Four things frontline managers can do to reduce absence

Managing and reducing absence is tough. Especially when your absence policy isn’t consistently applied across the business and managers default back to approaches that ‘work for them’. We’ve listed four simple ways frontline managers can easily, accurately and speedily manage unplanned absence.

  1. Schedule return to work calls, welfare calls and reminders.
    When someone is on long-term leave, return-to-work management can be complex and costly. Implement the right processes by recording sickness absence, keeping in contact with sick employees, planning to help employees adjust to returning to work, and coordinating the return to work process to support them to stay in work.

Solution: ERPaaS eradicates the problem of paper and collates all the information to automate the steps that need to be taken for anyone returning to work.

  1. Deliver a personalised approach for every employee.
    When dealing with absence, managers need to take into consideration an employee’s specific circumstances, as well as their history. It’s important that managers don’t just default to approaches they’ve used in the past – they need to apply a policy in a way that treats employees fairly and uniquely.

Solution: The ERPaaS Absence Management Solution helps managers follow the right approach for different situations by guiding them through HR policies and accessing their records so they can make quick and fair decisions.

  1. Support employees with mental health issues.
    Mental health is a growing contributor to absence, and is costing UK businesses 91 million days a year. If you think someone is having mental health issues, try to pin-point the underlying issue to reduce the risks of any working conditions (i.e. unfair workload, bullying etc.), monitor wellbeing and follow up at the right times to help improve their welfare, performance and presenteeism.

Solution: The ERPaaS Absence Management Solution helps managers follow and manage the process to make better, more informed decisions about dealing with different mental health issues and problems.

  1. Enable staff members to report in sick on their phone.
    Implementing a self-service system for employees means they’ll be able to do more of their administration themselves – easing the burden on managers. A major advantage of enabling employees to report in sick via an app on their smartphone is it provides timely and accurate information.

Solution: Our app gives your employees 24/7 access from any device, anywhere.

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10 Tips for Effectively Managing Your Business Expenses

You probably don’t love managing your expenses, but that doesn’t mean you have to hate it!

Whether you’re tired of expense management being its own unmanageable expense or whether you’re at your wit’s end with the huge pile of receipts and paperwork to be dealt with at the end of every month, these ten tips will help you whip your expense management system into shape!

1. Automate as much as possible

Why waste time on piles of paperwork or unwieldy spreadsheets when your system could deal with that for you? Automate your expense claim process and never worry about paperwork again!

2. Claim and approve from any location

Waiting until you get back to the office to make a claim can be a real hassle, and can lead to mistakes or forgotten claims. Record your claims from your mobile device as you spend and submit them immediately, enabling a faster and more accurate process.

3. Do your part – protect the environment!

If your expenses process is 100% digital, those mountains of paperwork and receipts sitting on your desk can be reduced to nothing. Save time and desk space, and save the trees – it’s the best of both worlds!

4. Keep it auditable

When it’s time to audit your expenses, what would you prefer: piles of unsorted papers, many of which are missing or incomplete, or easily searchable and consistent digital records? We know what we’d choose!

5. Stop hoarding receipts

It’s the end of the month and you’re swimming in little pieces of paper. Was this one a business expense or a personal expense? Is there something missing here? This one only has a cost on it…what was it for? Avoid this all-too-common scenario by taking a picture of your receipt, storing it in your expenses system along with the relevant info, and throwing the paper copy away. You’ll never have to wade through a pile of receipts again!

6. Avoid mistakes

“To err is human, but to persist in error is diabolical.” We’d like to think that Seneca the Younger was talking about his expenses process when he first said this! Avoid common human errors – which can be the difference between a £5,500 purchase and a £55.00 purchase – by using an expenses system that automatically validates all inputs and does most of the data entry for you.

7. Keep it simple

A simple process means less time spent training and more time spent doing!

8. Predict the future

You don’t need a time machine or a crystal ball to predict your future expenditures — by storing all claims in the same system and making them easily accessible, you can perform accurate analyses of your data, identifying any spending patterns, recurring trends or problems with your expenses process with ease.

9. Make sure everyone sticks to policy

Enable your system to automatically deal with policy violations or unusual claims and you’ll be able to stop false or fraudulent claims in their tracks.

10. Avoid that last-minute panic

A simple system that can be easily accessed from anywhere at any time, and that can process claims at a fraction of the time taken by traditional paper- or spreadsheet-based systems will save you and your employees that last-minute submission day panic. There’s no need to leave everything until the end of the month when making claims is so easy!

