Track Return to the Office Attendance, Compliance with (RTO) Policies with PayClock

February 13, 2024

As companies continue to navigate the return-to-office (RTO) transition, it has become crucial for employees to comply with the new policies. Non-compliance can lead to negative consequences, including job loss, reduced bonuses, and salary reductions. To shed light on how companies are tracking office attendance and enforcing compliance, conducted a survey of 800 business leaders from organizations where remote work is feasible.

The Survey's Key Findings: 

  • 91% of companies will require employees to come into the office at least once a month, with 75% requiring weekly office attendance
  • 95% of companies surveyed stated that employees will face consequences if they fail to comply with RTO policies
  • One-third of companies surveyed said that they would not hesitate to terminate employees who consistently fail to adhere to office attendance requirements.
  • The companies that will enforce office attendance at least once a month, 88% will definitely (70%) or probably (18%) track attendance.

Currently, 79% of companies are already tracking employee office attendance. The most common method used is badge swipes (58%). Other methods companies plan to use include manual tracking (50%), Wi-Fi (50%), occupancy sensors (43%), and under desk sensors (38%).

While badge card swipes are the preferred method for tracking attendance, they only record entries into the office and not early exits. Swipe card door entry data can show how frequently staff are attending the office, but it can’t record how long employees were in the office and when they exited.

Return to the Office (RTO) Policies

The survey indicates a growing emphasis on ensuring employees are physically present in the office. Companies implementing RTO policies believe that they positively impact productivity (76%), improve company culture (63%), and enhance employee satisfaction. Additionally, 29% of business leaders stated that working from the office helps reduce burnout. To encourage compliance, 91% of companies plan to provide incentives for employees to come into the office.

Employees will face consequences if they fail to comply with RTO policies. These consequences can range from job termination to impacts on bonuses and benefits. The primary driver behind these policies is the belief that working from the office enhances productivity. Acceptable reasons for not coming to the office include limited site capacity, business travel, annual leave, sick leave, medical reasons, and those who have official flexible working arrangements or part-time employment.

Analytics for Return-to-Office Attendance

There are tangible benefits to tracking and analyzing attendance data to gain better insights into employees' office interactions, their timings, and the reasons behind their attendance patterns. Leveraging this data presents an opportunity to proactively enhance the workplace experience, thereby fostering a more conducive and engaging work environment.

Among its features, reports allow administrators to obtain a comprehensive list of individuals present at the office within a specified location on a particular day or timeframe. Additionally, reports provide valuable insights into metrics such as no-shows and average time to check-in.

As you fine-tune your return-to-office (RTO) strategies, it’s important to take an experimental approach and analyze how you’re doing. Here are return-to-office analytics you need to improve your RTO strategies:

Percentage of Employees Attending the Office

Tracking employee attendance rates over time is crucial for measuring your RTO success. Once you have this data as a baseline, you can test out new RTO tactics to see how they affect your attendance rates week-over-week and month-over-month. Look for trends such as busier days compared to others and variations in office attendance among different teams. These insights will help you understand how employees utilize the workplace and allow you to optimize your RTO tactics accordingly. For example, you may discover that certain teams prefer to work in the office on less busy days, allowing you to encourage them to come in on those specific days.

Employees' Average Number of Days in Office vs. Working From Home

Focus on key performance indicators (KPIs) that provide valuable insights into the overall office attendance and the balance between in-office and remote work. By tracking the percentage of employees attending the office and comparing it to the average number of days spent working from home, you can assess the effectiveness of your RTO strategies.

This data will help you identify any gaps or areas for improvement, allowing you to make informed decisions and adjustments to optimize workplace attendance. By leveraging return-to-office analytics, you can continuously improve your RTO strategies, enhance workplace attendance, and create a more productive and engaging work environment. Tracking and analyzing office attendance data empowers you to make data-driven decisions, optimize resource allocation, and foster a positive workplace experience for your employees.

Remember, the key to successful RTO strategies lies in continuously monitoring and analyzing the data, adapting to changing circumstances, and prioritizing employee well-being and productivity.

