Relieve administrative burden of employee absence throughout COVID-19

Tackle employee absence and leave requests

Employee absence management is a cumbersome task when handled across paper-based documents, spreadsheets and emails.

Using these methods is lengthy, time-consuming and prone to human error.

With that in mind, the spread of COVID-19 has made employee absence management even more agonizing. That is, for administrative staff, HR managers and even employees. And, it is only expected to get worse. 

Leave requests and employee absences spike during COVID-19 Pandemic

employee absent

The global spread of the Coronavirus has amounted huge pressures on professional as well as personal lives.

Many employees have faced a new working environment with their office in their homes. On the other hand, some employees have had limited options regarding working from home or working at all.

Millions of people across the world have been directly affected by COVID-19 from contracting the deadly virus. Deeming them medically unfit to work, ill-related absences have risen. Not to mention, the amount of people waiting to be tested and in self-isolation, also unable to work. 

In addition, occupational roles that require physical presence unfortunately cannot implement working from home. Because of this, many workers have had no other choice but to avail of annual leave or temporary time-off. That is, under specified circumstances.

For example, many front-line staff depend on childcare facilities in order to go to work. With restrictions in place and no creches or schools open,  significant amounts of essential workers have had to stay at home. This has created both shortages of staff, as well as a substantial increase of leave requests.

Administrators and HR managers have had to bear with these demands as a consequence of employees being directly and indirectly affected by the virus.

On top of these causes of employee absences, there are general leave requests. For example, maternity and paternity leave, bereavement leave, sick leave unrelated to COVID-19 and others. 

Leave dedicated to holidays or vacations is usually the most common type of annual leave. However, with various restrictions across the world, employees are ‘saving’ their annual leave days. 

Leave requests expected to plummet after COVID-19 restrictions are lifted

Worldwide, most mass gatherings, events and holidays have been cancelled. And, regardless, many countries have legally obliged people to stay indoors unless they are out for essential travel. 

With nowhere to go and nobody to see, people have no essential reason to take annual leave for pleasure purposes.

Looking forward to overcoming the Pandemic, employees are optimistic about a sunny getaway before the year is up. This is expected to have a knock-on effect for business operations in two ways.

1) Overflowing of leave requests, giving administrators and HR managers additional paperwork.

2) Shortages of staff if approved, depending on managers approval.

Employers are becoming overwhelmed with possibility of employees submitting requests for the same time periods. Hence, it is important to utilise the most appropriate system to manage employee absences and leave requests.

work overloadTo be specific, organisations using paper-based systems is going to make the leave requests an even more complex process.

Also, the deferral of annual leave in bulk will create an additional problem for companies if approved. The lack of employees post COVID-19 will inevitably strain business operations. 

 

With a robust leave management system, you can prepare for employee absences. In short, managers can track and monitor how many employees are absent to ensure there is enough workers to sustain business.

Digital transformation is reconstructing how companies carry out business processes.

In particular, digital transformation can convert leave management from a laborious, painful task, to an easy, efficient digital process. That is, with business process automation tools, such as workflow software.


Streamline leave and absence management with digital leave request process

Paper documents and spreadsheets are considerably the main tools used to handle employee leave requests and absences. While these methods can get the job done, they soak up a great deal of employee time.

Before a request even receives approval, administrators need to fill out a form and assign it to several people across other departments. And, manually submitting documents makes collaboration harder to achieve.

It is important for employee leave requests and absences to reach all relevant people involved. And to do so, quickly. Ideally, accepting or approving requests works best when done instantly after receiving them.

However, sometimes this is simply not possible. Managers need to make sure that there are enough employees to sustain business as usual. In addition, using paper forms for annual leave or absences is certainly not reliable.

Paper documents can easily get lost, the form could have a mistake or wrong information or it could land on the wrong persons desk. Similarly, a digital file could also end up in the wrong folder on a PC or sent to the wrong email address.

Human error is inevitable. You might have highly skilled and intelligent staff, but these are simple and common mistakes that are easy to make.

Because of these issues, the approval process is pro-longed and requests can pile up. As a result, the task becomes difficult and confusing. On the other hand, with the correct tools, managing leave and absences can be a breeze. 

A manager needs to be in a position to react fast to prevent bottlenecks and delays in approvals. 

Business process automation platform can swiftly transform leave requests from a paper-based system to a digital process. With a digital leave management system, employers can better manage employee leave requests and absences. 


Overall benefits of automating management of employee leave and absences

These key features of digital leave request form will ease the process for administrators, managers and HR teams. But, that’s not all, there are overall benefits to the efficiency of your business.

1- Customisable dashboards

With customisable built-in dashboard, managers can track and monitor numbers of requests and approvals. In short, the dashboard provides a transparent overview of the number of employees that are on leave or absent. As a result of improved visibility, HR teams and managers can make better decisions when carrying out approvals.  

2- Request modifications

Managers can even request employees to modify their request if necessary. The manager might suggest altering the date. This reduces lack of required staff or employee shortages, allowing business operations to sustain.

3- Scheduled reminders

Automated emails are sent to the manager if approvals or rejections are not completed on time. This allows teams to not let any requests go unnoticed and prevents delays and a build-up of requests. Because of this, administrators don’t get an uncontrollable overload of work. As well, employees are better satisfied as they are not waiting around for approvals or answers. 

