When time-off requests are submitted manually and employees have to retrieve their schedules from a piece of paper that is in the workplace, the potential for errors and conflicts is high. Employees may write their schedules down wrong or fail to see changes made after the schedule is released. Time-off requests may also be missed or improperly communicated, leading to dissent.
Introducing self-service options that allow employees to see their schedules and request time off may help to streamline processes and reduce scheduling issues. This may be as beneficial to management and employers as it is to employees.
Increase Schedule Accountability
When employees can easily retrieve their schedule from any mobile device, it can help to increase accountability and reduce the potential for errors. Employees cannot say that the schedule has been changed or that they wrote down the wrong days or times. Employees are both accountable for their own schedules and empowered to retrieve the information at will.
Streamline Time-off Request Processes
Time off processes can be messy when they are handled using paper and scheduling books. Requests may be lost, managers or HR professionals may forget to put requests in, and approvals or denials for requests may not be communicated in a timely manner. Using self-service for time off requests allows employees and managers to interact over a request in seconds from any location and severely decreases the likelihood that the request will be overlooked.
Simplify Schedule Release Days
When schedules are released using the manual method, employees often swarm to the schedule board or book. This can distract employees from their work, decreasing productivity. Releasing schedules using the HRIS self-service allows employees to access their schedules on their own time, reducing the disturbance during work hours.
Improve Communications about Scheduling
There are likely to be changes to the schedule sometimes when employees call out or when unforeseen emergencies happen. If the HRIS self-service portal allows instant messaging, this option can help to speed communication up when these events occur. After effective communications, managers can also alter the schedule in the system immediately to reduce confusion and ensure that all shifts are covered adequately.
Track Absences and Attendance
Depending on the type of workplace, it may be possible to use self-service portals for attendance and absence tracking. This may be particularly helpful if some or all of the employees work from remote locations. Allowing employees to “clock in,” track hours, and report absences using a self-service portal can make payroll and compliance reporting easier and can further empower employees.
If necessary, information entered through self-service portals may also be saved and used to assess and back up rewards, performance reviews, and discipline. Having the scheduling and attendance information all in one place can make it easy to identify a pattern of absences or pinpoint which employees are providing the best customer service or performing the best. Using HRIS self-service for schedule distribution, communication, and tracking can improve the scheduling process in many ways.
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