Introducing an automated Time and Attendance software system undoubtedly brings many benefits to your business; from payroll savings, improved productivity, greater management visibility, reduced absenteeism, and improvements to health and safety. However, while these benefits may be obvious to you and senior management, they are often less so to those working on the coal face.
For this reason, the implementation of an automated Time and Attendance system can prove to be a difficult task. And by implementation I don’t mean the physical installation process! I mean convincing your employees and colleagues that such a system can help them too.
At first, your employees may feel that you are trying to create a “Big Brother” type organisation - which is understandable when a Time and Attendance system can provide management with a clear record of lateness, length of lunchbreaks, as well as holidays and sick leave, and even productivity.
Even if you aren’t the person who initiated the project, as a Human Resources manager, your job would involve ‘selling’ the idea of an automated Time and Attendance system to your employees – lucky you!
So what can you do to achieve staff buy in?
1. Be a Time and Attendance Champion
First things first, you need to be a clear supporter of the idea in order to overcome potential employee obstacles, and have the confidence to answer difficult questions or arguments that may arise - getting rid of any doubts raised by your staff.
2. Be prepared for some resistance
Your Time and Attendance system provider will be able to assist and prepare you for potential objections you may encounter. You should also know that the employees who resist technology are likely to be the least productive workers!
3. Keep Staff Informed
Effective communication is key. Share information about the new Time and Attendance system with employees and their representatives/union officials as soon as possible. Explain exactly how the change will impact them i.e.: will they need to use swipe cards, proximity fobs, or biometric scanners to register attendance.
4. Communication must be two way
Don’t just provide information to the employees, also give them an opportunity to express their concerns and ask questions. For example, with biometric Time and Attendance, employees might be concerned about the prospect of their fingerprint information being stored. You will need to assure them that this isn’t the case.
Your Time and Attendance provider will have basic information (without getting too technical) on how their biometric systems work, which you can use to reassure employees that their personal data will not be compromised.
5. Explain employee benefits
You need to make sure your employees understand how they will benefit from using a Time and Attendance system. Once they are convinced that more accurate data tracking will improve the accuracy of their wages and provide them with early notice of schedule changes that impact their working hours, they are more likely to buy-into the change.
The ability to request holidays without having to ask their managers directly and amend their personal details, such as address, telephone number etc without contacting HR will also be welcomed.
While, instant access to their absence profile or annual leave balance would enable them to manage their time more effectively. With a Time and Attendance system the staff who consistently outperform are the ones who will shine which could encourage you to implement performance-related incentive schemes.
6. Get Supervisors on side
Involving supervisors and line managers in the change process, reduces the risk of them potentially sabotaging the system further down the track. When supervisors realise the importance of having accurate attendance data and that the system will help them minimise the time spent on tedious administration tasks, they will be more likely to embrace the idea and become Time and Attendance champions too!
7. Training
Sufficient training time to understand the system would also be a valuable step towards better system implementation.
8. Keep an eye on proceedings
Your job doesn’t end once the system is up and running - you will need to continue to monitor the process well beyond implementation to ensure that you achieve the desired outcomes.
An automated Time and Attendance system may well create a barrier to entry, but with your carefully planned awareness campaign and training it will be well worth the invested money!
For more information on Choosing an effective Time and Attendance System download our FREE Guide.
Alternatively contact Mitrefinch today on 1300 884 831 (Aus) or 09 363 9557 (NZ) for more information on implementing an automated Time and Attendance system for your organisation.
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