4- Calculate annual leave days

The digital holiday/leave request form automatically calculates employees remaining days of annual leave. Therefore, there is no need for either an employee to keep track of their annual leave days. Managers also don’t need to manually keep a record by tracking, calculating and inputting data into spread sheets and so on. 


Why you should use a workflow software for employee leave management

Managing leave and absences using traditional methods is laborious and drains resources such as time, money and technically human resources. By dedicating so much time to this process, it costs your business money that can be saved. 

On the other hand, using workflow software to streamline employee leave requests and handle absences can bring efficiency to your business. All three factors, time, money and human resources can be retained by implementing a digital solution. 

The COVID-19 epidemic postponed many holidays and vacations for people around the world. But, normality will return soon. Meaning, employees will be eager to getaway once restrictions are lifted. 


Kianda’s digital leave request form will allow you to eliminate risk of human error and speed up the entire process.

Prepare for your employee’s leave requests. Avoid the administrative burden by transforming your employee leave management system with Kianda no-code workflow software. 

Want to see what Kianda can do for you?

Request your live demo today!

 


Derya SousaAuthor: Derya Sousa COO of Kianda Technologies 
Helping companies to operate paperless, delivering custom business applications rapidly with no-code digital process automation platform Kianda.

 

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Remote working: Why digital business process is the key enabler for working from home

Make your holiday request form an easy to manage digital process

 

Remote working: Why digital business process is the key enabler for working from home

Remote working

Have you implemented ‘remote working’ as an option for employees yet?

Across the globe, more and more people and companies are taking an interest in remote working. This comes about for many reasons, one being the benefits of the digital workplace. Secondly, the global development and transmission of Covid-19 has forced employees to work from home.

The transition into a digital workplace focuses on using digital methods to carry out business processes. Digital tools such as workflow software are being widely used to optimise business processes.

These processes can be as simple as an approval workflow or as complex as a procurement process.

In a traditional workplace an approval process requires printing, signing and carrying papers from one desk to another.

On the other hand, with a workflow software this process can easily be turned into a digital one.  This makes the process accessible to anyone involved from wherever they are to progress its flow.

Transitioning into a digital workplace will help you eliminate paper, reduce costs and increase efficiency. Above all, it will help you to easily implement how to successfully work remotely.

Cloud-based platforms and business process automation have created more room for more remote workers. In other words, digitalisation has enabled more tasks to be performed without barriers such as communication.

On another note, having an option in place to work remotely can be beneficial for operations, if necessary.

Why is ‘working from home’ so popular?

Remote male workerThe rising emphasis in remote work comes about from both, internal and external factors. For instance, internally, people are aiming to achieve a better balance between work and personal life. On the other hand, external factors like the global spread of Covid-19 (Coronavirus) has forced people to work at home.

Certainly, it is important to have the option for remote working if in desperate need. Even if a company does not incorporate it permanently.

Most noteworthy, companies are viewing it as a crucial factor for their business continuity plan.

As the business process automation industry continues to grow, making digital business possible, so does ‘smart working’.

Have you included digital process automation in your business continuity plan?

Let’s look at why remote working and digital process automation are beneficial for business.


Remote working in the event of a crisis

External factors are the ones that sometimes we cannot see coming, but we should expect the unknown anyway. In other words, we should plan for a potential disruption.

By preparing a back-up plan, companies can then reduce the level of disturbance from said external factor(s). For example, arranging options for employees to access company systems remotely should be included in their plans.

CoronavirusPrepare for the worst, but hope for the best!

The spread of killer virus Covid-19 has seen pandemonium across the entire globe. It is creating a lot of anxiety for people worldwide.

Businesses are curious about how operations will be affected. More importantly, people are wondering how lives will be affected.

Due to rise in the coronavirus, companies are involving remote working in their contingency plans. 

Remote working for better quality of life

remote-workers

According to a recent article by Ireland’s National Public Service Broadcaster RTE , flexible work searches on jobs websites have risen by 196% in the last two years.

In addition, a lot of people feel that they are more productive working from home. That is to say, the positive impact remote working has on personal life can effectively influence output of the remote employee.


Digital business process is the key for an effective ‘remote working’ strategy

First of all, tasks must be carried out digitally to allow remote working.

Secondly, an employee must have all of the necessary digital and non-digital tools at home. That is, to be considered suitable for remote working.

There are numerous manual processes that businesses have automated. As it turns out, technological advancements have made it possible for remote working.

Human resource management involves quite a few lengthy processes. Similarly, financial teams also carry out time-consuming and repetitive tasks. Different departments must communicate and play their own role to complete the overall process.

Business process automation continues to optimise these type of dreadful but necessary tasks. Ultimately, making your life easier at work. In addition, automating tasks can completely eliminate the use for paper.

Don’t need paper for remote working!

Busy office with paperSustainability comes in many forms.

Automation of business processes eliminates the need for paper documents. This derives huge advantages for a company that carries out a lot of processes using paper.

Let’s look at what a paperless office can do for you

    1. More organisation – information stored digitally in single place
    2. Better communication between departments
    3. Improved collaboration from higher visibility and transparency 
    4. Costs reduce as buying and disposing of paper is no longer required
    5. Less consumption contributes to a sustainable environment 

As an example, a simple ticketing system can coordinate and scale up operations of remote teams. HR Team working remotely will have many tasks over the course of the day. Including replying to employee queries among other day-to-day activities.

