Posted By Amal

Do I Need A Fleet Or An Employee Management System?

Our world is definitely technology driven, with that being said, we’re certain by now that technology is the key for businesses success. Integrating technology into businesses strategies is the ultimate guarantee to its success. Many companies, however, still lack knowledge about the difference between a fleet and an employee management system. In order for them to know which system they need to integrate into their systems, they first need to get familiar with both.

A fleet management system is a vehicle tracking system that comprises of an electronic device installed in vehicles connected to specific software to enable owners to track the vehicle’s location and collect relevant information. On the other hand, an employee management system is a human resources information system for managing the staff data within an organization. Indeed, each of the systems tackles very specific organizational needs. So, organizations need to fully examine and understand their needs in order to choose the system that best serves & meets their requirements.

Let’s begin with the employee management system or what so called human resource information system which is a system that organizations integrate to fully automate processes relate to their employees.

Historically, human resources management system has been developed since the 1980’s, which was a very basic application that helped organizations organize data. However, today it has developed much more and became so sophisticated that it covered all sorts of human resources information processes. Employee management system is used for tracking employees, evaluating performance, managing attendance, compensation and payrolls etc..

Companies that utilize an employee management system are usually seeking a solution that enable them to streamline their processes, have a clear analysis about internal and external employees where can be easily previewed on comprehensive reports, obtain accurate information, save time and money, elevate productivity, reduce errors etc. This system allows more room for management to focus on running their business instead of wasting time on tracking their employees.

Organizations must ask themselves: “why do I need an employee management system?” before implementing it. Implementing an employee management system will enable organizations to:

1.      Organize information about everyone in the organization and outside in order to increase productivity: where is the exact location of a certain employee, how much time he/she spent at that location, the amount they’re paid, the overtime hours etc…

2Easily accessing and having all data in one place: all information about employees is found in one place on a single dashboard which can be accessible at all time from anywhere in the world.

3. Optimizing workload and streamlining tasks: employers can track employees and see their exact locations which help employers streamline assigning tasks in a better way

4. Have clear and accurate information: having accurate data like how much time the employee have spent at the client’s help optimizing working hours inside the organization.

5. Automate everything that can be automated: automate payroll calculations and save both time and money as well as reduce errors that occur during the process. Saving time enables the team focus on growing the business.

6. Increase security: protect important data from being lost as it can be securely saved on a cloud.

7. Maintain the safety of the employees and their well being: in case of emergencies, the employer knows exactly where to send help & as fast as possible.

Indeed, a reliable employee management system will grant organizations significant results as employers will be able to know who is working on what and how much time is spend performing that particular task as well as employees’ break time. When organizations are fully aware of how employees are spending their work hours, they can help them organize their time more efficiently. With the right system, organizations will be able to integrate many tools within a single system like Tragging’s Where’s My Staff for example and save themselves the trouble of acquiring many systems. When finally deciding to implement a human resources information system, organizations have to examine their options and choose a system that meets their needs in order to fulfill its goals & achieve growth & success.

On the other hand, organizations that find themselves in need to fulfill these factors must purse a fleet management system:

  1. Increase productivity: by sending the right vehicle to the right client at the right time. Employers can identify the exact location the vehicle due to the GPS tracking device attached to the vehicle and can direct them to the most suitable client which increases productivity. Fleet management system enables you to analyze the driver’s behavior (whether they are over-speeding or displaying any reckless behavior) which enables managers to take right actions regarding the matter to help maintain his employees’ safety.
  2. Minimize impact on the environment: a fleet management system can determine how much fuel is consumed, if the vehicle is working properly & whether or not it’s causing more air pollution. Thus managers could get a grip on how to handle this issue to reduce environmental impact.
  3. Increase efficiency of employees: by tracking the vehicles, drivers will not engage in reckless habits & could not involve in false claims as everything is monitored.
  4. Reduce fuel bills: by having drivers comply with speed limits & stick to designated paths.
  5. Reduce maintenance costs: this system notifies when it’s time for maintenance in order to minimize expenses and save money.

In order to meet the requirements of the organization, the organization’s management has to be fully aware and understand their needs before integrating one of the following systems. Understanding their needs will help them choose the right and most suitable management system that would ensure their success and help them reduce costs at the same time.

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