Published on October 16th, 2018 | by Abdullah Sulehri1
5 Considerations Before Implementing an Automated Attendance System
What is an Automated Attendance System?
An automated attendance system allows a company’s employees to clock-in and clock-out from the company premises electronically. It is connected to a server through which it can access and verify the employee identity. It can also be directly connected to a payroll system to get more benefits.
Following are the few most used automated attendance system:
- Card Based (RFID)
- Face Recognition
- Iris Scanner
Having an attendance system can be beneficial but there are a few important things to be considered before taking a final decision. Following are 5 things to be considered before implementing an automated attendance system:
- Time is Money
Punctuality is a habit, some people are habitually punctual while others aren’t. A company can have both types of personalities and its systems must be designed to make all of them efficient. The ultimate primary goal of a business is none other than profit. Employees play a key role in enabling the business to achieve this primary goal.
It is Important for a company to keep a check on employee attendance as absence of key personnel can sometimes sabotage business activities. Lack of proper automated attendance check can prove detrimental for a large business, a lot of time can be saved by eliminating manual attendance.
“The Main Thing is to keep the Main Thing the Main Thing” – Stephen Covey.
An employee’s time spent in office may and may not be productive, just implementing an automated solution won’t be enough for any organization. An employee may arrive on time, take tea breaks often, spend most of his time reading the news or doing non-productive activities yet clock-out a bit late to claim overtime. Such an attitude leads to decreased productivity and motivation in all employees, especially when they go unnoticed. Lack of productivity have killed more companies than anything else and one major factor is “People like to look busy, but are not productive.”. If attendance and time spent at office premises are used as a primary performance measure, employees won’t ever bother focusing on productivity. Hence a company needs to have a check on employee productivity, which is more important compared to attendance.
- Record, Extract, and Analyse (REA)
Using automated attendance machine can help business in various ways. The accuracy of data collected is much greater than any manual system. Effective authorization controls must be implemented so employee data cannot be easily tempered. The analysis of extracted data can help business in identifying and solving employee productivity related issues and enable informed human resource decision making. Viewing hours worked by an employee in comparison with their productivity can give some really valuable information and can help to evaluate employee performance.
- Record, Extract, and Analyse (REA)
The primary objective for a company’s HR policy is to reach goal congruence, i.e. aligning employee’s objective with the company’s vision. Monetary consideration is not the only way to motivate employees. Effective performance appraisal also plays a key role in motivating employees. Performance appraisals are crucial for employees as it affects their remuneration and career growth; an automated attendance system not only helps to track attendance accurately but also enables to identify productivity based on working hours. An employee may be regularly working overtime yet doing lesser work compared to an employee leaving at the time daily. Identifying such trends and addressing them can reduce procrastination hence increase motivation.
Studies have proved that lesser working hours can make employees more efficient and productive as they tend to waste lesser time and work harder.
- Value for Money
Using an automated attendance system is normally cost effective for the large organization. These systems are not cheap and need proper hardware & software maintenance. Companies need to have trained staff to properly manage the system. Its data can also be used by HR department for calculating wages & salaries in much efficient yet accurate way and determining required deductions, overtime payments. A detailed cost and benefit analysis must be performed by SMEs before implementing such a system. Benefits will include the value of time HR department’s time saved in making and analyzing payroll, time saved from manually clocking-in & clocking-out and value of data collected for decision making which couldn’t be collected at all in a manual system.
What is your opinion on implementing an automated attendance system? Share your options and experiences with us.