With a ticketing system in place their work can be organised around tickets. Giving a better visibility of team performance and improvements that may be needed.

Other examples of core business processes to automate not only for remote working but also for increasing efficiency

Human resource management automation

1. Employee Onboarding

Paper, Excel sheets and emails automatically slow down the onboarding process.

Managing induction tasks and training of new hires digitally becomes more crucial, when staff are mostly working remotely.

Digital onboarding process is less time-consuming and more efficient.

2. Leave Request Form

A digital leave request form allows better tracking and management of employee absences. Because of this, managers can prepare by taking actions so that absences don’t affect operations.

For instance, hiring temporary staff becomes easier to manage when needed e.g. sick leave, maternity leave, holiday season.

In short, employees simply provide the details of their request and submit it. After that, managers are notified to review and approve/reject the request. And finally, it is recorded in a system where employees can view the balance of remaining annual leave.

3. Employee Appraisal

For the reason that a performance appraisal requires huge effort and time, they get put on the long finger.

Employee performance appraisal software allows collaboration between relevant departments to review employees performance. This enables better visibility and tracking becomes easier.

Digital finance processes to simplify ‘working from home’

1. Purchase Order Approvals

Digital PO approval process will help to enforce better structure on the purchasing process. As a result, managers will gain more control of purchasing products and services from requesting a PO to supplier payment.

By automating purchase order process, finances are managed more efficient. For instance, a structure will help avoid unexpected expenditure in accordance with its disappointing results.

2. Invoicing and Accounts Receivable

Issuing and tracking invoices soak up a lot of employee’s time and it is very easy to make mistakes. With that being said, mistakes are not acceptable as receivables are what keeps a business afloat!

Streamlining this process with a workflow software will automatically reduce mistakes and will speed up the process.

3. Procurement Process

Using a digital procurement system contributes to your paperless office. Keeps your documents in one place.

Procurement documents define contractual relationships, and automation helps to prevent important losses. Keeping all your contracts in the digital sphere.

Eliminate the errors and increase the efficiency of procurement process by building a digital process.


And remember, the more time it takes to complete these processes, the more they will cost. Likewise, the less time it takes to carry out such procedures, the less it will cost.

So, eliminate paper and save time and money by automating business processes. Overall, business operations will be more efficient and remote working will be simplified and made possible from anywhere!


Considering remote working as an option?

Start your digital business journey by automating business processes. Visit kianda.com for more info.


Derya SousaAuthor: Derya Sousa COO of Kianda Technologies 
Helping companies to operate paperless, delivering custom business applications rapidly with no-code digital process automation platform Kianda.

Kianda is a business process automation platform that allows companies to digitalise and streamline their processes with easily built online forms and workflows.

Let us show you with a free customised demo what Kianda can do for you.

Request a live demo


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How to manage your Procurement Process efficiently to reduce costs and risks

How to manage your Procurement Process efficiently to reduce costs and risks

Digital process management

Is your procurement process slowing things down?

Are you using traditional ways to manage your procurement process? If your answer is yes then, it is time to boost your buying steps.

The digital revolution has started to disrupt the process of procurement in the last couple of years like many other business processes. For example, 85% of executives believe that digital transformation will alter the very fabric of their purchase process. However, only 32% have a digital strategy in place.

In the past, the procurement process only took care of the nuts and bolts of resourcing. But, technologies and automation have made it a profitable strategy that empowers C-suit decision-makers. 

Managing procurement effectively can create market visibility, minimize supply chain risks, and deliver cost savings.


What Does Procurement Process Mean?

purchasing agreement

In the simplest terms, it’s the buying of goods and services. However, it includes all processes from purchase planning to value analysis.

The procurement management must achieve a profit on resale. And to do so, it must source finance cheaply and negotiate intelligently.

The old incarnation of procurement management could succeed simply by operating more cheaply than the average business. On the other hand, today’s standards are higher.

Although world-class procurement departments operate 20% more economically and employ 27% fewer employees, that’s no longer enough.

What does procurement mean in the modern era? Sometimes, intelligent spend management. Other times, often supplier sourcing, but always digital strategy.

What are the steps in Procurement Process Flow?

Process of procurement flow can be broken down into: procurement process, systems, people, and paperwork.

Overall, the procurement process entails broader tasks such as ordering, payment fulfillment, and receiving.

Procurement Process flow includes eight purchasing steps:

      1. Requesting for a service or product

      2. Analysis to evaluate request

      3. Forward a request for proposal to suppliers

      4. Supplier Selection

      5. Procurement Manager evaluation and approval

      6. Approving the request with a purchase order

      7. Sending the purchase order to the supplier

      8. Receiving the product and confirming the delivery of services or goods (Three-way matching)

      9. Approve the invoice and forward it to payment processing

      10. Recording the transaction for the company’s records

Example Procurement Process Flow
Example Procurement Process Flow

Why Automate Your Procurement Process?

Excel spreadsheets and emails belong in the old age with paper documents. Meanwhile, procurement software that can provide automated workflows can convert manual tasks into automated processes without human intervention. As a result, repetitive events can automatically up-scale.

The procurement cycle can, and should, be digitalised, not only to help you refine your strategy. but, to automate it and generate a set of analytics to assess its efficiency.

