Why manual time recording in Excel causes costs Why manual time recording in Excel causes costs
Disadvantages of manual time recording

Why manual time recording in Excel causes costs

Personnel documents are still stowed away in cabinets, vacation requests are filled out and processed on paper, and working hours are documented on paper or in Excel. This is a tremendously tough and, above all, time-consuming matter that involves a huge amount of administrative work. Labor is needlessly wasted on repetitive, unnecessary, and non-value-added activities. And this despite the fact that flexible software solutions already enable automation of these processes.

Recording of working time? Let’s do it in Excel for free!

The documentation of hours worked in the spreadsheet is supposedly quick to do. But a closer look reveals that the supposedly cost-effective solution can quickly become a cost factor. Often neglected aspects are

  • Effort of manual recording
  • Rounding by the employees
  • as well as post calculation in the back office

In total, numerous minutes of work quickly add up, which, for example, with an imputed hourly rate of 40.00 € in a company with 500 employees, add up to a cost block of more than 3,500.00 € – per day!

With the introduction of a digital time recording system, working and break times can be recorded conveniently and to the minute within seconds with one click via different channels. In this case, not only is the rounding during data entry unnecessary, but also the post-calculation, since the software takes over this task. Leaner and automated processes relieve the burden on HR managers. Fixed or individual daily and weekly schedules stored in the software allow managers to plan and control more, and do fewer routine tasks.

A powerful solution offers much more than the classic digital time clock: working time models, break times, absences, core working times, flexitime models should be able to be implemented individually. Surcharges can also be calculated automatically by a modern software solution without time-consuming manual recalculation.

Employees should be able to record the most important information in an Employee Self Service (ESS) independently and at a glance. This means that queries about vacation entitlements and flexitime status do not arise in the first place, as all information is transparent for employees to view at any time.

Vacation requests on paper? We’ve always done it that way!

Digitalization is changing the entire world of work. Workplaces and organizations are becoming increasingly digital, mobile and flexible. The Corona crisis has brought this issue to the forefront, demonstrating the need for digitization to many companies: from the office to the home office within a matter of days. For many companies and HR managers, this is a major challenge. Replacing inefficient manual processes with the implementation of smart technological solutions is the key to success not only for decentralized work structures.

This has been particularly drastic in the area of application processing: during the Corona pandemic, many companies were no longer able to map paper-based processes, such as a flexitime application, under remote working conditions. Those who had already implemented a modern HR tool for their HR processes could continue to use it regardless of location and without costly changes.

Flexibly definable workflow functions allow HR processes to be automated and employees to be integrated. Digital applications for vacation, flextime, business trips, training, or booking corrections can be submitted digitally by employees in an intuitive interface and then go through a single- or multi-stage approval process.

A practical example: Instead of submitting the vacation request manually, employees select their vacation via a web interface or in the app and see their remaining vacation at the same time; the request lands with one click with their supervisor, who can then approve the vacation and it is automatically entered. Afterwards, the employees receive feedback via e-mail and in the employee portal or their app. In addition, vacation substitutes can be determined and integrated into the workflow process.

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