For the vast majority of organizations out there, keeping track of work hours is a daunting task with many inherent procedural challenges. But despite these challenges, employers world over are generally convinced that having an attendance system at their disposal not only helps the management evaluate employee attendance records, but project management is made a lot easier while simultaneously helping increase overall productivity.
Now, the only question being, what kind of attendance or time tracking system best serves the purpose? Over the years, various solutions have been developed to track employee attendance. Among the most commonly used are traditional clock punch-in systems– e.g. the time card, the punch clock and time sheets. The popularity of these systems stem from their low procurement costs and relative simplicity of use and managing. However, in an increasingly competitive business environment that calls for uncompromised discipline and productivity round the year,
there are some drawbacks in the traditional systems:
Major drawbacks of traditional punch-in system
Human errors are more common than you think
When you rely on time sheets or punch cards, there is always the possibility for human errors. For example, employees may inaccurately enter time on a timesheet, or every now and then, incorrect information may make its way into the payroll accounting software. Such errors are extremely common and recur in most workplaces that still rely on manual time attendance solutions.
Don’t rule out time theft or buddy punching
Punch cards and manual timesheets are vulnerable to buddy punching or time theft. With manual time tracking, it is easy for an employee to use another employee’s punch card and clock them in — an act commonly known as buddy punching that has been a bugbear for businesses for a long time now.
Wastage of time is a major headache
In general, organizations that still use manual time tracking systems end up wasting many man-hours handling time cards and time sheets. This includes employees standing in line to punch in or out every day (mostly seen in larger organizations), or HR departments spending valuable time dealing with time card issues, correcting timesheet errors and replacing punch cards.
Obsolete and inefficient
With the aforementioned factors taken into account, it’s pretty evident that manual on-the-clock punch in systems is outdated. At first glance, their adverse effects may not seem apparent or significant, but over a prolonged period these inefficiencies add up affecting the overall performance and efficiency of human resources.
Biometric workforce management systems
Given the above, let’s take a quick look at how biometrics-based systems help address human resource challenges. For instance take an automated biometric time tracking system. Basically, it refers to a system that identifies individuals based on their biometric credentials such as fingerprint and/or face. Such systems are configured to log employee attendance and other relevant details, which is then exported to the HR department or payroll/accounting system.
These systems can be merged with other workforce management solutions like HR software and rostering software to set up an efficient time tracking mechanism that meets even the most specific requirements.
Biometric timekeeping systems have emerged as a viable alternative that businesses are implementing to save money, time and intrinsic maintenance. Here’s a rundown of some of the most important benefits biometric systems provide:
Eliminating buddy punching or time theft
Fingerprint biometrics and facial recognition are undoubtedly the most reliable means of verifying an individual’s identity. Both fingerprint scan and facial recognition invalidate attendance punch-ins that does not return a positive comparison match against data in the existing internal database. That’s because, unlike passwords or PINs, biometric credentials are extremely hard to forge, if not downright impossible.
Cost efficiency ensured in the long run
Embracing biometrics-based automated time and attendance system helps businesses lower their labour expenses, mitigates the scope of human errors, boosts productivity, enhances efficiency and reduces time spent on payroll.
For optimal efficiency, it is recommended that you opt for a cloud-based biometric time attendance system. Such setups usually tend to be more effective when it comes to streamlining management and improve productivity.
With a biometric attendance system implemented, employees will no longer wait in line to punch in or out. Because biometric systems don’t rely on PINs or passwords, the ID verification of each individual is done with the metaphoric blink of an eye. In other words, punching in has never been easier and more authentic.
Easier and error-free payroll integration
Biometric time clocks make it way easier to track time and attendance. At the end of payroll cycles, supervisors can generate, access and export their respective timesheets to their payroll provider or process the data themselves. With all requisite calculations and logs already taken care of, users can safely rely on updated timecards.
The Added Advantage of Cloud Infrastructure
Biometric time tracking systems that integrate with web-based services upload punch-data to secure servers on the cloud for safe storage and remote retrieval. This ensures safe and full back up in a central repository allowing only authorized personnel access to data any time, from anywhere when required.
Cloud-based time tracking also mitigates the often costly need for building and maintaining an on-premise storage system. This essentially translates into less spends and saving on real estate. But more importantly, opting for a cloud-based system essentially rids businesses of risks of data loss in the wake of natural or man-made disasters such as flood, earthquake, fire, and such.
Cloud-based HR systems also make interpersonal or interdepartmental communications in a snap. Employees can request shift changes or time off in a quick and convenient way. Also, scheduling leaves and seamless communication with HR personnel in real-time is made possible. Such communication between all stakeholders eventually results in stress-free and confusion-less environment while boosting better understanding and efficiency.
Employees today are not working out of a traditional brick and mortar space, but telecommuting and remote working remote is the order of the day. In such scenarios,
a cloud-based biometric system is best-suited. Switching to a cloud-based biometric time tracking system is not just a trend, but it is the way forward. It’s time to get started with the transformation with cost-effective and highly impactful biometric solutions offered by companies such as Securax.