Procurement software can include all the steps you’ve always used in your purchasing process. There is no difference in procurement meaning whether you’re using digital or manual processes. Certainly, there are distinctions though, efficiency and transparency changes. In other words, automating repeatable tasks cuts the risk of human error.

It can also reduce steps in the procurement process and speeds up interactions. But, you remain the brain behind your strategy. You make the rules, editing your workflow according to your decisions.

Gain visibility and increase transparency

Another important reason why to automate your procurement is to gain visibility of your procurement process.

It can help to track the way your buying department manages their part of the process.

As a result of digital procurement in business, the procurement meaning has evolved intelligent spend management.

Intelligent spend management is transparent more than ever before. Most certainly, thanks to digital workflows.

Communication is key

Collaboration with suppliers is very important. For instance, certain steps that should be involved can be made accessible to suppliers when automated.

Enhancing communication is key. This way, everyone from the procurement team to suppliers can give you input on a single platform. In short, the automation of these processes promotes more effective standards of communication. 

Using a digital procurement system contributes to your paperless office, keeping your documents in one place. Procurement documents define contractual relationships, and automation helps to prevent important losses, keeping all your contracts in the digital sphere.

Procurement Software and Tail Spend

Small purchases tend get neglected, thanks to resource-heavy, manual work.  So, to fix the problem, the procurement process should engage with suppliers. They can do this by amplifying transparency and optimizing inventory.

Monitoring key performance indicators, risks can be identified and procurement process strategies can be refined.

The procurement management system should monitor:

      1. Compliance rates that increase spend and lead to invoice disputes.

      2. Supplier defect rates, which cause unreliability.

      3. Supplier lead time, which improves delivery time

      4. Purchase order cycle time

      5. Purchase to pay time

      6. Cost per invoice and purchase order, which tends to suffer when there are invoice disputes

      7. Spend under procurement management

      8. Procurement procedure return on investment

What to look for when comparing Procurement Software 

Automating the process of procurement can be efficiently achieved. Digital process automation is the obvious driver of improved metrics, but the analytics themselves are still a crucial ingredient.

They can be used to forecast future crises and optimize vendor evaluation. In addition, they can improve invoicing procedures and predict demand.

Process automation software gives flexibility in terms of tailoring a process according to your organisations unique needs.

When comparing procurement software options, you should look out for several features when carrying out comparison analysis. 

Procurement software benefits
Procurement software benefits

Here is a list of what to look for:

      1. User-friendly customisation and scalability

      2. Accessible data and analytics

      3. Easy reporting

      4. Available in multi-devices

      5. Automated reminders and notifications

      6. Easy, multi-layered approvals

      7. Budget control

      8. Providing suppliers instant access for their input

      9. Data integration with existing systems

The modern process of procurement no longer fears risks – it predicts them.

Procurement is constantly evolving, and metrics help it to advance. Software de-clutters your process steps and improves transparency. From this, you gain control over the entire procurement lifecycle.

As a result of using digital procurement systems like Kianda, the procurement business definition has transformed.

Procurement in business has become more complex, but that’s a boon rather than a bane. Procurement procedure has never been this scalable or innovative, thanks to technology, and it’s put CTOs on the map.


Kianda Procurement Dashboard
Kianda Procurement Dashboard

Are you looking to boost your procurement process?

Discover how you can reduce risks and bring efficiency to your purchasing. Kianda Procurement Process App is designed with our experience and best practices in mind.

Good news is that you can tailor all the pieces of the app to fit what your organisation needs. Meanwhile, remember you do not need to hire developers to manage the app. Anyone with or without programming skills can create business process apps with Kianda.

Request your live demo

About Author:
Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.
 
 
 
Other articles you might be interested:
 

Purchase Order Process

Why you should embrace Digital employee onboarding and induction in construction

Digital Construction Onboarding Induction
Digital Employee Onboarding and Induction for Construction

Employers spend a lot of resources on recruiting the right talent but not enough on employee onboarding and induction. Over 20% of staffing turnover that companies suffer occurs in the first 45 days. Imagine the cost of recruiting, training and breaking in a new worker only to have to hire another one two months later. It means that when you don’t invest in an employee retention strategy your company can incur significant monetary losses by year-end.

HR employee onboarding process should be integrated into the recruitment plan.

Onboarding and induction are designed to minimise this risk by improving the competency, productivity and satisfaction of workers. This process is an opportunity to sell your organisation to an employee. It is why HR employee onboarding process should be integrated into the recruitment plan.

Construction sector is no different than any other sector. Companies in construction deal with people from professional employees to workers in the skilled labour trades. Onboarding of employees serves as a starting point to introduce a culture of the organisation. Trying to keep key employees has always been vital to the long-term success . Especially for construction sector not only onboarding but also properly managed and monitored induction is vital.

Employees without proper health and safety inductions tend to have a higher tendency for negligence to regulations.

Moreover, these workers are also prone to injuries and fatalities because of misinformation to properly deal with hazards in the workplace. Onboarding and induction processes ensure workers are fully informed about the organization and are aware of their responsibilities.

Technology and Employee Onboarding

Over the years, technology changed how construction companies conduct their employee onboarding. The availability of the internet, for example, has changed how people communicate. People also have easy access to information.

Relationships are easy to manage now, and that is part of a great induction process. Digital construction onboarding relies on software and other tools to assist in the different elements.

