How do you create Employee Attendance Records?

Follow the below step-by-step approach to creating employee attendance records:

1. Build data and device infrastructure: First, you need to build data. Also, assess whether the current methods of operation are still relevant or not. From bookkeeping to biometrics, card swiping machines, timesheets, website platforms, mobile tracking systems, and GPS tracking machines, among others. Thereafter, make a choice that benefits the employee and the company, in general. And invest in new tools. Ensure that these databases are robust and current. This will be the foundation of the employees’ records.”

2. Build the right capabilities: However, it does not imply that the most appropriate data sources would be useful to managers if they have no knowledge of how to exploit them. HRs must develop “data prowess” so that they can comprehend how employee files or records impact the productivity of employees. Identify, either retrain existing HR capacity or hire new staff with an understanding of such systems and attendance data.

3. Co-create the design: Come up with the design of an attendance management system based on the ‘buy’, ‘build’, and ‘blended’ approach.

• Purchasing an off-the-shelf system for T&E is faster, easier, and cheaper. But it may lack customisation.
• It often takes more time and cost to build a solution from scratch. However, it could be more appropriate in terms of achieving the targeted business objectives.
• The blended solution is ready-made but flexible and adjustable. It combines the two to make it the best of its kind.
• Work closely with the business stakeholders during the system design phase. This will promote involvement in the process and ownership among all parties.

4. Deploy: Configure the system for a particular employee category. Carry out initial stages with limited employees participating. Adopt flexible methods. This will minimize iterations and ensure cost-effective measures are employed.

5. Communicate: Instruct staff on how to utilize the system. Develop a detailed T&E policy and a training and communication program to ensure that all employees obey its requirements. Good communication will enable them to accept changes. Such an action will enhance the uptake of the system.

6. Institutionalize: Workflows, which involve HR, should comprise time and attendance. It is not possible for any employer to expect his or her employees to spend some time going to an online site and checking his or her leave balance. This is the kind of experience HRs should give consumers by asking themselves, “Can we build a push notification update to a person’s smartphone screen?”

7. Measure outcomes: Set essential parameters and track them consistently. Let the Human Resources officials know that the employee’s records system is delivering as expected. This will promote CXOs’ participation and support.

Companies use employee attendance records to ensure that they have their employees’ time as well as attendance. All these begin by comprehending what employee attendance stands for. Attendance by employees means being in a workplace as per the organization’s rules and regulations. Individually or in teams, organizations, also keep a record of employee attendance. They include monitoring staff absenteeism, compliance with shifts, time discipline, reasons for leaving, customer charges, and time sheets among others.