Tracking Office Attendance

Managing employee attendance can be a challenging task, especially when it comes to ensuring compliance with Return to Office (RTO) policies. However, there are effective solutions available that can help you track and manage office attendance efficiently. By implementing a robust time and attendance system, you can reduce the administrative burden and mitigate the risks associated with non-compliance. Such a system allows you to accurately monitor employee arrival and departure times, ensuring that they are adhering to the RTO policies set by your organization.

There are several methods available to effectively track employee attendance in the office. Let's explore some solutions to ensure accurate and streamlined attendance management:

  1. Time and Attendance Software
    Invest in a reliable time and attendance software that allows employees to clock in and out electronically. This system automatically records the time and duration of their presence in the office, eliminating the need for manual record-keeping. It also provides accurate data for payroll calculations and generates comprehensive reports for management analysis.
  2. Biometric Time Clocks:
    Biometric time clocks use unique biological features like fingerprints, facial recognition, or iris scans to identify employees when they arrive and leave the office. This advanced technology ensures that attendance records are accurate, eliminates the possibility of buddy punching, and provides a high level of security.
  3. RFID Badges or Proximity Cards:
    RFID badges or proximity cards can be issued to employees to track their attendance. These cards are easily swiped or tapped on dedicated card readers located at entry and exit points. This method is convenient and minimizes manual errors in attendance tracking. By implementing these solutions, businesses can effectively track employee attendance, minimize time theft or buddy punching, and generate accurate reports for efficient payroll management.
  4. Mobile Apps:
    Implementing mobile attendance tracking apps enables employees to log their attendance using their smartphones. These apps use GPS and geolocation technologies to verify an employee's presence in the office location. They also provide flexibility for remote or field-based employees to track their attendance accurately.

PayClock Mobile App

To effectively track office attendance and ensure compliance with RTO policies for both exempt and non-exempt employees, we recommend utilizing the PayClock mobile app. This app is provided for free with the PayClock online employee time clock system, offering a flexible and seamless solution for time and attendance tracking.

PayClock offers a unified platform, streamlining time and attendance processes with precision, offering a cohesive solution to enhance compliance and efficiency. Real-time data synchronization ensures accurate attendance tracking across diverse work environments. With PayClock, accurate time punches are captured, ensuring seamless adherence to RTO guidelines and bolstering operational productivity. Automatic data consolidation from physical and mobile time clocks enables a comprehensive view of employee attendance, enriching decision-making processes.

The PayClock mobile app is compatible with Apple iOS smartphones, iPads, and Android devices, providing complete functionality for both employees and managers. Even employees working remotely or in the field can easily track their time using the app. Clocking in and out has never been easier, right from their smartphones.

Concerned about tracking employees in different locations? Don't worry. The PayClock app allows you to configure settings so that employees can only record punches if their smartphones have GPS location recording enabled. The GPS coordinates are then seamlessly sent to PayClock online, allowing you to review when and where employees clock in and out. The PayClock software even showcases the identification of the device, the geographic area of the employee's time punch, and the accuracy radius using Microsoft maps.

Customizable settings on PayClock ensure employees' location data is verifiable, enhancing accountability and supporting precise compliance with RTO policies.

For employees working at your facility, they can still use a Lathem physical time clock to record punches. The PayClock mobile app, online software, and time clocks work together to share data, ensuring accurate and accessible information.

The PayClock mobile app offers powerful tools for managers and administrators as well. With PayClock’s mobile app, managers can verify attendance and resolve discrepancies, ensuring a seamless RTO experience from any location.

Managers can easily manage and edit employee time cards, view in and out status, check benefit time totals, and approve or deny time-off requests with just a few clicks. Real-time management allows you to handle your workforce's time and attendance from anywhere, at any time, resulting in faster and easier payroll preparation.

Easier Tracking of Employee Attendance for Return to the Office Compliance

In conclusion, tracking office attendance and ensuring compliance with RTO policies is crucial for businesses in 2024. By utilizing a complete system like PayClock online software, time clocks and free mobile smartphone apps, companies can streamline time and attendance tracking, promote compliance, and empower their workforce with real-time management capabilities. This ultimately leads to improved productivity, enhanced company culture, and increased employee satisfaction.