The digitalisation of the employee onboarding process comes with certain benefits like cost-efficiency, reliability and speed.

Companies in the construction sector that lag on their employee induction process should understand the various benefits that it offers so that they can capitalise.

Concrete Foundations

Construction BPM Software

Initial experience that an employee has about your company is vital. It shapes how workers perceive their stay in the organisation. How you handle employees during the induction process will determine if they stick with you or not. A construction or engineering company can use onboarding to set up the foundation on which employees will develop their careers.

A rewarding onboarding and employee induction process should strive to mentor, educate and support individuals. Employees should see that their employer is interested in them as individuals, not only as resources to help achieve the bottom line.

Workers should have the fundamental basics of the duties that they are supposed to carry out. They must also know the company culture to make it easy to them to acclimate. All these elements contribute to a strong foundation that will give an employer confidence.

Enhance Safety

The construction sector has many health and safety requirements that employees have to meet. When bringing in new people for a project, a supervisor or project leader must ensure that each member is up to date on the latest safety standards.

The building industry has some of the biggest numbers of workplace injuries. Some of the accidents can be fatal. Failure to observe safety standards can cost a company millions in injuries and lawsuits. A good way to prevent that is to provide proper training and information for every work. Employee induction is one of the HR processes that offer this.

You can implement a digital onboarding and induction application in your business that helps workers learn different aspects such as project processes, equipment handling and safety protocols. Digital onboarding makes it easy for a company to track what employees are learning and prevent some things from falling through the cracks.

Reduce Costs

The expenses that come with the onboarding process is one reason a number of building companies don’t bother investing in it. Establishing training programs for different new hires and offering them the right resources can be expensive, especially for small enterprises. However, business process automation comes with enticing cost savings that make the investment worth it.

Unlike physical onboarding, you don’t have to rent training space, hire trainers or travel to remote locations to get the required information. Recruits can get when what they need from anywhere they are. Another way you reduce costs is by improving employee retention rate. A well thought-out employee onboarding process will help keep your workers loyal, which means you don’t lose money on recruiting new hires every few months.

Save Time and Boost Production

Business process automation means reduced paperwork for your staff. Admin tasks that several different departments are required to take action before a new hire can start can all be digitalised. This aims to transform paper forms, questionnaires to digital forms with automated notifications. This will enable better management for the entire process from pre-employment, onboarding to induction stages.

Construction Workflow Software.png
Construction Workflow Software

Onboarding alone requires employees to fill different forms that can take time when doing it the old-fashioned way. Digitally managed process saves time by making these available to employees anytime and anywhere.

Besides the paperless forms, the staff doesn’t have to travel for the induction procedure, and that saves time. The less time that workers spend on the onboarding process, the more time they have to dedicate to other duties. Time savings lead to enhanced productivity, particularly for a workforce that knows how to capitalise on every available opportunity.

Companies with poor retention rate lose a lot of time. Calculate the time it takes to recruit the right candidates for certain positions then train them. Imagine losing even a single employee after investing that time. The HR employee onboarding process, when done right, saves you this time wastage.

Reaching Workers Anywhere

Digital Construction Process
Digital Construction Process

Technological advances have allowed building companies to have projects across different regions. With digital onboarding, an enterprise can easily get to employees who are far away. Just because you have remote workers a thousand miles away doesn’t mean that they have to travel to the headquarters for induction or you have to incur extras costs to train them from where they are.

All workers will have access to the same quality of training.

Onboarding software allows regional and global enterprises to give their employees the training and support that they require. You only need the necessary devices for remote workers and employees in different parts of the globe to access the same material. Digital process automation ensures that you can give your company flexibility without letting some elements suffer. All workers will have access to the same quality of training.

Customisation of Induction Procedures

Enterprises have an easy time customising onboarding programs when using specialised software. Workers at a building company have wildly varying roles, which means that the induction processes are not always the same. Workplace-specific induction is a mandatory requirement in the building sector.

Software for construction processes
Software for construction processes

A company can go further and offer task-specific onboarding. For instance, employees at a site who have to work at heights might receive training on the use of fall arrest equipment. The engineering department can have different onboarding from the contractors. The advantage of this is that project leaders, managers and supervisors don’t have to spend time onboarding staff members for roles that don’t apply to them.

Digital Employee Onboarding promotes Continuous Learning

Employees should be able to keep up with the dynamic times in which they work. Various elements in the building sector change with time. One day a worker is using this machine, and next month a different type comes around. Digital employee onboarding makes it possible for an organisation to provide continuous learning to its people.

Onboarding is not a clear cut process and, therefore, some aspects will evolve with time. With technology, you can ensure that your company doesn’t miss any steps as it grows. You can reduce the risk of your employees getting left behind as other building businesses leverage evolving technologies. Besides making your company safe, you get to build its reputation. A company that is always updated in its business operations is attractive to employees and clients.

Onboarding is one of the HR processes that can shape or break your company. The induction procedure lets an enterprise show its support to employees through training, mentorship and education. Digital employee onboarding allows you to do this excellently.

If you would like to find out about how we help companies in construction sector to enhance their employee onboarding and induction procedures please get in touch with us: discover@kianda.com

Digital Construction Software
Digital Construction Process Automation

AUTHOR: Derya Sousa COO of Kianda Technologies 
Helping companies to build custom business applications rapidly with no-code digital process automation platform Kianda.

