How Employee Self-Service Can Save Your Sanity

employee self-service HR

Many think the song “She Drives Me Crazy” is about an attractive lover. I contend it’s about employee scheduling. It’s a good thing employee self-service is here to help.

As a workforce manager, you know the constant battle of scheduling.

Employees call in sick, and we must find a replacement.

Some employees want less time. Others want more.

Last minute emergencies create gaps in service; that’s not going to be good for our reputation.

Sometimes I rethink my decision against becoming a professional juggler. Then I realize that’s exactly what I’ve become. It’s enough to drive a sane person over the edge.

Fortunately, there’s a solution…

Enter Employee Self Service (ESS)

“Self-service” is a system that allows employees to perform their own management tasks.

Employees log in to a secure portal to request time off or volunteer for shifts. Managers have ultimate oversight and reject or approve actions in real time.

Self-service empowers employees to be part of the solution. They have a responsive place to log requests. They can also respond to requests made by other employees. Managers see fewer complications and approve appropriate actions with minimal involvement.

Employees see quicker response times, and managers spend less time solving problems.

Employee self-service is a miracle of modern workforce management. And it’s here to help.

Delegation Is Another Name For Sanity

A big part of saving your sanity is making time to work on more pressing matters. One of the big ways employee self-service can help is delegation.

ESS provides a safe and secure method to delegate basic tasks to employees. For the most part, these tasks don’t need your help.

And, it gives the employee more power over their own information and documents.

In some cases, you will need to approve an action, but that will only take a few seconds. And you can do it from any remote device with a product like TimeWorksPlus.

If it isn’t already clear: self-service is a delegation tool. You provide a secure hub for employees to do management tasks, they perform the task you would do as a manager.

Employees are more empowered, you have more time and everyone is happier.

Happy goes a long way to keeping us sane.

What Can Employees Do With Self-Service?

Change Personal Information Online

Reduce paperwork with the ability to make online personal information updates.

Employees no longer need to fill out forms for simple information changes. This used to be a three-step process and is now reduced to a single, personalized step.

Save even more time and effort avoiding transcription and mistakes. Employees update their own information whenever they need to, right into the system. No more data entry for HR.

Talk about a sanity saver!

Update Withholding Status While Maintaining Privacy

Employees can update their own tax information, too. This includes changing withholding status. For some employees, this means the ability to keep personal circumstances, well, personal.

This gives employees more control over federal withholding reports.

HR can see if any reports are missing and can make adjustments without having to poll the whole company.

No more rummaging through filing cabinets to research employee filing status. Limit mistakes and improve accuracy with full integration to payroll, too!

Submit PTO Requests And View PTO Accruals

Employee self-service lets employees file Paid Time Off requests online. No more paperwork or forgotten hallway discussions.

Employees can view their own PTO accruals, so they can see how much time is available to request.

Managers need only to review and approve requests. Automated scheduling blocks out vacation time so overlap mistakes don’t happen. Vacationing employees aren’t available for scheduling during Paid Time Off. You don’t have to remember a thing.

Employees can access their portal from a mobile phone. Managers can make approvals from anywhere. Convenience will help your employees feel empowered.

Less paperwork, fewer things to remember, and a ton of extra time will help you feel in control.

Request Shift Swaps Electronically

One of the things that can drive a workforce manager bananas is shift swapping. Even when it happens a little, it’s too much.

Employees get to talking and before you know it they are in your office proposing a complex set of changes. You worked hard on that schedule, and now they want to change it. Terrific.

Employee self-service will save the day. Employees can submit unwanted shifts to the virtual swap board. Other employees are able to pick them up. Employees can do the heavy lifting on their own without manager involvement.

As a manager, all you have to do is approve the deal, and it only takes a few seconds. Overtime alerts take the worry out of the equation and let you decide without having to double check. Automated job roles assure you are accepting a qualified employee to fill the shift.

Employee self-help takes the work out of work and restores peace, calm and control. If that doesn’t sound like your office, it’s time to get workforce management with ESS.

…before you lose your marbles.

Fill Emergency Gaps By Communicating Via Alerts

Every workforce manager is familiar with the call drill. It’s an event that will sap the will out of the best of us.

An employee creates an emergency with an unexpected announcement: “I’m sick.” Those two words can take years off the life of a workforce manager.

This is a problem to solve, and the clock is ticking. In most cases, you’re lucky to have an hour of warning. Time to make some calls…

Finding an available employee to take an empty shift is quite a challenge. With employee self-service, it can be as easy as sending out an alert.

Employees receive alerts on their mobile device and volunteer with a simple reply.

No calling tree marathon to steal your time, and no unanswered calls to dial again later. Sanity restored in time for dinner.

Allow Employees To Track Their Hours Worked

With employee self-service, employees can track their own statistics. Hours worked this week, hours worked this period, hours worked forever. It’s all in there, and employees have access.

This saves you that occasional research request. Employees need historical data to apply for loans, calculate taxes, or prove employment. It’s important to attend to this kind of request from employees, but it takes time away from routine tasks.

Why not let employees take care of this one on their own?

Employee self-service built into TimeWorksPlus lets employees access their archive records. Anytime, and from anywhere, in a secure login environment that preserves privacy.

Employees are in control of their own records. You no longer have to attend to unplanned search missions. Both of you are happy.

Adjust Benefits And Ease Enrollment Pain

Benefits enrollment is difficult enough. Paperwork, data entry, confirmation; it’s all part of the expectation. Companies like yours usually set aside an entire week to take care of things.

But it gets worse…

Work comes to a screeching halt when an employee needs to make changes to a benefit. New dependents, changes in address, adding a beneficiary; all important.

Paperwork, interruption, and urgency. You may also need to walk your employee through some instructions. Now you have two people, an employee and a manager, working on not working.

Again, employee self-service to the rescue! With the employee self-service hub in TimeWorksPlus, employees have full access.

Changes to benefits can be automatic.

You can even install change alerts and manager approval to make sure everyone is on the same page.

Stay Compliant With Employee E-Notices

Many states and cities have paid sick leave laws, secure scheduling laws, and mandatory paid leave laws. These additional employment laws require employee notifications.

Paid sick leave laws require employers to show sick leave accrual each pay period.

Secure Scheduling laws require advanced notice of employee schedules and any changes that occur.

FMLA and other leave laws require notification to be sent to employees.

Many other Federal laws require additional notification to employees, in addition to the notice posting.

An employee self service portal allows Human Resources, managers, and payroll departments to quickly push these notices to employees.

That makes it easier than  ever to stay compliant with labor laws!

Sanity Restored By ESSP

This wasn’t an exhaustive list of all the things you can do with employee self-service. But it does give you a good idea of what you can do to preserve a little sanity for your workforce managers.

TimeWorksPlus includes employee self-service tools that make it easy to delegate tasks. Get your employees engaged and let them manage personal tasks so you don’t have to.

And save a little time for some time out; you’ll thank yourself.

About SwipeClock

SwipeClock is a leading provider of simple and affordable integrated workforce management services that provide intuitive employee access to integrated automated time and attendance, scheduling, leave management, HR dashboards, and other HR resources.

The company’s cloud products (WorkforceHUB, TimeWorksPlus, TimeSimplicity) and hardware clocks (TimeWorksTouch and TimeWorksTUFF and others) enable employers to manage their most important and expensive asset—employees—by transforming labor from a cost of doing business to a competitive advantage.

SwipeClock’s workforce management solutions are sold through over 900 partners that empower more than 30,000 businesses to lower labor costs, comply with regulatory mandates, and maximize profits.

By Cary Snowden

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