Monthly Archives: December 2014

Leave Management Software can make your life easy

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Management

Leave management is one of the integral human resource functions of a company, be it large business houses or small and medium enterprises (SMEs).

Leave management helps the HR department of a company to keep track of the employees’ leave of absence, which holds due importance from various perspectives. To start with, an employee’s reporting manager can assign work responsibilities to other employees for the leave duration so that the business operations run smoothly. This also leads to developing healthy cordial employer-employee relationships due to adequate handling of employee absenteeism.

Leave management also plays a significant role in payroll with the finance department tracking the current leave balance of employees with respect to the leave taken in a particular month for accurate dissemination of salary.

The traditional leave management process followed by organizations is tedious and time-consuming wherein the employees apply for leave either through a written leave application or an email sent to their reporting manager. The reporting manager faces problems in approving the leave in the absence of other essential details such as the number of leave taken by the particular employee in the past and how many of his team members will be on leave in the given duration.

The process becomes all the more tedious in cases, when the leave application has to be approved by more than one reporting manager. The leave details are often stored in an excel spreadsheet on the computer system where the chances of duplication and resulting errors are high.

With the advancement in the sphere of software technology, the traditional procedure of leave management has given way to the use of leave application software. It is an easy tool for leave management for both, the employees as well as their reporting managers. Leave management software results in saving efforts as well as time, leading to higher productivity and efficiency of the employees.

The leave application software offers ample benefits to the human resource and finance departments of a company as well as the employees in effectively managing their leave records. The software provides the HR department with accurate leave details of the employees, which cover their current leave balance with respect to the different types of leave such as sick leave, casual leave, maternity leave and earned leave, the number of leave they have availed in a particular month, as well as the approval or rejection status of the leave applied for. The software furnishes the leave details of the particular employee availing leave to the reporting manager, which helps him in approving or rejecting the leave in question.

The leave application software allows tracking of the employees’ leave history, which reveals the frequency at which the particular employee avails leave. It results in saving the time of the human resource employees as all the leave information will be visible to the employees and the HR department is not required to respond to their leave queries.

The leave management software also allows the leave data stored in excel spreadsheets on a computer to be imported and integrated with the primary data.

It is required that leave management data is synchronized and integrated with attendance management data. Hence, the finance department is able to process salaries accurately by having access to the complete employee leave information with regard to the leave taken by the employee and his available leave balance, resulting in deductions.

The leave management software only accepts those leave requests that are in accordance with the leave policy specified by the company, thus ensuring 100 percent compliance to the leave policy. With all the employee leave details stored in the software, the chances of making mistakes are minimized.

The leave software also offers multiple benefits to the employees. It gives the employees the flexibility to apply for leave at any time of the day within the confines of their homes. The software lends transparency to the whole system of leave management, which can be accessed by the employees any time they want to and know their leave details.

The leave software also notifies the employees about the status of their leave applications, accumulated leave balance, and leave approvals through email notifications.

Upgrading to automated, cloud-based leave application software makes it simpler to implement your leave policies as well as manage employee leave database online.

Top 10 hiring mistakes business owners make

By | Business, Human Resource | No Comments
Hiring Mistakes

If people can move mountains with their determination and hard work, one can easily gauge the vitality and strength of a determined human resource lot. Having the best talent work for you can ensure wonders for your organization. The best of the strategies, technology, processes will not give any result unless the best people are hired to manage them.

“Hiring the Best is your most important task”, said Apple Founder, Steve Jobs. The trick to make sure that is the best talent is acquired is by following a near-perfect hiring process. Unfortunately, the hiring process gets derailed by the mistakes hiring managers commit.

The top 10 hiring mistakes business owners make while undertaking the hiring process can be summed up somewhat as below to help you make better and informed hiring decisions.

 

