Employee on vacation - what about his workload?

Jun 16, 2020

In a year with a lot of workload, every employee has the right to his or her recovery period. Once the employee goes on vacation, an employee is lost, and his or her work area must be covered by a colleague. Next to this scheduled loss of manpower, additional employee losses occur, due to short-term illness, long-term work incapacity or various other unforeseeable absences.

For the personnel management department, recently also called Human Resources Department (HR), which among other things is responsible for administration and staff planning. This means an enormous amount of administrative work which is associated with high time costs.
Employees make countless inquiries here: They request their vacation, which usually takes a lot of correspondence to be approved by the HR department, or, due to a lack of transparency, they need the help of the HR department for smaller information, such as information about their remaining vacation days.
This consumes valuable time. The most complex part, however, is the vacation management - requesting vacation, releasing vacation. Many companies still use old-fashioned forms with which an employee manually submits the desired vacation days. This leads to inefficient work for the personnel department.
In addition to the confusing paper flood of forms, the administrators usually have to digitally transfer the applications for storage. This administrative process is monotonous and frustrating.
At the same time, the manual entry of applications increases the waiting time of the applicants in case of insufficient transparency.

The benefit of the previous approach is therefore very limited - the use of digital recording methods as a result of digitisation brings new opportunities. The so-called holiday manager tools, also known as absence managers, facilitate the workload on both sides - for employees and HR - through the digital recording of data.

The aim of these managers is to shorten processes, facilitate communication channels and create increased transparency, while complying with data protection.

But what does the concrete implementation look like ?

Above all, the keyword transparency is an indispensable prerequisite - which in this context also means achieving clarity. Many questions only arise when people do not have access to the necessary information, thus creating uncertainty. With the help of the vacation manager, unclarified questions are directly removed and clarification is achieved by providing the employee with a precise overview of the current status of their vacation days. Thus the employee knows exactly whether he still has the right to take vacation and can also independently "check his vacation account".

The absence tool also automatically generates the latest status of existing requests: employees and management know which requests are still pending or have already been rejected.

Farewell to paper chaos !

Thanks to Vacation Manager, applying for vacation is quick and easy, and the tedious paper forms are a thing of the past. Now the employee can digitally submit a request with just a few clicks, which is only seconds later submitted to HR for processing. The HR department in turn can check the data more quickly thanks to standardized approval procedures and the elimination of tiresome routine work. The software enables real-time communication between managers and employees regarding their absence requests. With additional information stored in the employee profile, such as annual leave entitlement, and a simple view of days already taken, requests can be approved or rejected more productively without having to pull a folder out of the closet.

Thanks to the use of notifications, the worker is notified as soon as the assessment procedure is completed. It could hardly be simpler!

The biggest problem for the company caused by the absence of an employee is the decline in management and productivity, which can even hinder the workflow under certain circumstances.

In most cases, the resulting consequences also cause high costs or losses for the company.

As a study shows, in 2019 an employee was absent from work for an average of 6.9 days - for a company with 30 employees, this means a loss of more than 200 working days, not counting the employees' vacation days. This results in immense costs for the company, which can, however, be buffered by appropriate measures.

Photo by Jp Valery on Unsplash

New tools enable the temporary transfer of an employee's tasks and the required program licenses to a deputy in case of planned or spontaneous absence. By means of security-relevant encryption, the deputy can then take over the tasks for a defined period of time without posing a security risk for the absent person. Thus, licenses can be allocated as required without having to exchange login data. When the employee is back from vacation or recovers, the license rental is terminated and the daily work routine continues.


Learn more about VIPFY's Vacation Manager with a centralized license management of cloud services.

Try the VIPFY Business Suite for free.

VIPFY is supported by the CISPA Helmholtz Centre for Information Security and the Federal Ministry of Education and Research.