The Right Time Keeping System for Your Company

2007-03-08 10:33:40

( Computers )



Maintaining an efficient employee time keeping system is a company's major concern. Efficient attendance record keeping ensures that your people are utilizing time resources to the maximum, facilitates the calculation of your office payroll, and provides a valuable basis for measuring employee performance.

Alternative Types of Time Keeping Systems

The simplest time keeping method is the sign-up sheet. On a piece of paper, employees log in and sign their names as they enter or exit the company premises. While easiest to implement, this method is not fool-proof as employees can forget to do it, or lie about the time. A mechanical time clock or Bundy clock can prevent time-faking, but does not prevent forgetting.

Card swiping is a slightly better method. Each employee has a magnetic ID card containing his personal information, which needs to be swiped into a machine or read by an electronic eye before entry or exit. The same information can be sent to a central database where total time served by each employee is calculated and summarized. At a glance, you can see which employee has been doing overtime or undertime, and how often. However, fraud is still possible because one employee can do the swiping to cover for another co-worker's tardiness or absence.

Biometric systems are the most technologically advanced time keeping devices now used by some companies to prevent "connivance swiping." The devices can "recognize" a specific part of the employee's body such as fingerprints, handprints, voice, and even facial features, before allowing him to enter or exit. Mobile or work-at-home employees can use Voiceover Internet Protocol or VOIP to have their attendance checked.

Factors to Consider When Choosing a Time Keeping Method

Cost is the primary concern, since the more sophisticated time keeping devices are also expensive and cost several times more than a Bundy clock.

Your company's size and number of employees is also a major factor. Smaller companies with few employees can get by with simpler set-ups. However, if you have plans to expand your business, you may also want to consider a more sophisticated device now which will be able to adapt to future needs.

Your operational policies should also dictate the type of attendance record keeping system. For instance, if you pay your employees on piece-rate basis or on a flat monthly rate, a simpler method will do. The more closely you want to monitor your employees' attendance, the more advanced your time keeping system should be.

The nature of your business and product or service should also be a factor. If you are dealing with highly sensitive products or services like valuables or classified information, you should consider installing biometric systems which will provide the best way to control movements of people in your organization.


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