ABOUT KIANDA: 5* rated, award winning, digital process automation and business application delivery platform for a greater control and agility. 10 times faster implementation with NO-CODE  automation software.

Want to see what Kianda can do for you?

Request a live demo

 

Make your holiday request form an easy to manage digital process

holiday-request-form

Leave Request Processes made easy

A digital leave / holiday request form is one of many processes that can be easily carried out with the use of workflow software.

On one hand, employee expectation of digitally managing tasks has increased significantly. That is due to the use of digital tools, smartphones, and social media,

On the other hand, HR departments are facing challenges even with simple tasks like holiday requests.

They need to learn to adapt to new trends that require them to meet employee expectations.

And also, they need to consider productivity increases that they can achieve by using more efficient ways of carrying out business tasks.

HR Managers improve processes by introducing digital technologies together with new strategies.

Automating processes like leave / holiday request management can bring significant time savings.

In addition, by saving time you are also saving costs. For instance, the amount of time managers take up, to carry out holiday request processes across departments can be used elsewhere.

It is time to ditch outdated paper forms and untraceable emails for holiday approvals…


Want to see what Kianda can do for you?

Request a live demo



Why you should digitalise holiday requests?

Holiday approval form

You should move to a digital solution so that you can ELIMINATE INEFFICIENCY and ERROR-PRONE outcomes you might face. For instance, using Excel sheets for this purpose. Or even papers or back and forth emails…

Annual leave, sick leave, maternity or paternity. Whatever the case may be.

For the reason that managers need to prepare, absences should be recorded accurately. As a result, trends can be spotted and actions can be put in place. In doing so, leave of any form will not affect business operations.

By managing and tracking leave digitally, the process becomes easier for managers, as well as employees.

4 reasons why you should adopt digital leave and holiday request management:

    1. Reduce errors, save time and increase efficiency

    2. Greater visibility of approval status

    3. Automated approvals of requests

    4. Instance notification of rejection / approval status and regular reminders

Manual management of holiday requests can take a significant amount of time to organise.

It is important to have these requests dealt with in an efficient manner. Especially when it is holiday season or when sick leave requests increase significantly due to an outbreak.

For example, to calculate sick leave requests made by the entire company for a given year will need hours or even days spent, to go through papers.

On the other hand, if the information is in a digital system, it will only be a click away.

To improve the efficiency, the first step is to move from paper to online forms.

A digital leave request form can do many things

With a digital holiday request application you can manage and approve all requests in one place. As well as that, you can track them in a dashboard.

Digital leave requests allow you to have an overall view of everyone’s requests.

As a result, you will be able to take precautions to ensure you have enough staff available. For example, during the periods of high demand such as summer you may need extra workers.

Neither you nor the employee will need to worry about miscalculations.

By optimising your holiday request management, you will quickly ensure a fair and transparent management to the staff.


leave-request-form-template

Kianda Leave request form

Holiday request forms simplified

How does a digital leave / holiday request form look like?

In a single platform, staff request holiday by simply providing details and submitting. Then, managers approve and a record is saved in the system.

Giving you full visibility of all requests.

Access to correct information is provided. Therefore, you know when your staff is on leave.

The flexibility of the form enhances collaboration and communication regarding holiday request management.

Employees can view their balance of remaining days and raise their requests.

Managers get notified and they simply review and approve requests.

Managers can also reject or ask for modifications from staff.

Scheduled reminders are set for when a manager does not approve on time. In short, the system sends them regular notifications to reject or approve.

It’s as easy as that.

Remove the hassle of paper leave requests with the use of workflow software.


Let us show you with a free customised demo what Kianda can do for you.

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Related articles:

5 Core Business Processes You Should Automate to Increase Agility

Travel Request Form

Travel Request Form

Travel request template

Do you need to a better process for travel requests and approvals?

Managing travel requests with paper forms or spreadsheets is easily a time consuming task that could be improved with process automation.

Furthermore, submitting paper requests can create lack clarity and compliance.

The case for a Digital Travel Request Form

With an online travel request form, you can manage the submission of the request, related expenses and the entire approval process.

Employees will submit their requests, managers then review requests.

Managers can make better decisions and approve or reject requests instantly.

To clarify, the process can be complete anywhere, at anytime.

This will free-up valuable time, avoid delays in the approval process and bring efficiency.

How does an online travel request form work?

Travel request formA travel request and approval process is essential for every business and especially for large organisations.

For instance, larger organisations can require a lot more travel request processes because they have a larger employee count, of course.

So, the quicker the process, the less time consumed. Therefore the higher the benefit will be. 

This Kianda travel request form app handles travel request and its entire approval process in a single location.

Travel-request

It allows selection from travel types such as flight/ferry/train and so on.

The information may differ from employees, depending on travel type.

Therefore, displays fields are dynamic, according to the user selection.

Multiple approval levels in a digital app make it easy to track

Also, to have multiple approval levels, approval processes can be extended.

This depends on conditions such as the value, type of travel mode, reason for travelling and so on.

Overall, a workflow starts with an employee requesting for travel tickets and accommodation arrangements while providing purpose of the travel and passenger details.

Next, the travel department or HR review the request and make the necessary arrangements. 

