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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5 Core Business Processes You Should Automate to Increase Agility

5 business processes to automate

It’s 2020. It’s time to adopt business process automation.

Repetitive tasks without process automation can easily become draining. However, they are critical for managing operations within an organization. 

Let us emphasize.

Today, leaders face multiple internal and external challenges. Hence why, it is important to be prepared, proactive and productive. Dynamic markets result in business managers facing changes such as competition and evolving technologies. So, to keep in line with competitors, technological advancements are highly useful.

Process automation has received great attention along with adoption in the last number of years. Moreover, many organisations view it as a necessity rather just a ‘nice to have’.

According to a recent report from Forrester, automation and AI are moving deeper into organizations. As a result, they are becoming the “very makeup and operations of the company”. 

But, why is process automation a growing trend?

Let us call a spade a spade. Every person at some stage in their working life comes across a particular task that they aren’t exactly excited about. These processes can generally consume a chunk of your time. Maybe they involve a lot of paper and slow down productivity.

Above all, we are aware that time is money and that wasted time means wasted money. So, lets explore 5 business processes to automate and how these tasks will then, be simple to manage. Certainly, workflow software will make your life a whole lot easier!


1. Onboarding process automation

In general, hiring a new employee involves lots of paper, plenty of emails and communication across other departments like HR. On the other hand, workflow software allows collaboration across departments. Even more, it eliminates the need for paper and multiple emails.

To put simply, you can send the job offer to the new hire and the new hire can accept it along with submitting their data. After that, approvals take place then the contract is automatically issued. Furthermore, digital signatures are captured and all the relevant departments’ tasks are distributed. This ensures that everything is ready before the new hire starts for a better first impression.

In short, the entire onboarding process from start to finish can be achieved. Most noteworthy, all in a single platform with workflow software.

2. Holiday request form 

Usually, employees request time off by filling out a paper form or sending emails. Once all of the information is written on the application, a manager then has to manually and digitally input the data. 

Emails are sent back and forward to HR, confirmation of status is next. You get the picture…

holiday-request-form
holiday-request-form

Again, time is being wasted that could be valuable elsewhere. 

A  digital holiday request form with Kianda platform allows you to manage and approve requests, all in the one place.

As well as that you can conveniently monitor and track them in a dashboard. 

3. Incident reporting

The main purpose of an incident report is to try to identify the cause of an incident or a near miss. By doing so, managers can take cautious actions to prevent re-occurrence in the future.

Incident reporting needs to be accurate and managed correctly. It’s no surprise that they are obvious business processes to automate. To be clear, using paper isn’t really a safe way to store valuable information. Therefore, recording and storing data safely will improve the overall quality of the process and the outcomes.

To clarify, a digital incident report automatically increases accuracy by storing data more efficiently. Easier tracking allows managers to quickly come up with measures to prevent future occurences.

4. IT help desk 

IT helpdesk
IT helpdesk

Without a structure put in place, IT teams can get very overwhelmed with queries from end-users.

More importantly, satisfaction won’t be achieved for end-users if IT support teams can’t deliver answers. So, to enhance the user experience, queries need to be addressed fast. 

The Kianda platform offers a ready-made IT help desk template that effectively supports end-users. In short, the automated workflow allows the IT team to track, prioritize tickets and solve them rapidly. 

5. Procurement process 

The flow of the procurement process entails quite a few steps which can easily slow things down, fast. For instance, if managed across excel sheets, paper documents and emails then effective communication maybe hindered. As a result, enabling frequent misconceptions in different stages of the procurement process. 

In other words, having multiple documents in numerous places compared to digital documents in one place speaks volumes. All appropriate users can have access to relevant documents if needed. For that reason, collaboration and communication flows better than ever.

Using a workflow software for the procurement process delivers transparency to all involved, from buyer to supplier. As a result of better communication, the procurement process runs more smoothly and quickly.

In addition, management of cost and spending becomes more visible, meaning that profitability can be tracked and improved.


Can you imagine the amount of costs and time that is saved by speeding up these processes?

Yes, a lot! 

As stated by Gartner, optimising existing business processes does not only focus on efficiency, but efficacy too. To be exact, optimisation of business operations increases productivity, reduces errors and has capabilities to avoid potential risks.

“By automating predictable, standardized processes, application leaders enable the business to focus its attention on the exceptions that still require a human touch” 

Automating Business Operations to Scale Your Digital Business, Gartner (2019)

In other words, by saving a lot of time you can devote more attention to other aspects of the business. Perhaps, an area that you could never give enough time to, even though you probably should have. 

Further, reducing costs can symbolise many opportunities for the business. Firstly, it can reflect an increase in profitability as there are less operating costs which means saving money. On the other hand, it can be spent elsewhere maybe for R&D, new employees or could be for expansion. Whatever the case may be, saving costs is always a plus.


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

Request your live demo today!

Author: Osvaldo Sousa

Osvaldo is the CEO of Kianda Technologies with almost 2 decades of experience in the IT industry has developed many successful solutions across a broad range of technologies. He is the subject matter expert in digital workplace collaboration solutions.

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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…


Get started with our holiday request form now!

Trial Kianda Holiday Request App



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.


Get started with this holiday request form now!

Don’t forget to explore our app store when you sign up. And check out all other templates designed to help you to get started.

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https://www.kianda.com/blog/how-you-can-streamline-an-hr-employee-onboarding-process/

5 Core Business Processes You Should Automate to Increase Agility

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