Managing annual leave can be a tedious task for employers as well as HR and payroll professionals.
Even a small workforce can be difficult to manage, especially during the holiday season when scheduled breaks often conflict.
Today’s workforce places more value than ever on the compatibility of work and family.
This means that as an HR expert, you must take all precautions to ensure that applying for and tracking annual leave is seamless for your employees and yourself.
If you continue to use spreadsheets to manage annual leave, you will lack the tools and functionality that HR software offers to address the challenges associated with this task.
What is annual leave?
Annual leave is a paid vacation for an employee, also known as a statutory vacation entitlement or vacation entitlement. Almost all employees are entitled to 28 days of annual leave.
Holidays do not have to be granted as paid leave and you can include them as part of your annual leave.
Temporary workers, workers with irregular working hours and workers with zero hour contracts are entitled to annual leave. Part-time employees are also entitled to annual leave.
Calculation of annual leave
Most people who work five days a week are entitled to 5.6 weeks (28 days) of annual leave. Part-time employees are entitled to at least 5.6 weeks of annual leave. However, since her working week is shorter, her annual vacation is less than 28 days.
For example, if a person works three days a week, they are entitled to 16.8 days because their working week is three days.
People who work irregularly are entitled to paid free time for each hour worked. The government website has one Vacation entitlement calculator determine the annual leave based on the type of employment contract.
Why spreadsheets for annual leave don’t work
Even for a small workforce, there are many moving parts to manage the annual vacation. Trying to keep everything in spreadsheets is problematic in many ways, but ultimately because it is not a solid foundation for business growth.
This is the situation Rob Crowley found himself in when he was appointed HR Director at RateSetter, a fast growing credit investment company.
He knew that the manually controlled tasks and trust in monster-sized tables largely reacted to his team on everything to do with people.
He says: “The HR approach had to evolve from the simple introduction of“ bums on seats ”to a decent HR infrastructure that could ensure efficiency, create a successful and rewarding culture, and deliver meaningful and accurate HR data the company to advance business forward. “
Five time traps in conjunction with spreadsheets
1. They are time consuming
One of the biggest drawbacks to using spreadsheets for Crowley was how much administration time they took. Simple tasks burned unnecessary hours every week due to the manual nature of the administrator involved.
HR and payroll employees often have to enter the same information into multiple tables and scroll through an entire table to extract data.
You have to go through the tables every time someone requests time out to see if someone else is out at that time.
2. You are not sure
Data sensitivity is more important today than ever, and spreadsheets do not provide the current security measures companies need to protect employee information.
People tend to email spreadsheets back and forth and often don’t password-protect them. Email servers are a constant target for cybercriminals, putting sensitive information in spreadsheets at risk.
3. They are difficult to keep up to date
The data you work with changes almost constantly: new carpenters, graduates, sick days, holidays.
As the organization grows, it is impossible to collect all of this data in real time. Treating annual leave this way affects the accuracy and timeliness of your paycheck.
4. There is no way for workers to track their vacation credit
They are responsible for managing everyone’s annual vacation and answering their questions.
Any request for an account balance update or other request means that you are browsing your spreadsheets and hope the latest data is available.
If this is not the case or it takes an unusually long time to answer the request, the requester may be in doubt.
5. They do not support cooperation
Data protection laws such as the GDPR restrict access to certain employee information. When a manager or executive asks how many days of vacation his team has for the rest of the year, you’ll need to split your spreadsheet so that he can only access the information.
Simple requests like this shouldn’t take that much time and effort.
Use software for simpler annual vacation processes
Crowley, like many HR and HR managers, found the solution he needed to upgrade to HR software.
He says: “To address the basics, I had to consider how we could become an employer of choice.
“I knew what we had to do, what I had to find out was how. We were looking for an online cloud solution that would help us. “
HR software eliminates the challenges of managing annual leave because:
Allows employees to serve themselves
Instead of using your entire bandwidth for inquiries about annual vacation, your employees can use the HR software to apply for an exemption themselves and check their own vacation credit.
You will get this time back in your day and your staff will appreciate the convenience.
Automates processes and calculations
Instead of searching spreadsheets to update vacation dates, the HR software automatically processes updates and performs calculations for you based on staff status.
When an employee changes from part-time to full-time, your software automatically calculates the new annual vacation provision and adjusts it from the effective date.
Allows you to respond faster
The HR software organizes your annual vacation data intuitively and adaptably for you.
If you receive a request about how employees use their annual vacation, you can only quickly retrieve the relevant data so that you do not endanger data protection laws.
Sophie MacDonald, HR consultant at RateSetter, said this was a significant improvement in her daily range when the company introduced HR software.
She adds: “I can say with certainty that the People Operations team saves about eight hours a week if only the basic effort is eliminated. That means I can now concentrate on offering the company a proactive HR service.
Integrated into payroll accounting software to manage the entire employee experience
By digitizing your HR function, you can connect to the payroll software for a source of employee data. In this way, you can manage your tenure with the company from a new position with a single system.
How to say goodbye to tables
Using software for your annual vacation process is a necessity for future business. With the following four steps, your team can switch from spreadsheets to software.
1. Set a timeline
It will take some time for your employees to get used to this change. Therefore, you should consider how quickly you decide to switch.
Crowley didn’t want to overwhelm employees with change, so he took a step-by-step approach to implementation.
He says: “We didn’t want the start to be a distracting distraction because business has changed a lot.
“That’s why we opted for a soft launch within the company by sending out simple messages that a new system was” arriving “and issuing test registrations for anyone who wanted to try it out for themselves.”
2. Communicate the change with the employees
Let employees know that these changes will help improve the HR service they receive. Mark what’s in it for you: it’s easier to apply for vacation, check your vacation credit and plan some free time.
Let them know when you are no longer using your spreadsheet system and when you are using the new software.
3. Offer training
An obvious tip, but “user-friendly” is relative when you consider the differences in a multi-generation workforce. Schedule training courses so that everyone is familiar with the new software.
4. Encourage feedback
This is important because the feedback tells you how your employees are using your new system and how well they received the training.
Crowley used the opportunities for feedback to measure the overall success of his migration.
He says: “We have had good feedback from the study. how professional the system looked; how easy it was to use; how positive the experience was for the employee.
“We knew that the decision to switch to HR software was the right one since our Employee Net Promoter Score improved after the launch. The employees were positive and were pleased with the progress in the HR department, for example the possibility to manage and book their own free time. “
Don’t let lengthy annual vacation tasks stop you from providing excellent service.
By using software instead of spreadsheets, your company will be future-proof to use newer technologies as soon as they are available and your team will be prepared for future business growth.
Note: We are not the author of this content. For the Authentic and complete version,
Check its Original Source