10 Biggest Benefits of Leave Management SystemsReading Time: 4 minutes
Human resources professionals understand too well the chaos that comes with the maintenance of personnel leave. They also understand the benefits of leave management systems that work.
In fact, navigating the many different processes and systems of requests coming from all kinds of employees from all kinds of levels and seniority and departments about all kinds of leave, especially when getting them all at once… it quickly becomes nightmarish. Even for a small organization, so many different rules and criteria apply! What kind of leave are we talking about? Is he requesting for parental leave? Is she referring to a medical leave? Who has already asked for personal leave? Are they out of the office today? What a headache! Now time for HR to request for a leave also! But what can we do about leave maintenance to help us feel less murderous and appease a big portion of HR’s daily lives? A proper time-off management system to tackle the challenge. Here’s why.
By opting for leave management systems, you save time. One of the major benefits of leave management systems is that they use automation to process data about staff leave, making leave management a faster and seamless process. This frees you up for other important HR tasks that need more of your attention such as long-term strategic planning, employee relations and development, recruitment and internal team culture.
No more dealing with dozens of scary spreadsheets all at once or finding individual email replies or searching for incomplete forms or running after signatures and other approvals or filing hardcopies or sending reminders. Most software designed to manage employee leave are cloud-based, which means all data securely stored, saved and easily accessible anytime. For everything related to leave requests and processes, save physical space and admin work while gathering all relevant, accurate and realtime HR information in one place. Plus, less papercuts!
The idea of our coworkers and supervisors being on vacation is an abstract thought. How do you keep track of who’s not on/off duty and for how long and who’s covering whose clients/responsibilities in the meantime and until when? We’re not done! We haven’t applied these questions to the entire organization year-round yet! One of the benefits of leave management systems is how they simplify things by computing such data in a way that we can see it all! Picture a giant calendar marked with colour-coded types of leave and stickers of profile tags on. Depending on the selected program or application, we have access to comprehensive graphics leave trends, availabilities, history, reports and analytics for individual employees, managers, by group, teams, etc. Again, depending on technical availability and the employer, some leave management solutions are downloadable apps for mobile devices, and even designed for self-service for employees.
Juggling and relaying personal information about leave between a phone call, an SMS, an HR appointment with an employee, an approval over email or voicemail, a filled form handwritten and a staff vacation excel spreadsheet, many things can potentially go wrong! Leave management systems take care of everything leave-related. This means less interventions required from the HR professional which means less manipulations in the process which means significant reduction of risks in making manual mistakes and tyops. (;
Do not be afraid of change. A new leave management system can only affect your HR-related tasks in a positive way. Most of these time-off management systems are easily integrated into common HR tools such as timesheets and payroll platforms that HR professionals are already familiar with. Their setup is straightforward and their use friendly.
For the organization it helps providing crucial information on how the staff use their time-off to improve overall management but also prevent employee dissatisfaction and absenteeism. Some leave management systems have features that allow users to set metrics and generate reports for evaluation and forecast purposes that would otherwise go unnoticed. For instance, by monitoring employee leave closely, one can observe how some employees prefer consecutive weeks off over long weekends. Then, adjustments or incentives can be made accordingly.
One of the benefits of leave management systems is how this lets you develop the perfect channel to clearly display the organization’s leave policy and inform of the most recent updates while making sure everybody is on the same page. Indeed, automating leave management processes from request application to approval brings efficient communication in terms of keeping employees informed of the request status, of whether the requests are in accordance with the company’s internal policy, of the steps required to complete a request for leave. Thus, time spent on recurring daily queries from the staff to HR is eliminated. This built-in platform creates opportunities for more transparency. When employees are on leave, everybody knows, which allows for better work planning. Moreover, it provides more discretion and flexibility in the workplace. For instance, employees working from home get to consult how much paid leave they have left.
Integrating a leave management system encourages everybody in the team, both employees and employers to respect rules and regulations regarding employee leave. Therefore, leave abuse and government penalties become reduced.
Affordable and so much more
So many services and plans currently available out there offer many scalable options. They have features to service organizations of any size. Some promote free versions. Others offer more than a leave management system, but also HR and management-related services. Indeed, their offering includes: time and attendance management, recruitment platforms and applicant tracking, onboarding processes for newly hired employees, employee compensation and calculations, scheduling, etc.
Ultimately, it is in the organization’s interest to maintain and improve employee satisfaction. In a nutshell, management systems act as a contributing factor. Time-off as a social benefit is highly valued to any employee. So for the employer, efficient management of paid time-off is crucial, especially when you don’t have to disrupt the workload. The benefits of leave management systems offer tools to reach a work/life balance for overworked workers. Indeed, they can also reduce stress by taking time off and incentivize absentees to better attendance.
As you may already be aware, Vacation Tracker offers all of these benefits. Don’t hesitate to request a demo today. There is absolutely no pressure to sign up. We’re happy to just show you around:
Shirley is a Vacation Tracker occasional contributor. She’s held a few positions in communications, marketing and copywriting. When she’s not at her laptop, you can find her daydreaming about her laptop and chasing the sun while people watching.