In addition, the workflow can expand to allow employee travel document validation or to adjust fields and settings based on an employee’s profile.

When an employee starts a request, their profile including their passport details can be pre-populated based on, the data stored in your IT systems.

The Kianda system issues a notification to a traveller if their passport has expired or if it is due to expire.

The system can flag to the travel team if a passport is expired. If required, it can also prevent submitting travel requests for flights.

Final cost reports by a business unit, cost center, department or individual can be achieved via reporting dashboards.

In addition, this workflow can me made visible to all employees, whether they are in your IT systems or not.

By using anonymous (public) forms, you can share online forms publicly and let your staff submit requests from anywhere.

Immediate benefits you will get with Kianda Travel Request Form App

✔ Flexible Online Forms

With our drag-and-drop form builder you can easily customise travel request form


Eliminate Paperwork

Capture requests, approve and track within the app, eliminate paperwork

✔ Easy Reporting

Track & report on key metrics, monitor progress for quality control

Don’t forget to explore Kianda template store when you sign up and check out all other templates designed to help you to get started.

 

 

 

 

 

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Related Articles:

Make your holiday request form an easy to manage digital process

Per Diem Approval Workflow

Purchase Order Process

Pruchase Order Management

You can use a Purchase Order Process to better control purchasing of products and services from external suppliers.

Transforming this process into a digital will maintain greater purchase control over the entire process.

Transforming a purchase order process into a digital system will consequently open for you several opportunities to introduce efficiency.

Using spreadsheets for PO management can cause errors

When you or your team rely on manual  tasks like email and spreadsheets.

It consequently increases the risk of lack of visibility and error-prone results. 

And as a result compliance and efficiency will suffer.

Digital Purchase Order Benefits

A digital PO process will not only save you time, but also help you structure the purchasing process.

The key benefits are:

    1. Improved compliance
    2. Easy to track and match invoices / PO Number
    3. Clear insights to approvals and bottlenecks

Multi Approvals Based on Limits

You can include multiple layers of approvals based on a threshold so that high volume purchasing can be approved by multiple managers.

Purchase order process starts with a requester providing a vendor information, prices and descriptions with a couple of clicks and submitting for approval.

Automated Reminders Keep Approvals Flowing

PO Approvers  receive a notification and approve or deny based on the criteria provided.

Scheduled reminders notify approvers of when they need to approve or reject automatically.

Above all they can do this from anywhere using an intuitive interface.

In addition, this process includes supplier’s an invoice step to allow matching PO number with invoices received.

When you approve a purchase request, the supplier can be notified automatically if you choose to.

Keep PO PDF and any related documents centrally available from a process.

Your supplier will be able to upload their invoice and any other documents linked with the PO process.

Your team will then have available a single view of a supplier,.

As a result, you will be able to view expenditure by account easily.

PO documents can be stored in multiple systems like SharePoint, Dropbox, file shares and more.

Because files are stored centrally within the process it makes it easy to find them when needed.

Once approval is complete your finance team receives notifications and reminders proceed with the payment.

Automated Purchase Order PDF Generation

This process focuses on the approval and PO PDF generation.

Vendors and internal users are guaranteed to receive always a PO pdf that looks consistent and matches company branding.

You can fully customise the look of the PO PDF at any time.

Unique PO number is generated per request and is customisable.

This can follow advanced rules for generating  PO numbers.

The Purchase Order Process we describe here covers all the aspects linked directly with the PO PDF.

For a process that covers a wider range of areas like vendor selection and management to delivery confirmation check-out our procurement process.

Don’t forget to explore the Kianda Process Apps  when you sign up and check out all other apps designed to help you get started.

Let us show you with a free customised demo what Kianda can do.

Request a live demo today!

Per Diem Approval Workflow

Per-Diem-Request-Dashboard

Per Diem expenses can include different forms of costs for an employee related to business activities. In short, it focuses on the cost for an employee to take a business trip.

Purpose of Per Diem 

Expense management is simply put in place so that employees don’t need to keep a paper record of their expenses. In addition, per diem processes reduce the administrative burden on financial teams.

For instance, employees don’t need to keep a track record of multiple receipts. As well, it removes the need for these expenses to be checked and reimbursed.

The most common Per Diem expenses include overnight accommodation, daily meals and other travel expenses. In general, these are the typical expenses for a business traveler.

As a result of providing daily allowances, there is better control over business finances. Due to gaining superior control, managers can predict financial costs for the business.

Using an online form to automate the per diem process will reduce the hassle of manually performing the task.

Digital forms improve the Per Diem processEmployee receipt records

Increasingly, companies are adopting digital solutions to streamline Per Diem approvals. Online forms for expense management allows the process to become completely paperless.

As a result, the entire process can be rapidly completed.

Kianda platform offers a per diem template so that users can scale up expense management at a faster pace. Traditionally, managers would manually carry out this process across paper-documents and spreadsheets.

On the other hand, managing business processes digitally reduces the amount of time a task would normally take. In addition, it saves costs and increases efficiency. Simply due to process automation.


Expense management using a digital form

Per Diem Approval workflow includes employees providing the travel plan. Following that, the manager either approves or rejects the travel expense. This is based on a simple calculation of per diem amount, multiplied by a number of days.

With this simple workflow template you can set per diem allowance rates based on the location in a standard way. When an employee starts a request form,  rates can easily be calculated. Further, they are then submitted, avoiding any errors or misunderstandings.

