keep things organised, while larger teams, or those working across departments, might profit more from advanced features like real-time updates and role-based access.
Teams that work remotely or collaborate ceaselessly may profit more from integrating communication-focused time tracking software programs (and did that increased engagement levels amongst staff can reportedly end in a 41% reduction in absenteeism?)
Industry-specific considerations
Choosing a tool that understands your sector’s challenges could make an enormous difference. A law firm, for instance, might prioritise accurate tracking of billable hours, while a creative agency may deal with project timelines and resource allocation.
Don’t forget to check if there are any specific compliance requirements, like data protection standards, that the software needs to meet to your industry.
What are the important thing features to search for in time tracking software?
Easy-to-use software
A user-friendly interface is a vital consideration when purchasing attendance monitoring software. Simple designs make it easier for managers and staff to use the system, which lowers the educational curve and increases the likelihood of company-wide adoption.
Important components of an intuitive user interface consist of:
- Clear navigation menu
- Accessible features
- Compatible with a spread of devices and a responsive design
These design components help create a more efficient, well-organised workplace.
Mobile accessibility
No matter where they’re, employees can use their smartphones or tablets to clock out and in, thanks to mobile accessibility. Businesses that operate from home offices or have field-based employees can especially profit from distant access.
Research by the Harvard Business Review found that, before the COVID-19 pandemic, 64% of firms that offered flextime arrangements made them informally.
But time absence management software eliminates this poor corporate transparency. Staff can have access to their holiday entitlements and dealing arrangements anywhere world wide.
HR and payroll integration
Businesses may greatly profit from a consistent flow of personnel data across platforms. Increased connection minimises mistakes, saves time, and eliminates the necessity for human data entry!
For instance, when payroll and attendance data are mechanically synchronised, it guarantees that employees are fairly reimbursed for the hours they’ve put in.
Immediate time-tracking/reporting
Employee clock-ins and clock-outs are recorded immediately using real-time tracking.
Since tracking is instantaneous, managers can cope with attendance problems as soon as they’re discovered. After that, they will more effectively reallocate resources.
Real-time reporting also provides current data on attendance trends, enabling decisions to be taken in accordance with labour laws.
For example, the UK’s rules on contacts of employment and dealing hours state that just about all people classed as employees are legally entitled to 5.6 weeks paid holiday a 12 months.
As time management software also offers accurate information on hours worked, payroll accuracy is equally strengthened.
Security and compliance features
UK firms must be certain that their attendance monitoring systems adhere to laws just like the General Data Protection Regulation (GDPR).
Only essential data have to be gathered by these systems, and personal data have to be protected to avoid unauthorised access. To protect sensitive worker data, security measures like data encryption and frequent audits could be put in place.
What are the advantages of time tracking software for businesses?
Time tracking software is all about helping businesses grow. By providing real-time monitoring of worker attendance, these systems encourage greater transparency within the workplace.
Greater accuracy
Traditional attendance tracking methods can lead to inaccuracies, similar to incorrect data entries or deliberate time theft. Automated attendance systems address these challenges by delivering accurate, real-time information on worker working hours.
Advanced features, including biometric verification and geolocation tracking, make sure that every one facets of attendance tracking are as precise as possible.
In fact, an interesting review by the Institute for Employment Studies found that tightening policies for reviewing attendance was related to decreases in absence.
Replacing old software
Many UK businesses proceed to depend on traditional methods for recording worker attendance, which can lead to human errors. Shifting to a digital attendance system can alleviate administrative workloads.
Better productivity
If automated attendance systems are in place, management could have more time to devote to productivity-boosting projects like training or talent development.
These solutions make it easy for managers to export attendance data for automated processing by integrating their attendance monitoring platforms with payroll software.
With this degree of integration, employees are more likely to receives a commission on time (and with less administrative work!)
Invest in time tracking software today!
Now that more in regards to the ways this software could make your life easier, perhaps it’s time to invest.
Streamlining day by day operations doesn’t mean overhauling your organization; these systems can fit right into your existing administrative procedures. Just remember to keep all shareholders up to date.
Identify the team members who will probably be using the software probably the most and allow them to know exactly what’s being considered. After a trial period and feedback from staff, you might find that staying organised within the workplace feels easier than ever.
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