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[Must-see] Introduction of attendance management tools that promote corporate telework (free tools available)!

Recently, Japan is facing a situation such as “declining working age population due to declining birthrate and aging population” and “diversifying needs of working people such as balancing childcare and nursing care”.

In response to these problems, the Japanese government is promoting “work style reform” centered on the Ministry of Health, Labor and Welfare.
Examples include the introduction of flextime and a discretionary work system.

In addition, telework is being promoted due to the epidemic of the new coronavirus. This time, I will explain attendance management in telework.

Table of contents

  • What is cloud-based telework attendance management?
  • Conventional attendance management method
    • Email
    • Excel
  • Attendance management method for telework seen from case studies
    • An introduction example that realizes visualization of telework as well as attendance management
    • An introduction example that realized the same attendance management as in the office
  • Why you need a cloud-based attendance management tool
  • Telework attendance management tool selection points
    • Is it easy to operate?
    • Is it possible to grasp the work status of employees (ensuring productivity)?
    • Is it possible to link with various APIs (e.g., cloud tools for human resources and payroll calculations, communication tools, etc.)
  • Introduction of cloud-based telework attendance management tool
    • e-navitime sheet
    • IEYASU
    • F-Chair+
    • CLOUZA
    • Lysithea
    • record
    • Attendance Pro
    • Money Forward
    • Job Kan Attendance Management
  • summary

What is cloud-based telework attendance management?

In the past, the method of recording attendance using time cards and various readers installed in the company and entering the data into Excel was used, but with the promotion of telework, cloud-based tools are attracting attention. became.

Many cloud-based attendance management systems can easily input attendance hours and grasp overtime hours online at low cost. In addition, since the attendance data report function is installed, there is no need for input work.
It also has a security function to prevent information leakage from e-mail.

The introduction of a cloud system reduces the burden on administrators, allowing them to focus on core operations such as maintaining employee motivation during telework and managing overtime.

Conventional attendance management method

Email

This is a method to send an attendance report to the manager by e-mail at the start and end of work. Since there is no introduction cost and it can be operated immediately, it is widely used by companies that are forced to telework.
However, the task of compiling attendance information for managers is complicated, and the burden on managers increases.

Excel

When managing attendance with time cards, Excel is used to total working hours and overtime hours. Manually entering data into Excel has the disadvantage of making mistakes and spending a lot of time on data entry tasks.

In addition, when the law is revised, it is necessary to review the confirmation items and the calculation method of overtime hours.

Attendance management method for telework seen from case studies

We will explain how to manage attendance in telework with case studies.

Attendance management using cloud tools records the start of work and working hours using input on the cloud tool, various readers and biometric authentication, and the data is saved on the cloud.
This allows smooth application and approval of working hours.

In addition, since the working hours for each job are visualized, employees can manage their own time during telework and improve work efficiency.

An introduction example that realizes visualization of telework as well as attendance management

All House Co., Ltd. has introduced telework, which many companies have begun to introduce, as part of its efforts to reform work styles in response to changes in social conditions due to work style reforms and the new coronavirus.

We have introduced “F-chair+”, a tool for visualizing time and work when implementing telework.
“F-chair+” is a tool that responds to the issues of how to manage working hours during telework and how to understand the working behavior of employees who work remotely.

By capturing the PC screen during working hours and visualizing the work, managers can appropriately manage working hours during telework, and employees can see the state of work, so a system has been established that allows telework to be carried out with peace of mind. I was.

An introduction example that realized the same attendance management as in the office

Nohana Co., Ltd. recommends telework and has introduced “Jobcan”. As a result, it is now possible to stamp even if you are not at the company by methods such as PC, smartphone, Slack.
In addition, you can check attendance information on the web and carry out labor procedures, increasing the degree of freedom in how you work.

It also has an alert function that automatically notifies employees when they are late or work overtime, so you can manage attendance as if you were in the office, even when teleworking.

Why you need a cloud-based attendance management tool

In addition to promoting work style reform, many companies are being forced to telework due to the epidemic of the new coronavirus. In addition, companies need to solve attendance management during telework.

In the past, it took a huge amount of man-hours to tabulate attendance management and reflect it in payroll calculations. This is because it takes a lot of time and money to check data so that it does not violate the Labor Standards Act. It can take a lot of time and interfere with your core business.

The use of cloud-based attendance management tools can be expected to improve work efficiency. In addition, the advantage of the cloud-based attendance management tool is that it can be used not only for telework, but also for industries that have a lot of work outside the office and for the attendance management of temporary employees.

The problem of solving telework issues is the management of employees’ working hours, such as overtime.

The above figure is an image quoted from the Ministry of Health, Labor and Welfare’s “Guidelines for Appropriate Labor Management in Telework”.

You can see that both workers and companies find it difficult to manage working hours.
The difficulty that employees feel is the progress management of work. Since there is no environment like an office where you can ask your boss immediately, it is important to use communication tools.

