Top 3 Leave Management Problems of Businesses

Enrique Estagle

17 October 2017    |   

Employees do take time off work. That is why leave management is an important part of the business. It’s a tricky process regardless if you have five people or five hundred people on your team. This is especially true if you’re still using old-school methods such as using paper forms or Excel spreadsheets for leave management. Here, we’ll take a closer look at the top three problems that occur with leave management, as well as how we can solve them with software. Problem #1: Difficulty for Employees to File Leave Requests and Finding Out Their Leave Balances You can be barraged time and time again by your employees not only to request for time off but also to ask how much leave time they have left in a year. This can take you away from your daily tasks, costing you valuable time. When employees can’t see immediately their leave balances, it’ll make it difficult for them to file requests. This can frustrate them, leading to increased job dissatisfaction. Problem #2: Employers Finding it Hard to Approve Leave Requests from Multiple People From time to time, two or more employees will request for a leave for the same day. Obviously, you cannot let all of them take time off at the same time. But who should you approve? For you to make the right decision, you’ll need a lot of information. You’ll need to know the reason why they are filing for leave, upcoming personal events (such as birthdays), and which shifts will clash with their time off. Problem #3: Payroll Errors Manually processing employee leave has a huge impact on payroll processing. Some employees are entitled to both paid and unpaid leave, which means that you have to take that into account come payroll time. And sometimes leave forms can be misplaced, making it easy to miss come payroll time. These mistakes can affect both the bottom line and your employee’s paycheck. It can make you pay someone for time off they haven’t earned. It can also lead to you deducting someone’s pay for time off they’ve earned, which can harm your relationship with that employee. The Solution: Cloud-Based Leave Management Software You can overcome the challenges that come with managing employee time off with cloud-based leave management software. Switching to it allows your business to automate the process, reducing the overall time spent for filing and approving leave requests, as well as updating leave balances. When considering getting leave management software for your business, choose those that simplify things for everyone. Look for a system that lets employees know their up-to-date leave balances before even filing their request. Finally, make sure that the software also integrates well with your payroll system to streamline pay calculation.

Employees do take time off work. That is why leave management is an important part of the business.

It’s a tricky process regardless if you have five people or five hundred people on your team. This is especially true if you’re still using old-school methods such as using paper forms or Excel spreadsheets for leave management.

Here, we’ll take a closer look at the top three problems that occur with leave management, as well as how we can solve them with software.

Problem #1: Difficulty for Employees to File Leave Requests and Finding Out Their Leave Balances

You can be barraged time and time again by your employees not only to request for time off but also to ask how much leave time they have left in a year. This can take you away from your daily tasks, costing you valuable time.

When employees can’t see immediately their leave balances, it’ll make it difficult for them to file requests. This can frustrate them, leading to increased job dissatisfaction.

Problem #2: Employers Finding it Hard to Approve Leave Requests from Multiple People

From time to time, two or more employees will request for a leave for the same day. Obviously, you cannot let all of them take time off at the same time. But who should you approve?

For you to make the right decision, you’ll need a lot of information. You’ll need to know the reason why they are filing for leave, upcoming personal events (such as birthdays), and which shifts will clash with their time off.

Problem #3: Payroll Errors

Manually processing employee leave has a huge impact on payroll processing. Some employees are entitled to both paid and unpaid leave, which means that you have to take that into account come payroll time. And sometimes leave forms can be misplaced, making it easy to miss come payroll time.

These mistakes can affect both the bottom line and your employee’s paycheck. It can make you pay someone for time off they haven’t earned. It can also lead to you deducting someone’s pay for time off they’ve earned, which can harm your relationship with that employee.

The Solution: Cloud-Based Leave Management Software

You can overcome the challenges that come with managing employee time off with cloud-based leave management software. Switching to it allows your business to automate the process, reducing the overall time spent for filing and approving leave requests, as well as updating leave balances.

When considering getting leave management software for your business, choose those that simplify things for everyone. Look for a system that lets employees know their up-to-date leave balances before even filing their request. Finally, make sure that the software also integrates well with your payroll system to streamline pay calculation.

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Feature Updates    |   

We’re changing leave, especially manual corrections. Here’s how.

Key takeaways We are building towards fully automated leave Features are released in stages over the next 3-6 months Eventually, staff can just enter the leave start and end date We’ll apply the correct hours every time All managers have to do is review and approve Our vision: never having to manually correct leave. Ever. Released in stages over the next 3-6 months We are making leave entry completely automated. In the next few months, you’ll be seeing a series of features, with each release letting you check and approve leave requests faster. The end goal: never having to manually correct leave ever again. Ultimate leave automation: applying contract hours and roster patterns For automated leave to work, it needs to be accurate, too. Otherwise, we’ll always rely on manual entry. So in this feature, we’ll take rostered hours and usual hours worked,  (contractually-bound or verbal). Then we combine them and form the entire leave request—making the hours as accurate as possible. And if you are in 24/7 industries like call centres and fire departments, good news. We’re releasing roster patterns soon. When applied, leave hours are matched with the roster pattern in use. Our end goal: an even higher form of automation Soon, you’ll only see it in a museum. This is what we’re eventually working towards: if we detect a statistically-significant pattern based on previous hours, these days and times get carried to the leave request. So to kill the dinosaurs of manual entry, that’s the great automated leave meteor we’re building. But to get to that, we need to work our way up. One small step for getting rid of manual corrections If a 3-days/week staff member requests a 2-week long leave, they get allocated 14 days leave pay—which is incorrect. So instead of approving, managers delete the leave request and create new ones. This is not an efficient use of time. And we’re happy to say you don’t have to do that anymore. You can now edit time breakdowns on leave requests. Ironically, our first step towards leave automation is manual (baby steps). You can manually assign the times match the correct leave hours (see visual below). This is likely to go live in the next couple of weeks. We’re hoping this is a helpful remedy in the meantime, but you won’t be doing this for long. Soon, it’ll be automated. Changing time breakdowns: our manual step to automation. Up next: automatically fill from roster. If staff are rostered during their leave dates, these hours are reflected on the request. Just check and approve. Then: change the roster cards. Before approving the leave request, change the affected shifts: Make the shift vacant and find a replacement Delete the shift if you don’t need it anymore. Usually applies for salaried staff. Keep the rostered shift and the leave card. Applies when staff work half a shift and then go home sick. We’re always listening. We talk about what we do a lot. But we also love to listen. If you have any feedback, suggestions, or general thoughts on this, shoot me an email at emerson@tanda.co We build features so you can succeed with your team. So we value your ideas. After all, you’re on the frontline. Thanks for being part of the team.

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About the author

Enrique Estagle

Enrique was the former editor-in-chief of Tanda's Blog.

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Feature Updates

We’re changing leave, especially manual corrections. Here’s how.

Key takeaways We are building towards fully automated leave Features are released in stages over the next 3-6 months Eventually, staff can just enter the leave start and end date We’ll apply the correct hours every time All managers have to do is review and approve Our vision: never having to manually correct leave. Ever. […]

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