In this sample template, an employee has the option to request only Per Diem, Travel or both. To begin, the procedure starts with the employee initiating the process. And they do this by entering personal information and travel details.

The system automatically calculates rates based on the location and number of days. Once the employee submits the request, a manager approves or rejects. Finally, the flow continues with Travel team or Payroll team.

This template comes with with Per Diem request Dashboard for reporting. Alternatively with Kianda, a single dashboard for all their approval tasks can be configured for managers to overview.

As a result, they can easily monitor what is waiting for their approval and what has been approved. Most noteworthy, they can do so with full visibility of the progress of each request.

Streamline your organisation’s per diem management and eliminate the errors and achieve consistency.


Kianda is a NO-CODE business process automation platform. We empower business users to accelerate innovation through digital transformation.

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Related articles:

Change Request Process

Travel Request Form

Performance Appraisal Process

Employee appraisals dashboard

Most companies carry out performance appraisals annually. Annual reviews usually are not enough. Employees need more frequent performance reviews to keep them focused.

But why do companies do performance appraisals only annually?

This is because, employee performance is not easy to track. In short, it requires time and effort putting a structure on it.

Managing performance reviews via spreadsheets and emails can easily be a nightmare. Especially for companies with a large number of employees and operations in different locations.

Managing Employee Performance Review is not a hassle any more!

Kianda workflow provides a single place for Human Resource Management. This employee review template helps to organise the performance appraisal process for all staff.

The process flows digitally and efficiently without delays. Management and employees receive automated alerts until they assess and provide feedback on employee performance. That is, including guidance to enhance tasks as required.

HR templates

With a standard workflow and a central location to monitor the progress, the whole process gets simplified. As a result, employee performance appraisals become less time-consuming.

Automated workflow starts as on scheduled basis and sends alerts to task owners. Notifications remind employees to complete their tasks. As well as that, to update the relevant departments/individuals on the completion of tasks.

Performance is easier to track and manage at a rapid pace with Process Automation

With this template not only will managers just maintain accurate records of overall employee progress. But, also they will rest assured that employees understand the content of their feedback clearly.

This way, performance evaluations will be made faster and easier for managers to complete.

If you implement a digital process to manage performance appraisals, it will go a long way toward having a standard and efficient procedure in which Human Resource Management, other managers and employees are all aware of their tasks and they all have equal visibility of progress.

Want to see what Kianda can do for you?

Request your live demo today!

Other HR Workflow Templates

Employee Onboarding Process

Make your holiday request form an easy to manage digital process

Employee Onboarding Process

Onboarding process

Get started with Employee Onboarding Process and welcome new hires PAPERLESS!

Eliminate the need for papers and emails rapidly by setting up your digital onboarding process.

With Kianda, you can digitally send a job offer to the new hire and the new hire accepting it. In addition, the template captures employee data, manager approvals and digital signatures.

Business process automation eases the onboarding process, from start to finish

This workflow will help you effectively manage the employee onboarding process. Moreover, it will allow HR team members and new hires to collaborate, all in a single place.

Also, you will be able to capture and store new hire personal data GPDR complaint. Automated workflows with Kianda is in compliance with GDPR regulations. Simply put, it reduces risks while handling sensitive data across different departments.

An employee must be aware of workplace rules, policies and procedures before or shortly after they start. If ignored or left too late, an organisation can face risks and damages to their business.

HR teams frequently repeat the same admin tasks when carrying out particular processes. For instance, managing re-employment, onboarding process and induction. When conducting these procedures, there are often repetitive, manual tasks behind the scenes.

This gets more complicated and worrisome when you don’t have an easy solution available.

New technologies can increase efficiency and productivity in your business processes. For example, managers are increasingly adopting business process automation solutions. Simply because, digital processes reduce time and money and scale up productivity.

An automated process assures the step-by-step tasks are efficiently carried out. As well, ensuring a standard way is being followed for each new hire and valuable time is not wasted.

“You don’t want to be one of those companies that is not prepared for the new hire and let them down in their first day”.


Employee onboarding template

New hire onboarding should not be time-consuming. It should be more manageable and smoother.

With Kianda onboarding process, you will be able to manage the entire workflow from beginning to end. And, all in a single platform connected to your back-end systems.

How does onboarding process work with Kianda?

Workflow starts with HR capturing candidate details and Kianda updating current IT systems with these details. Following, it continues with assigning tasks to managers for approvals and so on.

It also can be expanded to send an anonymous form to the new hire to capture their digital signature for contracts. Kianda provides easy integration to DocuSign or you can use Kianda digital signature feature.

This would allow capturing new hire information such as bank information, next of kin. Also, making sure that the new hire has read and signed critical company policies before they start.

Overall the workflow template contains forms (steps) assigned to each department or individuals involved in the process. This facilitates the communications between team members and the new hire. As a result, it allows them to interact, digitally sign and collaborate instantly.

In addition, onboarding process comes with a personalised reporting dashboard. The customised dashboard provides an overview of the progress. It includes how many requests have been completed, how many are in progress and what are the bottlenecks.

Let us show you with a free customised demo what Kianda can do for you.

Request your live demo today!


Check out more HR workflow templates:

Performance Appraisal Process

Travel Request Form

Make your holiday request form an easy to manage digital process