Implementing an employee management system can be challenging, especially in remote teams.\nHowever, the benefits can’t be denied. Better performance as a team and an easier way to manage admin tasks are just a couple of positive outcomes from using employee management systems.\nBut first, it’s important to know what these systems and software are.\nWhat is an employee management system?\nAn employee management system is designed to streamline HR and other business department duties. Most key operations — from employee timesheets and time off requests to staff geo-location during work hours — can be handled by a system like this.\nThe key is to find a system that not only works well for your team, but one that also saves you time, headaches, and money. Any employee management system should cover essential HR features.\nOne of the most common ways of managing teams, especially remote workers, is regular reporting via email. However, this method is cumbersome and messy.\nThe key to optimizing your team’s performance is taking the time-consuming admin tasks out of the picture, so you can all focus on accomplishing more.\nThis article will outline the benefits of management systems, and the best apps and tools you can use to improve your team’s efficiency.\nWhat can you do with an employee management system?\nAs mentioned, a web-based employee management system helps you be more efficient with your time, and reduces the time your team spends on repetitive, administrative tasks.\nTime optimization and employee engagement\nTracking the time spent on a task will provide you with information you can use to optimize all working hours inside your organization. \nFor example, the amount of time to create a specific document may be largely different between two employees. If one employee needs double the amount of time as the other one to create the same document, your employee management system can give you insight into the reason.\n\nFor instance, Hubstaff has screenshot and activity monitoring features that let you see what your team is doing, and how they are working. Of course, employee engagement cannot be at 90-100% all the time. It depends on various factors like the type of work employees have, the time of day, and how employees spend their resting time.\nWith the necessary information about how your team spends their work hours, you can assist them in organizing their time more efficiently, while keeping an eye on their health and well-being.\nPayment tracking, invoicing, and other administrative tasks\nWhen adopting a performance management system like Hubstaff, you are able to track the time spent on tasks. This means that you and your clients can precisely determine the time spent on certain projects and agree on budgets with more certainty.\nIntegration with other applications and platforms\nIntegrations enable your management systems to work together so you get all the functionality you need to operate at peak capacity. Whether you’re using Asana or other project management tools such as Hubstaff Tasks, you should be able to integrate seamlessly.\nSticking with one platform might save you the trouble of integrating and importing tasks, projects, and other information. But integration makes it so that you can use multiple tools simultaneously with little effort.\nThe benefits of using employee management software\nHaving an employee management system in place means you can access all the essential information about your team, projects, and clients from a single dashboard. \nThis centralized insight is what every good employee management system should offer. Plus, you should also look for a system that provides:\n\nOptimized workload and streamlined admin tasks\nData security\nIncreased employee engagement\n\nLet’s take a look at each one.\n\nOptimized workload and streamlined administrative tasks\nFinding an employee management system is first and foremost about finding efficiencies. \nBeing able to automate and digitize manual data entry is one of the key strengths of good employee management systems.\nDo you want to know if your employees have been putting enough time into an important project? Want to know how long your employees have been working on a project that’s approaching the deadline? Your employee management system can tell you.\nWorkload optimization can make all the difference in the world. You can spare your team wasted time on administrative tasks and automate things like timesheets and payroll. \nOnce your team gets their time back, they will be free to focus on growing your business, fine-tuning strategies, and more.\n\nTry an all-in-one employee management solution\nTrack your team’s time, monitor attendance, measure productivity, and more.\n\n\n\nData security\nHandling a business means you’ll be constantly dealing with thousands of files. \nThere are times when important documents get lost and never make it to the client. \nThere are also times when the files you need to complete a project get buried under other files, or are impossible to find. You can help your company avoid this by keeping every document protected against data loss in the cloud.\nUsing the right project management software can help you keep track of files and tasks in one central location. Relevant documents can be linked or referenced so that when it comes time to hand off a project, everything is there for you.\nIncreased employee engagement\nEmployee management systems have special features that let you communicate and maintain good relationships with your team. They allow you to create surveys designed to help you connect with your employees on a more personal level, or they make managing time off much easier, or they can even ensure culture is an active part of your organization.\nThis makes them feel that they are valued in the team. It is also a good opportunity for them to speak their mind if they have any ideas that can contribute to increased performance.\nHaving a strong sense of camaraderie in your team goes a long way. One of its greatest benefits is keeping your team motivated to do their best, and having an HR management system in place helps achieve that.\nTypes of employee management software\nEmployee management software can be categorized into different groups based on the area of your business they are specifically designed for.\nTime management software\nThe main function of time management software is to know who is working when, which projects are getting completed, where budgets are being spent, and how productive teams are. Those who can accomplish more with fewer roadblocks or disruptions in less time are generally regarded as productive.\nTop time management software also incorporates payroll and invoicing so you can pay team members directly for hours worked. Bonus features include location tracking, PTO balances, and more.