Relieve administrative burden of employee absence throughout COVID-19

Tackle employee absence and leave requests with an efficient leave management system

Employee absence and leave management without an efficient leave management system is a cumbersome task. That is, 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 face 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 employee absences have risen. Not to mention, the amount of people waiting to be tested and in self-isolation. Unfortunately, also unable to work. 

In addition, occupational roles that require physical presence 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 had to stay at home. This has created both shortages of staff due to employee absence, as well as a substantial increase of leave requests.

Administrators and HR managers bare with these demands. Simply, 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 other leave requests.  

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

Without a good leave management system, employee absences and leave requests can quickly accumulate, complicating leave management processes.

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 leave requests for the same time periods. Hence, it is important to utilise the most appropriate leave management system to efficiently manage employee absences and leave requests.

work overloadTo be specific,  leave management systems that are paper-based make employee absence and leave requests even more complex.

Also, the deferral of annual leave in bulk will create an additional problem for companies. Of course, 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 the number of employees absences. Simply, to ensure there are enough workers to sustain business.

Digital transformation is reconstructing how companies carry out business processes such as leave requests and overall, management of leave.

In particular, digital transformation can convert leave management from a laborious, painful task, to an easy, efficient digital process. With an online leave management system, you can reduce time and errors and centralize leave management, all in a single system.


Streamline employee absence and leave management with digital leave request process

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

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

It is important for employee absences and leave requests 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 requests or employee 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 leave requests can pile up. As a result, the task becomes difficult and confusing. On the other hand, managing leave and absences can be a breeze with an efficient online leave management system. 

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 management from a paper-based system to a digital process. With an online leave management system, employers can better manage employee absences and leave requests. 


Overall benefits of automating management of employee absences and annual leave

These key features of digital employee absence and leave request form will ease the process. Specially 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 leave requests and approvals. In short, the dashboard provides a transparent overview of the number of employees absences. As well as staff availing of annual leave. 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 leave 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 leave 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

An online leave management system 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 employee 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 leave requests and handle employee absences can bring efficiency to your business. All three factors, time, money and human resources can be retained with an online leave management system. 

The COVID-19 epidemic postponed many holidays and vacations for people around the world. But, normality will return. 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 and manage employee absences efficiently. 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.

Related articles:

https://www.kianda.com/blog/remote-working-digital-business-process-is-the-key-enabler-for-working-from-home/

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 employee 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 employee 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, new hire 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 to optimise tasks such as employee onboarding. 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 employee 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 new hire onboarding process work with Kianda?

Employee onboarding 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 employee onboarding 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, employee 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.

New hire onboarding doesn’t need to be complicated. Streamline your employee onboarding process to generate the best outcomes for new hires.

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

See how automated workflow can improve workplace productivity

Kianda
Kianda process and workflow automation software

Repetitive tasks are the biggest motivation killers in workplaces

Who likes to do the same daily task, over and over again?

Motivation is the important element in ensuring productivity. When we are dealing with monotonous routines, we easily get bored and lose our enthusiasm to complete challenging tasks.

One effective way of motivating staff is through employee engagement. For instance, their time needs to be freed to let them do more valuable work. That is, for better employee engagement and contribution.

How do we free up time to do more valuable work using an automated workflow?

An automated workflow management solution can bring productivity and efficiency to a workplace. It eliminates repetitive, manual and paper-based tasks. Moreover, it transforms manual operations into automated online forms and workflows. And in doing so, it cuts down the human error and increases productivity.

Helping businesses to compete in this increasingly digital world is one of the key focus of workflow automation. From simple to complex, workflow management can be automated with a few clicks.

Automated workflow management allows staff to get more valuable work done and reduces the amount of time and money spent on unnecessary tasks.

Where you can benefit from an automated workflow

Human Resource Management

If your HR department is dealing with paper-based documents, unnecessary phone calls and emails when a new hire starts, then an automated workflow management solution is in need. With process automation, you can eliminate unnecessary paperwork and repetitive tasks performed for each hire.

In a way, this will allow you to cut down these manual tasks and let HR do their work. In addition, new hires will be more welcomed when everything is well organised before they start.

Customer Services Solution

Customer Services

For example, in Customer Service departments, agents spend more time on trying to access IT systems and ringing departments for resolutions than the time they spend on a call to help solve a customer problem.

This is a common scenario that causes long waiting times. One of the most important aspects of customer services is time. Information must be easily accessible to agents so that they can answer customer queries in a rapid way.

A process automation solution like Kianda can improve customer service operations by delivering one single platform. More clearly, a platform that allows users to access information from multiple IT systems rapidly and log customer queries into the system while reducing waiting times.

With a streamlined workflow management process for handling customer queries and complaints, call centre staff can be more effective and productivity can be increased.

Marketing and Sales

A scenario for the Marketing and Sales department is not too different. An automated workflow can improve the efficiency of marketing and sales teams. Marketing teams commonly use different applications to access the information needed to do their jobs. For example, for lead management, trade show materials, advertisements, website content approvals and more.

All of these tasks can be centralised in a single platform with a process automation, enabling full visibility and rapid outcomes. As a result, making marketing and sales operations move faster and easier.

It doesn’t matter whether you are a small business or a big one, if your employees are happy with their jobs, their productivity will increase. And, that’s exactly what you need to help your business grow.

Automated workflows diminish busywork, leaving the employee to tackle work that is most important to the job.

When it comes to achieving digital workplace goals, for the best results, sometimes the hardest thing is not choosing the right workflow management solution. But, it is getting the solution to do what your business uniquely needs.

A process automation solution like Kianda can adjust to your needs, giving you control over your IT solutions.

Automated workflows will increase productivity, while eliminating repetitive, and paper-based tasks. With Kianda’s NO-CODE workflow development approach, anyone in your organisation can easily develop IT solutions without technical expertise.


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.

Want to see what Kianda can do for you?

Request your live demo today!

5 common HR scenarios Process Management can benefit

HR process automation

Process Management or Business Process Management (BPM) is increasingly transforming how HR managers carry out many business tasks daily with the use of workflow automation tools.

Recruiting, leave requests, appraisals, approvals and employee feedback are some of the workflows typical human resource management (HRM) department deals with. All of these HR workflows involve multiple department approvals. Also, system entries, communication channels and documents. As a result, human resource management becomes lengthy and expensive.

In addition to this, it is very common that employees don’t follow established operating procedures and complete required tasks. That is, with regards to how they are supposed to complete them. Subsequently, leaving the organisation with unstructured and ad-hoc task management.

Automating these processes can increase productivity, cut costs significantly and eliminate bottlenecks. Simply, by making these scenarios easy to handle with business process management tools. Continue reading “5 common HR scenarios Process Management can benefit”

How you can streamline a HR New Hire Onboarding Process

HR onboarding system help
HR onboarding system

HR new hire onboarding process takes up a large amount of time of a HR department. It has many aspects to consider that make it a lengthy process. For example, paperwork to process, approvals to set up, documents to gather, training to provide, appraisal meetings to organise and so on. Tasks to be carried out involve not only HR department but also other departments. In short, HR deals with compliance. On the other hand, IT deals with how to get equipment up and running and managers with expectations. Sometimes tasks need to be carried in parallel, sometimes one after another. Continue reading “How you can streamline a HR New Hire Onboarding Process”