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,  paper-based systems 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. That is, with business process automation tools, such as workflow software.


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 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 a digital 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

A 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 a digital leave management system. 

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 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

 

Make your holiday request form an easy to manage digital process

holiday-request-form

Managing your leave or holiday request form processes with manual tools or legacy systems can be quite the headache. Particularly for those in the HR department. But also, for the employee who submits the request. Moreover, many potential issues can arise in your leave management processes. That is, when using inefficient methods. 

The issues that arise simply lie within the quality of the leave management systems and manual methods used. Hence why it is critical for businesses to implement and use a sufficient digital leave management system.

As technology continues to evolve, many organisations become less reliable on defective leave management systems. But rather, switch to more advanced workflow automation systems like Kianda platform.


Challenges of manually handling your employee holiday request form

Using paper-forms, emails and spreadsheets to carry out a holiday request form is inefficient and unreliable. Because there is no way to centralize the data, there is no way to see who approved what and when. And, that is just one example.

Let’s have a look at some very common problems with an inefficient leave request process.

Leave request gets lost in thread of emails

email-for-holiday-request-formThese issues happens way too often. An employee sends their manager an email requesting annual leave. But, receives no response. Managers are busy, some more than others. However, holiday request forms still need to be completed and on time.

However, when a manager has hundreds of emails to get through, it is very easy to miss some. Even the important ones. As a result, leave requests becoming lost or convoluted in email threads. This is a prime example of how leave requests can easily go unanswered.

Or worse, they could go down the road of being approved and forgotten about. This brings us on to our next big issue with a manual holiday request form.

Rushing decision making when approving leave requests

The whole point of having a structure on leave management is to be prepared and organized. To grant employee annual leave, managers must consider many factors in their decision making. An example would be when an employee is out of work for a day or more. Employers need to ensure that there are enough staff to cover. So, in this case, specific information needs to be acknowledged. More clearly, required information might be dates or person/employee role. As well, number of annual leave days requested and even priorities.

It is difficult to pay full attention to these factors when all of this information is in multiple locations. But, because of this, it is easier to rush decisions and tick approvals off your list. Consequently, you end up short staffed. 

For instance, David the marketing manager actually needs to work 2/5 of his requested dates for the launch of a campaign. But, the manager who rushed his request into approval status is unaware. As a result, David ends up being absent from the launch of an important campaign.

Sound all too familiar? 

Business man wearing blindfold trying to hit targetsLack of transparency and visibility in leave management system

Tracking, monitoring and recording annual leave are necessary and useful steps. Simply because they influence decision making. In other words, they assist managers in making correct decisions, based on whether to approve or reject employee leave. When your holiday request form process is deployed using multiple tools, decision making becomes difficult. More clearly, it is impossible to have a clear overview of all leave requests and approvals.

Decentralized systems can cause chaos when it comes to managing a holiday request form. The knock-on effect from invisibility more or less provides a blind insight into the entire process.

In short, the lack of transparency makes it difficult to make decisions. As well as that, it is time-consuming and confusing trying to multi-task between emails, paper-forms and spreadsheets. By the time you have analysed your spreadsheet of who is on leave the same day Mark requested off, you forget where you put the paper 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 using of workflow software. With the use of technology, managing tasks digitally has increased significantly. However, some organisations are still caught up with using outdated methods. And, or legacy leave management systems.

Many HR departments face challenges with manual processes. Even with simple tasks like holiday requests. Employee expectation of digitally managing tasks continues to rise. Simply due to increasing use of digital tools that promote mobility. 

Therefore, HR departments need to learn to adapt to new trends that assist them in meeting employee expectations. Also, they need to consider productivity increases from using more efficient ways of carrying out business tasks.

HR Managers improve processes by introducing digital technologies together with new strategies. By simply automating processes like leave / holiday request management, organisations can bring significant time savings.

In addition, by saving time you are also saving costs. For instance, managers take up a chunk of time just to carry out holiday and leave request processes. And by way of retaining this time, it can be dedicated to other aspects of the business. As a result, operations are completed at a much faster pace, ultimately scaling productivity.

Needless to say, optimising holiday request forms largely reduces administrative burden. So, along with improving quality in processes, work can be less stressful for many. Moreover, completing tasks with less challenges is much more motivating. And subsequently, a lot more rewarding.

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


4 reasons why you should adopt a digital holiday and leave management system 

    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

Moving to a digital solution eliminates inefficiency and error-prone outcomes you might face. For instance, using Excel sheets for this purpose. Or even papers or back and forth emails. 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.

Annual leave, sick leave, maternity or paternity.

Whatever the case may be. Leave of any form will not affect business operations when using an efficient digital leave management system. Digitally managing and tracking leave, makes the process easier for managers and employees.

Manual management of holiday requests can take a significant amount of time to organise. Therefore, 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. For example, due to an outbreak such as COVID-19.

Holiday approval form

To calculate sick leave requests made by the entire company for a given year requires spending hours or even days. And that is to just go through papers. Not mentioning distributing data or information to other relevant personnel.

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 an intuitive digital approval workflow like Kianda platform you can manage and approve all requests in one place. As well as that, you can easily track all requests in Kianda customisable dashboard.  In other words, you can tailor your dashboard to your organisation’s unique needs. In doing so, you can have a crystal clear overview 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.

Optimising your holiday request form process quickly ensures a fair and transparent management to the staff. Consequently, improving employee satisfaction.


leave-request-form-templateHoliday request forms simplified

In a single platform, staff request annual leave by simply providing details and submitting. Then, managers approve and a record is saved in the system. This gives you full visibility and overview of all requests.

The flexibility of the form enhances collaboration and communication between relevant departments. Subsequently, allowing the process to flow smoothly and rapidly.

Access to the correct information is provided clearly. Therefore, you know when your staff is on leave, allowing you to prepare in advance. Employees can easily view their balance of remaining days and raise their requests. Managers get notified and they simply review and approve requests.

Managers can reject or ask for modifications from staff. As well, scheduled reminders are set for when a manager does not approve on time. As a result, approvals are submitted in a timely manner, allowing the process the be swiftly completed. Additionally, the reminder notifications prevent requests from building up or going unanswered.

It’s as simple as that!

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


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

Request a live demo


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