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It seems like the holidays are more hectic and stressful every year. You can act now to prevent some chaos - consider ways to make sure your organization isn’t affected by employee absences. It can be paralyzing to an organization when a crucial employee is out and the normal flow of business is interrupted or delayed.
Save time, money and aggravation; here are some things you can do proactively to eliminate the delay in day-to-day processes.
Cross train employees. This is essential at any time of the year, really, to build a strong administrative team. Identify the responsibilities assigned to every employee on your team, and collect copies of training notes, cheat sheets and checklists they use to complete their tasks. Share these with designated alternates as you train them to handle tasks assigned to their colleagues. Encourage each employee to sit with their crossed-trained partner periodically to (re)view the process start to finish.
Designate Alternate Approvers. In BudgetSense Security, you can delegate staff members to temporarily replace other employees in approval processes. Select alternate staff to approve requisitions or hours entry; so that your primary approvers won't have that pile of paperwork to face when they return. And coming soon, you'll be able to establish alternate approvers for Warehouse Requisitions and Budget Journal entries as well.
What if an employee calls out with no notice? You can also designate a specific user to override the purchasing approval process if they belong to the Purchasing and Payable central site. This user will be able to move requisitions from absent approvers' queues on to the next approver.
Designate a Payroll Processing Substitute. It's going to happen, eventually. Payroll has to be run, but your payroll administrator comes down with the flu, or has another emergency that keeps them out of the office. How are you going to pay employees?
In BudgetSense security, create an alternate payroll User Role and assign it when needed. You may not want to give your back-up payroll clerk all the same access as the primary payroll administrator - so design the User Role with access to features needed to process payroll, and exclude everything else.
Ask your payroll administrator to create a checklist of reports and due dates, and make it readily available for use in their absence. This will ensure that you are never delinquent in meeting a deadline.
With just a few simple, proactive strategies, absences will no longer be cause for alarm.
Best wishes for a peaceful, happy and healthy holiday season!
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