Most Suitable Time and Attendance Systems for Manufacturing Companies
Published: 30/01/2023
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If you have already shortlisted some time and attendance systems but aren’t sure where to go from here, this article is for you. We will highlight key points to consider before you fully commit to the tool. Additionally, we will offer tips for further research in case none of your shortlisted candidates turn out to meet your needs.
Judging by the fact you are reading this, you are probably familiar with the benefits of time and attendance systems. Moreover, you are interested in using them in your manufacturing business. The issue is that the digitisation of the industry is still in its early stages, making it difficult to accurately determine which solution will best meet your needs. Since most players in the industry face the same situation, there is little guidance from more successful companies.
But don’t worry - we possess extensive knowledge on the subject. Having worked closely with manufacturing and engineering companies for years, as well as being a software firm, we are eager to share our tips and insights. In this article, we aim to help you decide which tool will best support your business goals. It’s much simpler than you think, and by the end of this post, you might have a clear answer.
The selection of the most appropriate time and attendance system depends on two factors. One is the essential functionality of the software, and the other is the additional features needed for your business's unique and specific operations.
While we cannot specify the ideal feature set for each business, as there is, understandably, no one-size-fits-all solution, we can outline the fundamental principles of good software. That will be the focus of our next section. Afterwards, we will follow up with additional points that companies should consider before making a decision.
If you’ve taken the time to do even the slightest research on time and attendance systems, you’ve come across countless features listed for each. You might be under the impression that a business in a niche industry like manufacturing needs a very powerful, feature-packed solution. Here’s some good news - not quite. There are two key features you need to care about the most.
Naturally, as the name suggests, you want time and attendance systems to provide visibility of those two aspects. Specifically, to ensure your workers are actually recording the hours they are paid for. The reason why software is a preferred solution is due to a common issue many companies across different sectors face — traditional methods are easy to manipulate. The simplest to tamper with are paper timesheets. It takes very little effort to enter incorrect figures, with a low chance of the employer catching it. Swipe cards are a more advanced approach, but also susceptible to abuse. With an earlier agreement, workers could give their cards to each other to have them swiped even if they did not actually show up for work.
There are two types of solutions that address these issues. One is a biometric system, which, like card swiping, requires physical contact with a terminal. However, instead of reading a card, it reads the employer’s unique physical information. The drawback is that installation and maintenance are expensive. It is also unsuitable for companies operating across multiple sites. The second type is timesheet software. Each worker has their own login details for a user-friendly portal where they fill out their personal timesheets. Often, the software is available as an app, and some include extra security features such as geo-tracking. This is currently the most affordable and convenient method for clocking in and out.
Holiday management is generally a useful feature to have. Instead of back-and-forth emails that can get lost, it centralises the booking of time off work. It may sound more like a nice-to-have feature rather than something essential, but don’t rush to dismiss it. A holiday management platform logs information when the leave request is approved. You can then review it in the context of your entire team’s availability, quickly spotting potential workforce gaps. Similarly, it can be used when deciding whether to grant someone time off. If you see the requested period being low on staff, you have the right to decline the request.
To put it simply, a centralised holiday management system keeps you in control of where you allocate your work resources. This makes it easier for you to avoid being understaffed, which many manufacturing businesses struggle with. Additionally, it prevents overstaffing on days when you know you'll be paying more for redundant workforce than the profits you make. It can also help you identify suspicious absence patterns as they start to appear. Since absenteeism is one of the main budget drains, early recognition can save you a lot of money.
One of the less discussed challenges when trying to implement time and attendance systems is that features are not the only important aspect. You also need to ensure the provider’s policies align with your requirements, and that your workers are on board with the changes and use the new software properly.
In a densely saturated market, it would be naive to expect you won’t come across solutions that look identical. The key difference may not necessarily be the features: it can be the price, the level of support provided, different tiers, and many more. The secret to finding the right system isn’t only about what it can do, but also how well the vendor’s post-purchase services match your and your team’s needs. For example, if your company is less savvy, you might want to choose a vendor that will set up the software for you.
You also need to consider aspects such as SLAs and privacy policies. This way, you'll understand what level of support to expect, how your company's data will be protected, and whether it is being used for anything else. Some companies pride themselves on strong customer support, while others are more lax, but they aren’t necessarily prioritising it. It might sound concerning, but it’s not always the case - and Timesheet Portal is a prime example. Essentially, we spend considerable time understanding exactly what our customers need and then configuring our platform to meet those specific requirements. We also offer training before you fully begin exploring the tool. Our aim is to ensure your questions are answered beforehand, giving you the confidence to start enjoying the benefits immediately. Of course, you can always reach out for additional support - but we strive to make your experience so smooth that you rarely need it in the first place.
Companies often decide to buy software without consulting the workers who will use it. No matter how large your organisation is or how involved you are, you don’t possess the same expertise as your employees. For instance, if you’re an office-based manager or owner, you lack insight into the daily experiences of on-site workers. Not from their perspective, at least. Your judgement about the best time and attendance solution will therefore be based on assumptions and the benefits you believe it will bring to the company. To your workers, however, it can simply be inconvenient.
When you shortlist the time and attendance systems you believe are most suitable for your business, it’s important to consult the people who will be using them daily. If possible, obtain free trials of the solutions and run tests by letting your team use the tool for as long as it is available. Afterwards, gather their feedback. Also, remember that with T&A systems specifically, on-site workers won’t be the only users. While they are the main end users, other departments like HR and accounting will also be utilising the tool, or more precisely, the data it collects. If possible, try to involve as many testers from different parts of your business as you can. This way, you can identify the solution that isn’t just practical but also preferred by your staff.
Although the software market is crowded, the manufacturing industry is still taking its first steps towards digitisation. Most software providers have caught up with growing demand and a gap in the market and are trying to capitalise on it. That said, just because it says ‘manufacturing software’, doesn’t mean it’s the best solution available for you.
The reality is that vendors know companies in niche markets like manufacturing will likely look for specialised solutions. It’s a common marketing tactic to present a solution that isn't much different from a general one as industry-specific. Then, under the guise of being niche, it often costs more than a non-sector-specific tool. While we are not discouraging you from exploring manufacturing-focused solutions, we strongly recommend keeping an open mind to software that doesn’t include ‘manufacturing’ in its title or description. Of course, using keywords can help you find solutions that meet your requirements more quickly, but be aware you might be paying a premium for this convenience.
The label of industry-specific also doesn’t always mean the tool is perfect for that industry. Ultimately, the answer you seek lies within the features. There aren’t many software functions that are only relevant to one industry, and therefore sometimes a solution aimed at a completely different sector from yours may still be relevant for your business. All in all, instead of focusing on titles and labels, concentrate on the actual features. If they sound like something you’re after, it doesn’t matter who the vendor originally markets to. Believe us, they will not turn away your money even if you’re not their intended audience. As long as the tool performs its job and meets your requirements, the words it’s described with do not matter.
Sometimes the final step in choosing software can be the hardest. When reviewing your shortlisted options, it’s important not to overlook core functionality or how well they are presented. Additional features are secondary. Where possible, try the tool yourself or arrange a live demonstration. This allows you to get a hands-on experience rather than solely relying on the vendor’s description.
Speaking of the vendor, another key criterion should be how compatible you are with the provider company of the solution. Investigate their company values, the support they offer, and the general service you will receive after purchase. Finally, don’t try to make the decision alone. Involve your team, especially the future users of the tool. They have a better understanding of what they need and can offer you valuable insights that you might not otherwise access.
We hope you now know which tool from your list you will be using. And if it is Timesheet Portal, give us a shout.