\nHubstaff\n\nAt Hubstaff’s core is time tracking, but it’s more than just that. Hubstaff is a complete time management software that’s designed to aid teams in utilizing their hours efficiently. \nIt helps your team reach higher levels of productivity and identify tasks that are wasting time.\nHubstaff provides you with valuable information about your team that you can use to revise your strategies and make informed hiring and growth decisions. Here are its key features:\n\nAccurate time tracking from lightweight desktop, web, and mobile apps that record every second worked by your team\nOptional screenshot capturing and activity monitoring that allows you to easily see the progress made and trends in productivity\nApp and URL tracking to identify where your team spent their time\nAutomated payroll that allows you to enter pay rates for each person and send payments automatically\nGPS location tracking and geofences for monitoring the sites visited and worked at by mobile or field service teams\nAn attendance management system that lets you create schedules and notifies you of late and missed shifts\nTime off and vacation tracking that allows teams to easily request time off, view balances, and get approval\nIn-depth reporting that shows you how your team has performed for the week\n\nHubstaff lets you view your team’s work from one, complete dashboard. You can easily view their total number of hours, the task they are doing, and where they are currently operating without the need to ask them yourself. This gives you back a lot of precious time you would otherwise have spent on doing these tasks manually.\nPerformance management software\nThe key to motivating your team is making them feel like they are truly contributing to the whole process. Performance management tools are designed to keep your team engaged, and their performance at high levels.\nOfficevibe\n\nOne of the hardest responsibilities of team leaders is ensuring that everyone is interested in what they are doing, and is genuinely motivated to work toward business goals. Usually, managers handle this by scheduling one-on-one meetings, which are unhelpful — and awkward — more often than not.\nOfficevibe sends automated weekly surveys to each team member. They take less than two minutes to accomplish, and there is an option to answer them anonymously so your team will feel completely free to speak their mind. \nYou can also directly respond to their feedback and start a conversation with them so you can better understand and accommodate their needs.\n15Five\n\n15Five understands the powerful benefits of employee feedback, which is exactly why it leverages this to bring out the best performance from teams. 15Five takes away the hassle managers experience when dealing with individual or team issues by streamlining the entire process.\n15Five provides a painless way to perform weekly check-ins with your team, view their objectives, and schedule quick one-on-one meetings. Your team can focus on their work without worrying about being unable to contribute to the team.\nHuman resource management system\nIf you want your business to be successful, you need people. You can find tons of hiring platforms online, but the difficult part is actually managing the information about them once they’re part of your team. This is what HR management apps are built for.\nBambooHR\n\nAs the name implies, BambooHR is a human resources tool for managing your team. BambooHR provides support from onboarding new hires to creating employee reports. It keeps all employee information — from employee history to monthly salary — in a single database that you can access at any time.\nBambooHR’s centralized system ensures that your workflow goes smoothly, and that you’re in tune with each member of your team. The app simplifies employee reviews, lets you send feedback, and helps you guide your team in improving their approach to work.\nGusto\n\nGusto simplifies the managing the information about your team. Its features include automated taxes, health benefits, and surveys. Gusto eliminates the need to manually compute for employee payroll so you have more time for growing your business without compromising your relationship with your team.\nFor new members of your team, Gusto has a new hire reporting feature, which includes submitting W-9 forms. Gusto keeps all of these in a single and secure employee file that’s easy to access, so you can onboard new employees without trouble.\nHow to implement an employee management system\nIntroducing administrative changes can be frightening for any organization. It typically means taking valuable time away from substantial work to deal with the necessary set up tasks of organizing, reporting, sorting, and transferring documents.\nHowever, things are a little more efficient when implementing a new web-based system, since the process can be performed in increments. \nThe most important thing with adopting a digital management system is to get your team members trained in sessions that are easy, visual, and short. For example, Hubstaff’s quick start guide for owners and managers is only three steps long.\n\n\n\nThe next step is the actual implementation. Employees can gradually transfer documentation, tasks, assignments, plans, media and other data into the digital system as needed. That means that as soon as an employee needs a particular document or task, they can access it online and work on it from there.\n\n\nAny documentation about implementing the system can be made available online so new users can easily get to speed on the employee management systems.\n\nThis strategy will ensure there is no overwhelming administrative work when adopting the new system. Introduce the digital system gradually when you’re transferring from a manual system. Once everything is in place, the hours spent by your team on tedious tasks will be significantly reduced.\n\n\n\n\nManage your team with Hubstaff\nUse Hubstaff to improve your team’s productivity and get more done.\n\n\nWhat are your thoughts?\nWith the many benefits that come with modern employee management systems, it’s hard to imagine why you wouldn’t try one. The sheer amount of time you can save by using these solutions make them an easy must-have for businesses of all kinds.\nHow about you? What employee management software do you use, and what is the main reason you use them?\n\nWe’re working hard to make comprehensive management solutions, so any feedback on improvements or features are welcome. Leave us your comments below.\nTry Hubstaff today for a 14-day free trial and full access to a premium account.\nThis post was published Feb 19, 2016, and updated May 2019.