  1.      Holding up the Recruitment Process: Time is money!. So, delaying the hiring process is one of the biggest hiring mistakes companies make. As soon as a vacancy appears, the hiring team must swing into action to find the most suitable fit for the profile.
  2.      Wanting to hire someone similar to the former employee: Organizations try to find a candidate who bears similarity to the previous employee. The business gets accustomed to the working of the past employee so much that they unconsciously want to hire anyone who possesses same characteristics and working style.
  3.      Ambiguous job-specifications: Companies ignore the significance of updating the job specifications as and when the vacancy arises. Either the specifications are too old that they do not reflect the real job or they are too short to convey any meaningful information to the prospects. Owing to the dynamic nature of every work profile, the hiring team must keep on updating the specifications of the job so as to give out a vivid description of what the job is all about. It helps getting the most suitable applications for the profile.
  4.      Not preparing for the interview:  It is not always the applicant who needs to prepare thoroughly for an upcoming interview, the same goes for the employer as well. To ensure hiring of the best candidate, make sure you ask the right set of questions. The questions must be framed carefully in advance by the hiring team for eliciting the right responses and getting to know the real appropriateness of the aspirant.
  5.      Personal prejudices and outlooks: This is another common hiring mistake, do not let your personal biases and approaches affect the interview and the candidature of the applicant. Avoid missing out on a very good job-seeker owing to your personal dispositions.
  6.      Not taking inputs from the department for which hiring is undertaken: The hiring team must gather information about the position from the team or the department for which recruitment is done. The employees, who are already working in the same department and are going to share their work with the newly hired, would definitely have great information to disclose relating to the work profile.
  7.      No reference check: One of the biggest blunders is not to check on the references provided by the candidate. It is highly important as checking from the previous employers assures you of the integrity and suitability of the candidate. It is also better to talk to someone rather than ask feedback over email.
  8.      Ignoring cultural suitability: Concentrating only on education, skill-set and experience can be a big hiring mistake. Even the most suitable candidates might find it hard to deliver their best in case they fail to adjust to the hiring organization’s work environment. Therefore, it is important to ascertain that the candidate would be able to fit in without much effort.
  9.      No follow-up with the candidates:  Do not neglect the candidates for long and inform them about the result of the interview as soon as you take the final recruitment decision. The candidates are left in a lurch when they keep on expecting a call while the company has wound up its hiring process. This might fetch negative feedback for the company; after all, candidates are also consumers in a way.
  10.      Lack of training: A productive recruitment process does not end with just zeroing in on the right candidate; it must also entail a sound training plan to help the candidate learn or unlearn to adjust better and quickly. The candidate will feel lost in the new environment without proper on-boarding. It will hamper the productivity of the company as well as the newly hired employee.


Hiring and then firing owing to mistakes committed by the hiring team might prove detrimental for the organization. It will never let the environment be stress free as a faulty hiring process will end up with adverse outcomes for the employees and the organization alike. So, go for a constructive hiring process by eluding the above enumerated mistakes and get the right people for each job role.

Does Online Employee Self Service Improves Collaboration?

By | Human Resource, Payroll | No Comments
Collaboration

Sustaining a business venture is more critical than starting one. A successful small business can be one that starts from hiring the right people, grows by getting the business idea across to them, and is maintained by building the right brand image in the minds of its clients and target audience.

Businesses, whether large or small, may face a standard set of challenges. But the challenges of a small business are unique in the way that large businesses may have done away with them long ago.

Among the many challenges faced by small businesses today is that of sharing your HR-related information with the employees. The basic information meant for and concerned with all the employees in general, should not only be accessible to all the concerned staff members of the organization, any updates in the information database must be conveyed to them as well.

While changes to the employee details are difficult to be conveyed across all departments, it becomes, even more time consuming to incorporate the information from paper documents to the spreadsheets. For organizations that function from multiple geographically-distributed locations, it poses a greater challenge to be able to collaborate with the teams working from different geographical locations.

A cloud Employee Self Service (Online ESS) solution can be the right choice for an organization facing such a challenge in the functioning of the enterprise. It doesn’t only provide access to all the information anywhere, anytime, but it also provides the flexibility to view it on any device without having to waste hours searching for the requisite employee information.

The employees of an organization implementing the right solutions, especially the HR department that needs information at every step of their functioning, can get it within seconds, without the unnecessary hassle of going through papers and spreadsheets. In this way, the time that they would have otherwise spent on looking for information can be utilized judiciously towards working on the core strategic issues of the growing enterprise and in turn, contribute towards the organization’s growth.

Online Employee Self Service module also makes it easy to update employee details as all the employees of an organization have access to it and can update their information on their own. The individual logins for all employees mean that employees can view and update their information such as temporary, permanent and emergency contact details. In other words, it means that an Online ESS can centralize the data by decentralizing the data entry.

As a value addition, an Online Employee Self Service can be a single tool to view code of conduct, employee handbook, list of holidays and other documents for the new employees. It can also help employees get timely access to the latest news and announcements within the organization and participate in opinion polls for the issues that affect the different departments within the enterprise.

For team leaders and managers, the Online ESS can be a platform from which they can review and approve leave requests and check-in and check-out entry and exit timestamps punched by the employees. This creates a transparent system for approval of leaves, time and attendance which can put an end to confusion and unnecessary delays.

In addition to the ability to view their payslips and statutory deductions, use of an ESS empowers the employees to submit their savings, investments and taxation details online so that they can be made available to the HR or finance department at the time of filing of the annual income tax. Moreover, employees can also download their Form 16 directly from the Employee Self Service making it easy and hassle free to file their tax.

If you are a small or medium business enterprise looking for an Employee Self Service Solution, we at Brio, will be happy to provide our online payroll software that integrates the payroll function with the ESS, loan management, leave management, and time and attendance management. Brio’s Perk online payroll software system can automate the aforementioned complex administrative tasks to provide business owners more time for strategic planning and ultimately greater business growth.