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If you’d like information about Expenses&HospitalityPlus, which can provide your organisation with all of the above and more, visit www.erpaas.com, or click here to view and download our brochure. If you have any questions or thoughts, feel free to leave a comment below, contact us via Twitter, or send us an email at info@erpaas.com.

(This post is part of a series of posts showcasing the benefits that each of our PolicyPlus applications can bring to your organisation. Click here to visit the original post and view a list of all the posts in the series.)

Parental Leave – too complex to comply?

Every year, tens of thousands of new mothers in the UK are forced to give up their jobs due to issues largely relating to both employers’ and employees’ understanding (or lack thereof) of parental statutory rights and maternity leave.

This number isn’t hard to believe when you realise that new mothers encounter significant problems when requesting time off and flexible working, and that 16% of employers feel maternity leave is too difficult to implement.

It seems that parents are receiving a fair amount of misinformation, too – about 21% of employed mothers believe they are only entitled to 39 weeks of statutory paid maternity leave, despite being entitled to an extended maternity leave of up to 52 weeks, and fathers who choose not to take paternity leave tend to do so because they don’t think they can afford to take the time off, even though they’re entitled to pay during that time.

On top of this, almost half of all pregnant women in the UK are disadvantaged in some way simply for being pregnant or taking maternity leave, and around 7% of those women (30,000 people!) lose their jobs as a direct result of their pregnancy. Discrimination due to pregnancy or parenthood status is illegal, and yet this sort of thing continues to happen every day.

The main reasons that employers give for not complying with the law, whether unintentionally or otherwise, seem to be the costs and difficulties associated with planning and organising work or cover for employees who are pregnant or on maternity leave, as well as a general lack of knowledge or understanding of maternity rights.

It’s no surprise, then, that there is such a stigma attached to parental leave – the complexity of the process itself seems to be a significant contributing factor to employers’ reluctance to allow certain types of parental leave, as well as to all parties’ overall lack of understanding of statutory leave entitlements. Aside from the cultural expectations regarding the roles of mothers and fathers, the discrimination that some parents experience in the workplace could, in fact, be an indirect result of the pressure that managers experience during the parental leave process, which largely seems to centre around the cost incurred by the organisation.

 So how do we solve these problems?

There are three simple steps that you can take to avoid the common problems associated with parental leave:

  1. Remove the burden of knowledge from employees

It seems logical to combat this lack of knowledge by educating your organisation’s entire workforce about their entitlements and the legal issues surrounding parental leave, but is this inevitably costly process – which will have to be repeated often – really the best solution?

Instead, consider the benefits of completely removing the burden of knowledge from your employees and placing it onto your ERP system, which already deals with many of your other policies and procedures, allowing your policies to work as intended without relying on an employee’s understanding of that policy to determine its success.

If the steps of the procedure are predetermined and automated, and if your policies are not open to interpretation, there’s much less room for error, and even less room for personal opinions to affect the final judgment.

  1. Keep it mobile

Your employees need time to discuss their choices with their partners, families and medical teams, and they need to be able to easily compare and contrast all their options so they can find the dates that are perfect for everyone involved.

A request process that can be initiated from any location is ideal in this case, as it will allow your employees to make their decisions with the help of others and see the results in real time, rather than relying on their memory of a prior discussion and trying to make the decisions on their own.

If your employees can take their time and don’t feel rushed or pressured to decide before they’re ready, they can have more confidence in their final decision. This will speed up the process and managers will be able to organise cover for that employee’s work much sooner.

In the event that an employee does have to alter their request, a process that can be initiated from home immediately, rather than one that requires them to visit the workplace, will help you to avoid that last-minute panic to organise cover by notifying you as soon as possible. 

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  1. Keep it simple

It’s clear that many managers are uncomfortable with the idea of employees taking parental leave, both because of the negative effects imposed on other employees and because of the costs incurred by the organisation. It could be that finding cover for the employee’s role is too difficult or costly on short notice, or that the entire process is too lengthy and involved, subtracting from time that should be spent doing something more productive.

These concerns are valid, but they’re also very easily solved by ensuring that the process is kept as simple as possible.

Managers don’t need to be involved at every step of the way – they only need to be informed when the employee has reached their final decision so they can provide their approval and organise cover. There’s also no reason for the process to involve a large amount of information gathering if your organisation has its own ERP system, as most of that information is already present.

The perfect parental leave process will ensure that the employee is provided with all the information they need to make their decision without excessive managerial input, and will aim to reduce complexity as much as possible to minimise the time spent seeking clarification and increase the time that managers have to organise cover or redistribute workloads.

By taking these steps, you can ensure that your employees not only feel comfortable requesting parental leave, but also that they receive no less than what they’re legally entitled to and no more than your policies allow.

