Leave management HR software is great when it comes to managing risks and avoiding costs – so they are great when stopping bad things from happening. But what about good things that will come from using these solutions?
Leave management is a simple business at first glance. One needs just to keep the eye on the number of leave days of every employee, and ensure it is sticking to the local labor laws. But what is easy when there are three people on board gets painstaking when there are 20 and deviously complicated when there are more.
Why Is Online Exit Management Important?
When it comes to managing the employee leaves, the employer deals with numerous challenges, starting from multiple leave types, the differences between state-specific employee laws, and the tensions in the teams regarding the spare time taken.
According to the DMEC Leave Management Survey, leave management is fairly straightforward when it comes to smaller companies, yet it is both costly and complicated with the growing number of employees.
The vast majority (93%) of companies with less than 100 employees on board deal with the leave management internally. With the growing number of people working for the business, the share of companies outsourcing the leave management increases. When the number of employees reaches more than 20 000 people the share of companies that outsource the leave management rise to 36%.
Benefits Of A Online Exit Management System
But the core principle of the leave management system is not in avoiding problems, but in bringing benefits to the company. In fact, there are at least 13 benefits of implementing the leave management system in the company. Keeping things short, here is the list:
No data loss
There are accidents in every company. So the more secure the data records regarding the Employee Exit Management, the better. And storing them in the cloud is probably the best and the most secure way available.
A pen-and-paper system stored in a notebook can be lost during the office tiding, there can be a coffee spilled on it or someone can mistakenly take it home and never return. Multiple spreadsheet files stored in computers get deleted, overwritten, or mistakenly taken as the most recent one.
Oh, and nearly 1% (0,86% to be precise) of hard drives used globally have failed in 2020. So how many hard drives are there in your company and how many of them will fail out of nothing?
Even the online spreadsheet gets messy and bloated when packed with the increasing amount of information from everyday work. So storing the leave management information in the dedicated leave record management system is the best way to keep the data from being lost.
Accessibility and multiple approval processes…
There is always an uneasy relationship between data availability and security. The data needs to be kept in a way that makes an accidental loss or unauthorized changes impossible, yet the user needs to get access to it as easy as possible.
In the typical scenario, there is an employee and the manager who approves the leave. Sometimes there is an additional approver – for example, an HR manager, project manager, or a business owner in some cases.
All of the interested parties need to have access to the leave schedule and the information regarding the leave of both all employees and a particular one. The ability to show it in a convenient dashboard is a strong side of cloud-based leave management systems like Calamari.
...but no way to skip an approver
On the other side of the same coin – with multiple approvers, it is possible to skip one – either on purpose or by mistake. The situation when one of the approvers is not informed about the leave can come with multiple consequences – from building tensions in the company to fai to deliver a key project due to the lack of desired skills.
Real-time information
There is no way to make informed decisions when being non-informed. When using an unsophisticated leave management system that is based on the latest knowledge available, not the latest at all.
Consequently, when the employee wishes to take a leave, the manager uses a spreadsheet (or a notebook, or anything that is not a modern leave management system – you name it) to check if that is possible in the desired time.
But the information can be outdated and the best decision in the known configuration can end with a catastrophe – either by refusing to grant the vacation to the employee who really needs them or by granting too many permissions and staying understaffed.
Vacation and time off management
Having real-time and convenient access to the information about the company-wide vacation is the first and most important step toward real-deal vacation management. Without that, the company can impose some initial forms of management, like “appoint your deputy before the vacation” or “only one at the time from a particular team can take a vacation”.
But these can be not flexible enough by skipping the changing demand for skills in the company or forcing the team to stay in position during the less intense time. The policy can be of course adjusted to the current situation, but it ruins the narrative of “clear and transparent rules” that apply to everybody.
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