There are times when employees have to work more than the ordinary hours of work. This can be due to an important project, an upcoming deadline or for any other reason. Organizations have a policy to pay overtime to employees in such cases. This helps keep employees motivated and helps them perform better. The intent here is not to make your employees work longer than they need to, but to award their initiative and hard work. At present, overtime claim process is full of redundancies and bottlenecks that make this process slow and inefficient. Employees have to fill up a form where they enter details regarding their overtime duration, dates etc. This form is then sent for approval to managers and other relevant decision makers where they have to shift through time sheets and attendance records to verify the claim. Any discussion regarding discrepancies generates mile long email threads which end up becoming unmanageable.

When employees have to work overtime to complete organizational objectives, they should be encouraged. Instead, they get stuck in a process that is as convoluted as it is complex. This is where automation comes in. When you automate a business process, it removes all redundancies and replaces them with automated workflows that increase efficiency without increasing workload. It becomes easier to identify and remove bottlenecks as well. Let’s take a look at the benefits that automation brings to this process

1. More empowered, streamlined process

Paper forms were good when they were the only option. In a world where everything is digital, paper forms are the dinosaurs that need to be extinct. Unless these forms are supported by tools that help you get the best out of them, simply digitizing them fails to achieve your objective. If an employee has to manually calculate his overtime, or the amount he is due, where is digitization in that? Our suggestion- do not digitize, but automate. Automated modules don’t just give you a digitized form. With an automated form, data is standardized as soon as the form is filled. This form is then sent automatically to relevant decision makers and they are given access to the latest data needed for review and approval. This is how you efficiently use technology to optimize your business.

2. Standardised data whenever you need

A major problem with traditional methods is that data has to be manually migrated from forms. This takes up a lot of time and also makes data susceptible to errors, human or otherwise. Access to latest data is not possible, as it is not possible to manually update records in real time, unless you hire someone specifically for this purpose. Why do that when you can automate your business at a margin of that investment! Automation gives users access to real time data analytics which means any data needed for reviewing or approval or other decision making is available instantly. Field level validations ensure that errors are removed at the point of entry, which helps maintaining data integrity.

3. Track task progress without follow-ups

At present, business processes offer no mechanism for tracking task progress, unless you count repeated emails and phone calls as a ‘mechanism’. In the digital world we live in today, manual follow-ups yield no results and are basically a waste of time. The absence of a tracking mechanism is also a hindrance in identifying bottlenecks. If there is a delay, it becomes difficult to identify its cause and provide a solution. Once the process has been automated, users get access to real time tracking mechanism that gives current status of a process. If there is a delay, the cause can be easily identified and rectified. Inbuilt chat like communication channels provide users a medium to discuss and clarify any doubts.

Overtimes are put in by employees who are concerned with achieving organizational objectives. It would be poor show if an organization doesn’t respect that by providing them with an efficient, streamlined and simple process to claim overtime payment. To know more about automation, you can go through our blogs. You can also contact us if you have any doubts. We will be happy to answer all your queries and provide you with a free demo.

Published on May 17, 2018