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ParentalLeavePlus can help!

ERPaaS have developed ParentalLeavePlus, which implements these solutions for you in the form of a user-friendly, mobile-enabled application that integrates directly with your ERP system. It enables employees to create clear projections of their parental leave entitlement based on different dates and circumstances as many times as they like, from wherever they like, reducing the length of the process to mere minutes and ensuring that both legal and organisational policies are enforced consistently in every situation without bias or error.

Considering how easy it is for employees to generate these projections and to understand exactly what they’re entitled to, requests can easily be submitted months before the leave is due to start, enabling managers to organise appropriate cover or distribute the workload evenly between remaining employees without difficulty.

When using ParentalLeavePlus, you may also find that you’d benefit from another of our applications, FlexibleWorkingPlus, which can ensure that every new parent’s return to work happens as smoothly and comfortably as possible by simplifying the process of requesting and approving flexible working patterns.

Best of all, these applications can be up and running within two months, and we don’t charge for consultation or support, so your organisation can begin saving right from the get-go!

Find out more about ParentalLeavePlus

If ParentalLeavePlus sounds like something your organisation would benefit from, or if you would like to find out more information, visit www.erpaas.com, or click here to view and download our ParentalLeavePlus brochure. If you have any questions or thoughts, feel free to leave a comment below, contact us via Twitter, or send us an email at info@erpaas.com.

(This post is part of a series of posts showcasing the benefits that each of our PolicyPlus applications can bring to your organisation. Click here to visit the original post and view a list of all the posts in the series.)

 

FlexibleWorkingPlus – A Flexible Application for Flexible Working

It’s been more than two years since the right to request a flexible working pattern was extended to all employees of UK businesses, and yet less than 9% of job vacancies in the UK currently offer flexible working.

Here at ERPaaS, most of our employees work flexibly, and it really does make a difference. We’re quicker to respond to urgent issues, we’re more comfortable and therefore less stressed, we’re more productive and we have a better work-life balance. Flexible working equals flexible employees who can respond and adapt to any situation or life circumstance. On top of that, because a lot of us work from home, we also save a fortune on office space, commuting, equipment, and sick pay (there’s no need to pull a sickie when your working pattern perfectly suits your lifestyle!).

Most of the above goes without saying; the advantages of flexible working patterns have been reported on and blogged about and presented at conferences for years now, but nobody ever seems to focus on the main disadvantage – the cost. How on Earth can an organisation that already has complex processes, policies and procedures in place – along with the matching computer systems – ever hope to implement a new set of policies and procedures on such a large scale without generating a huge bill?

It’s the classic corporate computer conundrum: your organisation’s computer systems are monstrous and unyielding, stubbornly standing in the way of progress and refusing to accommodate any changes without an unreasonable amount of effort and cost. How can you realistically achieve the seemingly miraculous cost savings that are being reported on every other week? The initial consultation alone could set you back tens of thousands of pounds, if not more, and who knows how long the project will actually take?

Well, we want you to know that it doesn’t have to be this way – your computer systems should be just as flexible as your working patterns!

ERPaaS have developed FlexibleWorkingPlus, a PolicyPlus application that is designed to automate your flexible working policies to provide a simple and efficient method of requesting and approving flexible working patterns from anywhere and at any time. It’s fully mobile enabled, so you don’t have to worry about having to travel in to the office to use it, it’s extremely user friendly, meaning it can be ready for use immediately with little to no training required, and it integrates directly into your existing ERP system, so you won’t have to spend time transferring data.

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FlexibleWorkingPlus is, of course, flexible enough to accommodate policies of any shape and size, regardless of their prevalence in your industry, so you don’t have to worry – all your non-standard policies will be applied exactly as intended, and the process for updating them is just a simple as it would be for any standard policy.

Best of all, we aim to get your new application up and running within two months, so there’ll be no waiting around, and we don’t charge for consultation, development or support.

We know first-hand how important flexible working can be to an organisation, so we’ve worked hard to design an application that will make its implementation as straightforward and quick as possible. If your organisation is looking to offer some degree of flexibility in employee working patterns, or if you have already done so but desperately need to streamline the process, FlexibleWorkingPlus is almost certainly the solution to all your problems.

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For more information, visit www.erpaas.com, or click here to view and download our FlexibleWorkingPlus brochure. If you have any questions or thoughts, feel free to leave a comment below, contact us via Twitter, or send us an email at info@erpaas.com.

(This post is part of a series of posts showcasing the benefits that each of our PolicyPlus applications can bring to your organisation. Click here to visit the original post and view a list of all the posts in the series.)