Attendance management is the process of tracking employees’ absence types of work days to minimize the company’s loss caused by lack of human resources. It helps the businesses stay up to date with employees’ performance and engagement. No doubt attendance management is a must-have for business. Especially because employers are required by law to track employees’ absences.
But how can you implement effective and simple attendance management in your workplace? What are the benefits and challenges of using different time attendance systems? How can you ensure compliance with the legal and ethical standards? In this article, we will answer these questions and share some best practices for attendance management in Singapore.
Why is attendance management important?
Attendance management is important for several reasons:
- It is a legal issue. According to the Employment Act, employers must keep an hourly record of their employees regardless of the workday they have. They must also keep these records for at least one year. The same goes for overtime. Failure to comply with these regulations can result in fines or penalties.
- It eases the payroll process. Tracking employee’s time attendance is essential when it comes to salary calculation. It’s especially important for those who are employed on an hourly basis or who receive incentives based on their productivity. Without accurate records, it’s hard to determine how much each employee should be paid.
- It keeps an eye on employees’ performance. Attendance management can help measure your employees’ overall productivity, engagement, and satisfaction. It can also help identify any issues or problems that affect their work quality or morale. For example, frequent absences, tardiness, or leave abuse may indicate low motivation, stress, or dissatisfaction.
- It saves time. Using online attendance management systems saves the organization a lot of time that would be spent on tracking the employees’ presence and absence manually. It also reduces the risk of human errors, discrepancies, or disputes that may arise from manual data entry or calculation.
What are the types of time attendance systems?
There are various types of time attendance systems that you can use to manage your employees’ attendance. Some of the most common ones are:
- Smart card systems. These systems use cards with magnetic stripes or chips that store employee information. Employees swipe or tap their cards on a reader device when they clock in or out of work. The device then records their time and sends it to a central database.
- Biometric systems. These systems use biological features such as fingerprints, facial recognition, iris scans, or hand geometry to verify employee identity. Employees scan their features on a device when they clock in or out of work. The device then matches their features with a stored template and records their time.
- Mobile apps or web-based systems. These systems use smartphones, tablets, or computers as clocking devices. Employees log in to an app or a website when they clock in or out of work. The app or website then records their time and location using GPS or Wi-Fi.
What are the best practices for attendance management in Singapore?
To implement effective and simple attendance management in your workplace, you should follow these best practices:
- Develop measurable standards for evaluating job performance. Review your criteria regularly to check against discrimination. Document and keep all performance reviews for at least one year.
- Communicate your attendance policy clearly and consistently to your employees. Explain the purpose, benefits, and consequences of your policy. Provide training and guidance on how to use the time attendance system correctly and efficiently.
- Choose a time attendance system that suits your business needs and budget. Consider factors such as security, reliability, accuracy, ease of use, scalability, integration, and support. Compare different options and consult with experts before making a decision.
- Monitor and analyze your attendance data regularly. Use reports and dashboards to track trends, patterns, and anomalies in your employees’ attendance behavior. Identify any issues or problems that need attention or improvement.
- Recognize and reward good attendance behavior. Provide positive feedback and incentives to your employees who meet or exceed your attendance expectations. Celebrate their achievements and contributions to your business goals.
- Address poor attendance behavior promptly and fairly. Provide constructive feedback and coaching to your employees who fall short of your attendance standards. Implement corrective actions or disciplinary measures if necessary.
Attendance management is a vital part of running a successful business in Singapore. It helps you comply with the law, ease the payroll process, monitor employee performance, save time, and improve productivity.
By following the best practices for attendance management in Singapore, you can implement effective and simple attendance management in your workplace.
You can also use various time attendance systems to streamline and automate your attendance process.
One of the best time attendance systems in Singapore is HRMLabs . It offers multiple clock-ins, face recognition verification, geofencing, kiosk mode, leave management, payroll integration, and more.