The frequency control staff is an important tool for any company. When used strategically and intelligently, it can contribute to the organization’s management, adding transparency and efficiency.
And not only that: by using frequency control, your company also guarantees to be in compliance with the rules of the Consolidation of Labor Laws (CLT).
These are just some of the early benefits of frequency control. Throughout this text, you will understand more fully how this control works and how best to do it.
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Why frequency control is important for companies
At the beginning of the text, we saw a little about the importance of employee attendance control. But, for you to better understand why you can’t give up one of these in your company, let’s think about how every month your HR department needs information to close the employees’ payroll.
What are the main amounts that go into the payroll calculation basis? We can cite two of the main recurrent events in the life of a CLT employee: overtime and absences.
Now, without frequency information, how to correctly calculate these two events in a collaborator’s journey?
Therefore, control is important so that, when gathering information for payroll, the company has the correct bases so that neither it nor the employee are harmed.
The legal importance of frequency control
Therefore, frequency control is present in the CLT rules.
In its article 74, it determines that establishments with more than 20 employees must compulsorily record the journey, whether manually, mechanically or electronically.
By adopting one of these in your company, you guarantee that you are following not only this rule of labor law but also the one that determines the working hour’s limits for an employee. Being legally protected, because, in addition to establishing a journey, your company takes care that what is established is being fulfilled.
Now leaving a little legal importance. Let’s talk about the benefits that journey control brings to your company’s organizational culture.
More transparency and security for your company
There are many cases of ex-employees who, unhappy with the organization when they leave, seek labor justice to regain their rights.
According to data from the Superior Labor Court (TST), until April this year alone, 13,070 labor lawsuits related to overtime were registered. Something that can be easily avoided with efficient frequency control.
By having a frequency control, your company guarantees employees that everything is properly registered, without them worrying about the non-payment of their funds.
It is quite common for employees to reject the idea of clockwork. However, when they realize that this is an action by the company to protect their right, the working relationship is strengthened and based on more transparency, thus solidifying the culture that the company cares about its employees.
Now, let’s see what ways your company has of controlling frequency.
What are the ways to control employee attendance?
Calculating an employee’s hours worked is not an easy task.
But the good news is that today, many technologies are emerging and, consequently, frequency management methods have become increasingly efficient, ready to help your company’s HR and thus optimize the management of employees.
However, it is important that you know all the ways to make the best decision for your company. So let’s talk about the main forms used today.
1. Manual point
Before the evolution of technology, it was common for companies to use the time sheet for employees to take notes on their journey.
The problem is that, with this method, the company then needed to pass this information on to other places and, in order to carry out the calculations, they ended up resorting to the overtime worksheet.
When your company uses this method, it must be very careful that no information is incorrectly sent to the spreadsheet.
Not to mention that this process is not practical at all. It takes a lot of time from HR, which needs to collect the sheet from all employees and transfer the information to another system.
2. Mechanical point
Mechanical stitching, also known as cartographic stitching, is an alternative to manual stitching.
In it, the notes already go through a device, making erasures or frauds in the notes impossible, since the device stamps the times on the employee’s file.
But, that doesn’t make it completely safe. At the end of the month, you need to collect all the cards to calculate the hours. In this case, the same errors as the manual sheet can happen, or even bring greater losses, such as the loss of some form. Just imagine the size of the problem.
3. Electronic point
This is already a more efficient way to control frequency.
With the Electronic Point Recorder (REP), your company has the electronic means to register the point, making it more secure.
Nowadays, there are a multitude of types of watches on the market, with different ways of marking. They are: the biometric electronic point, card and password.
But, it is noteworthy that time clocks alone are not enough.
Because, according to ordinance 1510 that regulates the use of electronic means to control the journey, these devices need a complementary system, the so-called SREP, or Time Attendance System.
When marking the clock, everything is stored in memory until the points are sent to the treatment system.
For this reason, this system can also be considered a little laborious and impractical, as it is necessary to wait for a period to be finished to consult the point information.
4. Alternate point control
This type of control is the most advanced technology for journey management.
It doesn’t work through a specific device like the others, but rather, with more than one possibility to score the point, the most common being smartphones, tablets and computers.
Control is like a digital timecard. There is no need to just have a physical device, just have the application installed on a cell phone or access the clock through a computer’s web browser.
This possibility brings more savings and mobility to your company’s journey control. Not to mention that the information can be consulted and calculated in real time, as everything is stored in the cloud at the time of booking.
This system is already complete, it has the registration and management of points in one place.
The advantages are not just these. The system also has the possibility of a bank of hours, being able to manage the excess hours of employees without the need for spreadsheets. Everything is done online.
Well, now you know all the ways to control employee attendance. Surely you can already define the best one for your company. But to help you make better control, let’s look at 5 good tips for frequency management.
5 essential tips for managing employee attendance
Choose an advanced time control system
As you saw above, there are many ways to control the journey, but few systems are really efficient at it. So, your company must prioritize the one that best delivers the process, to facilitate the routine and not complicate it further.
Your new system, in addition to needing to have easy time attendance and a user-friendly interface, has to offer value to your company. Therefore, the more robust and with more possibilities for your company, the better the system.
Create an internal culture for awareness of journey control
After choosing your form of control, you need to make your employees aware of the importance of working hour’s control.
Show that the company is not doing that to “watch them”, but to add transparency and ensure that neither side of the work relationship is harmed.
Have a clear policy regarding the point
In addition to raising awareness among employees, it is necessary for the company to explain exactly how the control will work, determine rules for timekeeping.
Talk about how it should be done, what means to use, and how employees can consult their own information.
For your company to be successful, it is important to invest in training about the new tool and do not forget to provide a channel for suggestions or solutions to queries.
Adopt the Time Bank system
Now, to further motivate employees to accept frequency control, how about betting on the possibility of a bank of hours?
We know that the additional overtime is a welcome benefit in employee compensation, but he can also be happy with the possibility of using his excess hours at another time.
The bank of hours, in addition to reducing costs with the payment of overtime, gives greater flexibility to the employee’s journey. As long as a prior agreement is made, he can leave earlier or start his work later, even taking a day-off in case of need.
However, it is necessary to be very careful and have a clear policy on the use of the bank of hours. It is necessary to have a period of expiration, an accumulation limit and that employees know under what conditions they can use their hours stored in a bank.
Efficiently control the hours worked
With efficient point management, the company is able to view all employee payroll events.
That’s why it’s important to keep an eye out when employees are absent too much or work overtime.
Frequency control is a powerful indicator tool for your company. Therefore, it is not enough to just adopt an intelligent control and never use the information it can bring you.
Pentode, for example, is a frequency management system that enables your company to follow the journey and also provides various reports on the journey’s data.
With this tool, your company can be more assertive in decision-making and also has other benefits, such as automatic calculation of hours and a more robust hour bank, in addition to intelligent working hour’s management.