How to streamline time off tracking for your business

Time's a precious resource. But it can disappear frighteningly fast when you're stuck juggling priorities, putting out fires, and trying to stick to deadlines. Then, on top of that, you've got to deal with the stress that is time-off tracking.

If your current system involves endless spreadsheets, messy email chains, and a wall calendar that, let's be honest, has seen better days, then you know exactly what we're talking about. It’s clunky, frustrating, and eats up way more of your day than it should. Honestly, it’s exhausting. And who's got time for that?

The hidden costs of manual time off tracking

Hidden costs are those sneaky expenses that don't always appear in plain sight, hiding beneath the surface of seemingly straightforward processes. “Hidden.” It’s in the name. When it comes to manual time off tracking, costs can really impact your business's bottom line and employee morale without you even realizing it. Think about your current workflow. How often do you find yourself:

Hunting down missing forms? Yep, even with all the tech, paper holiday requests still pop up like whack-a-moles! Tracking down missing forms or those "oops, almost forgot!" last-minute notices can suck up a good 15-20 minutes per person, per request. Ouch!
Squinting at illegible handwriting? Sure, most things are done on electronics now. But if you're one of those poor souls who still have paper vacation requests, a seven can look like a one in the 'days requested' box way too easily. It might seem like a small thing, but the minutes add up!
Wrestling with spreadsheets? Manually punching in data, wrestling with leave balances, and trying to make sense of the absence jungle in a spreadsheet? Errors are practically guaranteed, and who's got the hours to be a full-time spreadsheet wrangler? Certainly not you.
Resolving conflicting requests? "Oh no, John and Jane both want that week off? Now I need to rearrange the entire schedule." Cue the scheduling chaos and those “super fun” conversations about who gets their leave and who doesn’t.
Keeping track of different leave types? Holidays, sick days, personal days, appointments, sympathy leave – the list goes on and on. Each with its own set of rules? Keeping it all straight feels like trying to juggle bowling pins. Good luck with that!

Small tasks stack up and eat into your precious time. Those minutes spent chasing information, correcting errors, and arranging calendars steal hours from your week that could be better spent elsewhere.

The compounding effect of poor time-off tracking

It's easy to get caught in the time-off tracking time warp. You start the day with the best intentions, determined to tackle your to-do list. But then, an employee pings you with a last-minute request for leave. You spend the next 20 minutes searching for their previous leave records, calculating their remaining allowance, and checking for potential conflicts. Before you know it, an hour has vanished, and you're now behind schedule, and the stress starts to build.

Now imagine this, day after day, week after week, it's the same drill. You're stuck in reaction mode, just trying to put out fires and barely touching your to-do list. All that back-and-forth with requests and the pain of tracking time off manually? It just piles on the pressure, making you feel like you're constantly playing catch-up. And get this - it all started with one last-minute request!

The consequences of not managing time off efficiently

Wasted time isn’t the only consequence you’ll face when you don’t manage employee time off efficiently. According to Hubstaff, companies can lose as much as $50,000 annually per employee from untracked time spent on tasks like emailing, which includes time spent on time off requests and approvals!

Some other consequences you could face:

Payroll errors: Incorrectly calculated leave balances can cause overpayments or underpayments, leading to financial discrepancies and potential legal issues.
Lower employee morale: If there’s a long, convoluted process that an employee needs to follow just to book a few days off, chances are they might not bother. This can lead to burnout and lower employee morale.
Reduced productivity: When you're constantly bogged down with time off admin, you have less time to focus on your actual work!

Manual time off tracking vs. time off tracking software

Manual tracking methods may be appealing because they’re cheaper and seem to be simple. But they often come with a hidden price tag that looks like: a lot more administrative time, higher risks of errors, and time-consuming back and forth with employees. And these issues only get larger as your business grows!

Alright, so now we can see how tracking time off manually can be a tedious process that, in reality, can cost you far too much of your valuable time. But what other options do you have?

Technology is your friend. You can use a time-off tracking software. This is basically what it says on the tin. It’s a software that lets you track and record time off. The great thing about using software is that it’ll significantly reduce the time you spend tracking, recording, and checking your employees’ PTO.

It’ll also reduce the risk of human error, since you won’t be doing all the number crunching anymore. Of course, there’s always the chance of an input error, but the risk of making a calculation mistake is almost zero when using a time off tracking software or absence management software.

How time tracking software saves time

So, you've decided to move away from manual time tracking. Great! The next decision you'll need to make is which software to use.

Imagine a world where time off tracking is no longer a source of stress and frustration. A world where you can reclaim those lost hours and redirect your energy towards more meaningful tasks. Sounds good, right?

That’s where Timetastic comes in to make that world a reality. Timetastic is a powerful, user-friendly time off tracker designed to streamline your entire absence management process. Less headaches for you and more time to make the most of the hours in your day!

Empowering employees with an employee vacation tracker

Here’s the kicker: Timetastic not only makes life easier for employers, but for employees too. Timetastic puts the power of time off management in their hands, just as much as yours through an intuitive employee vacation tracker.

But what does this tracker do, we hear you ask? Well, just take a look at some of the incredible features that come with Timetastic’s absence management software:

Submit leave requests in seconds: No more paper forms or lengthy email chains. Employees can quickly and easily submit requests from their computer or mobile device.
View their leave balance and history: Employees have full visibility into their remaining leave and what they have taken already.
Manage their own time off: Empowering employees to take ownership of their time off promotes a sense of responsibility and lets them plan more efficiently, which can help encourage employees to take their leave.

Not only do you empower your employees with this software, but you’ll also get a clear overview with a time off calendar, which provides a centralized hub for managing all absences. It gives you a bird's-eye view of who's off and when, so you can identify potential staffing shortages and plan cover accordingly.

You can also set up customizable views. This allows you to filter by department, team, or individual to get the information you need quickly. So much easier than having to sift through data in a sheet!

What’s also great is that you get real-time updates, meaning that you don’t have to constantly be checking if a new request has come in and whether or not someone's leave has been approved. The calendar automatically updates as new requests are submitted and approved, making sure everyone can access the latest information. Your employees have access to this information too, so no more last-minute emails asking whether or not you’ve approved John or Jane's leave.

Ready to simplify your time of tracking?

Here's the deal: things move fast in the business world these days, and honestly, every second counts. Timetastic offers you the opportunity to escape the time off tracking sinkhole and reclaim those precious hours that, just like the ABBA song, are slipping through your fingers all the time.

By automating tedious tasks, simplifying communication, and providing a centralized platform for managing absences, Timetastic empowers you to focus on what truly matters.

So, ready to step out of the mess that’s manual tracking and into a world of streamlined time off software? Wonderful! Start your free trial of Timetastic today and experience the difference firsthand.

Have questions or want to learn more? Get in contact with us today!