An employee attendance policy helps optimize productivity and reduce absenteeism, but it is only effective if consistently enforced. And that can be easier said than done.
More often than not, policy enforcement is too dependent on manual processes that are easy to overlook or apply inconsistently. Adhering to the policy is even more difficult when you account for the copious amount of data involved in the attendance tracking and reporting process. It’s hard to keep track of everything, let alone ensure that the right people make sense of it all.
Thankfully, there are several tools available to help you manage and enforce your attendance policies. This post will explore four ways that the CMS employee call-off hotline can help to automate your attendance procedures and policy enforcement.
1.) Use IVR to Capture Employee Call-offs Automatically
An essential part of any attendance policy is the employee call-in procedures: employees’ guidelines for notifying their employer of an unplanned absence. To enforce this policy, an organization needs to provide a means for employees to call in.
Ensuring someone is available to handle these calls and accurately capture all necessary information comes at a steep cost. Moreover, taking these calls is distracting and prone to errors.
A call-off IVR system can simplify this process by providing a 24/7 automated hotline that captures employee call-ins without the need for a live operator.
2.) Immediately Send Notifications
If a third shift employee calls into a first shift supervisor, what gets done with that information? Presumably, the employee’s supervisor needs to be alerted at a minimum, but other parties may also need to be alerted. Is the supervisor who took the call responsible for sending those notifications? Does he have to look up who to contact?
This process can quickly become tedious when there are numerous variables at play. In addition to collecting call-in information, the CMS employee call-off hotline can generate and send notifications to the appropriate parties immediately after a call-in is received. Who gets what and by which contact method can be calculated on the fly based on the call details, ensuring everyone receives the precise information they need, when and how they need it.
3.) Update Employee Attendance Records and Points
Attendance point policies are a popular way of tracking attendance. Unfortunately, they can also be incredibly time-consuming to keep up with and prone to inaccuracies that can lead to legal disputes.
For example, the law requires excluding certain absences from disciplinary action, such as disability or FMLA.
An automated point tracking system helps solve this problem by accurately coding attendance infractions and keeping track of every employee’s attendance record in a central database. This data is then made available to both management and employees via an online dashboard. The system also ensures that the point policy is enforced evenly and fairly across your organization.
4.) Automate Attendance Policy Document Generation
A final important piece of the policy enforcement puzzle is the paper trail. For example, when defined thresholds are met in your system, documents such as reminders, warning letters, and disciplinary actions must be generated and sent to the appropriate parties.
Attendance automation from CMS can automate this entirely, saving your staff countless hours while also creating a digital paper trail that is error-proof and easily audited.
For example, our system can complete appropriate disciplinary actions that you determine in advance, such as sending a warning email to an employee when they reach a certain number of points. We can also remind employees of their points in real-time while they are in the process of calling off.