Choosing a time and attendance solution is at best, a strategic decision for most businesses. Questions to consider include: can this system grow with our company? Should we start with the basics and add modules as we need them? Will the implementation fit within our timeframe? How robust is this application? Should we go for all the features of the system? All of these questions are normal when deciding which software application will best suit your organizational needs.
The true value of an employee time and attendance system lies in its integration across a company and the data gathered when using it. So why not start with a modern software solution that is able to meet your functional needs? It is a natural to want every conceivable feature and module when in actuality most companies only use a small percentage of the available features. Companies adopting a time and attendance for the first time would be wise to “crawl before you can walk”. If the right vendor is chosen, adding modules should be an easy process.
Here are the 5 strategies to use for getting the right system for your organization:
Stated Objectives- Companies should conduct an internal audit of all processes and policies before choosing a time and attendance system. If your company is small, this can be done by the project manager. For larger organizations, the steering committee can draft a plan.
Project Manager-The implementation of an employee time and attendance solution is as important as choosing the right solution and vendor. The importance of having someone within your organization spearhead the project should not be overlooked. If your company’s objectives are clear and all stakeholders are in agreement, the implementation will yield positive results.
Choosing the Data Collector-The common complaint we hear from some prospective customers, is that their time clock has never worked properly since it was installed. Some companies are so dazzled by the latest features of a software application that they fail to ask the most basic question of a vendor; will this employee time clock work for us? Today, capturing employees’ data has expanded to include: smart-phones, tablets, biometric time clocks and swipe card technology to name a few. Consider your environment and whether your employees will use the technology before choosing an employee time clock.
Informing stakeholders- Some employees view the deployment of a time management system as intrusive. This is particularly true if a company has long tenured employees who might struggle to understand why their hours are being tracked all of sudden. This can be diffused quickly by letting them know the reasons and the enhanced benefits of the system.
Choosing a Vendor-You should have a separate list that contains the criteria your company will use to select a provider. While a vendor who has been around for 100 years sounds nice, that in and of itself, should not be the only criteria by which you choose a vendor. Request the names of at least three companies who you can contact to discuss the product’s functionality and challenges. And if all that matters to you is the cheapest solution, be prepared to deal with software inefficiencies, a lack luster implementation and inadequate after sales support.
Choosing a time and attendance software should be an important decision for your company. Go about the process by “starting small” with a standard software solution the meets your organizational goals. As time progresses and your supervisors get used to the software, add modules to complement your growing needs.