On the other hand, the issue on the company side is the management of employees’ working hours. This is mainly about measures against overtime work for employees.

Telework is expected to have the advantage of reducing overtime work as it improves work efficiency. It has also been pointed out that it may lead to long working hours because it may weaken.

By using the cloud-based attendance management tool, you can use the alert function for employees who are working overtime and the function to limit work after pressing clock-out. This prevents employees from working long hours and unpaid overtime.

Telework attendance management tool selection points

Is it easy to operate?

Operability is important for proper attendance management. For example, it is easy to understand the work status of employees by being able to easily report the start and end of work, and the time when they leave work on the tool.

Is it possible to grasp the work status of employees (ensuring productivity)?

Managers are required to understand the work status of their employees while ensuring their productivity. Managing overtime is especially important for telework.

Let’s use a tool that can prevent overwork caused by employees’ anxiety about invisible things such as having to produce results or making up for delays in work.

For example, you can use the feature to randomly capture desktop screens to see how your employees are doing.
For employees, it also helps prevent a decrease in motivation due to working alone.

Also, since you can tell your boss how your work is going, you can work with a certain sense of tension and maintain productivity.

It is also effective to use tools that have access restriction functions when working hours are excessively exceeded or on holidays.

Is it possible to link with various APIs (e.g., cloud tools for human resources and payroll calculations, communication tools, etc.)

Use tools that can be linked with cloud tools for personnel labor and payroll calculations.

Work hours and overtime hours can be exported and data can be input to other cloud tools, further improving work efficiency.

In addition, by linking with LINE, Slack, etc., attendance reports can be made on communication tools, so data can be accumulated on cloud tools.

Introduction of cloud-based telework attendance management tool

e-navitime sheet

Features (functions)

Initial cost 0 yen
Free trial available
Attendance input
Application for various holidays such as paid holidays
Input transportation expenses
Broadcast mail function
There are also functions specialized for temporary staffing companies

price

Initial cost 0 yen
Plan for general companies 250/person ~ Plan
for temporary staffing companies 280/person ~
(Volume discount method)

IEYASU

Features (functions)

Basic functions of attendance management can be used completely free
of charge Compliant with bills related to work style reform
Various payroll systems and personnel labor systems can be linked with
API etc.)
Automatic grant of paid vacation and grant of paid vacation by the hour (paid plan)
Free trial available

price

Free plan 0 yen (unlimited number of people, 0 yen monthly fee)
Paid plan Monthly fee 300 yen ~ (varies depending on employees)

F-Chair+Features (functions)

Capture employee desktop screens

  1. You can check the status of your employees
  2. Prevent overwork

Hidden work prevention function
Corresponds to interval regulations
Overtime alert function
Can record working hours in small pieces with the seat and leave button
Free trial available

CLOUZA

Features (functions)

Simple and easy-to-understand operation A smartphone , tablet
, or PC becomes a time recorder without a server Attendance management at venues, mobile stores, etc. is also possible Free trial availabl

price

Basic charge/initial cost 0 yen
Monthly fee 200 yen/person
Other options available

Lysithea

Features (functions)

Compatible with smart devices
Comprehensive import of work data created offline by seconded employees, etc. Corresponds
to the “observation of working hours by an objective method” that became mandatory from April 1, 2019 Reduction
of long overtime and annual paid leave Displaying a list of employees who
took leave Flexibly responding to a variety of work styles

price

inquiryrecord

Features (functions)

Simple and easy -to-use
biometric authentication
IC stamping
Button stamping
Attendance record
Attendance check Can
be linked with various APIs (personnel labor software, payroll software, communication tools, etc.)
Free trial available

price

Initial cost 0 yen
Operation support cost 0 yen
Monthly fee 100 yen/person (minimum usage fee 3000 yen)

Attendance Pro

Features (functions)

Flexible support for various work styles (flex work, shift work, part-time work, etc.)
Easy management of paid holidays, compensatory holidays, and substitute holidays
Project man-hour management function (exporting data facilitates multifaceted analysis)
Card reader Linking access data with
English support

price

inquiry

Money Forward

Features (functions)

Change history management
Shift management
Supports various forms of employment
Paid leave management
Abundant alert functions
Various import functions (can be transferred to payroll software, etc.)
Free trial available

price

More than 31 employees Inquiries
Corporations with less than 31 employees: 2,980 yen per month ~ Sole
proprietors with less than 31 employees: 800 yen per month ~

Job Kan Attendance Management

Features (functions)

Functions can be used independently (only necessary functions can be used at low cost)
Supports various work styles
Various alert functions
Extraction of error stamping
Linkage with payroll software
Free trial available

price

Initial cost 0 yen
Support cost 0 yen
Monthly usage fee 200 yen to 500 yen/person

summary

I explained about the cloud-based attendance management tool.
In order to make telework successful, it is important to manage employee progress and appropriately allocate work through attendance management.

There are cloud-based attendance management tools that offer free trials and basic functions that can be used for free, so be sure to introduce them.

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