Monitoring and managing employee absenteeism during the summer

  • By Peter Griggs
  • 24 May, 2016

Summer has arrived and it’s the time of year when unplanned absence might be on the increase among your employees. Whilst the majority of staff illness will be genuine, popular sporting events such as the Euros, Wimbledon and Olympic Games, coupled with good weather could encourage some employees to push their luck and ‘pull a sickie’. In this blog post we’ll look at monitoring employee attendance so you can identify patterns and introduce processes to manage it.

The true cost of unplanned absence

According to  government research  , 140 million working days are lost each year to sickness and cost businesses £9 billion in sick pay. Unplanned absence can have a significant impact on productivity and profitability, especially within small organisations. Large amounts of absenteeism can also affect the morale within an organisation.

Monitoring employee attendance

For any absence policy to be effective, it’s vital to have accurate measurement in place as it’s impossible to manage absenteeism if you don’t measure it.

Most payroll and HR systems allow you to enter employee sick days, such as  Opera 3 Payroll & HR  . Recording your employee sick days accurately means the data is easily accessible for analysis. If you’re an Opera 3 user, you can export your data into Microsoft Excel using  Pegasus XRL  . This makes it easy to sort your attendance data and create graphs to highlight trends.

Analysing and tackling employee attendance

If you’ve recorded employee sick days in an accurate manner, you can then begin to analyse them to identify trends, discover possible reasons for absence and detect employees who have significantly higher absence levels than others.

Where should you start? Some key factors to look at are:

  • Day of the week  – Does your organisation see a higher rate of unplanned absence on Mondays or Fridays?
  • Previous absence  – Do any of your employees have long term medical illnesses which have resulted in a number of sick days? If so, perhaps you should look at introducing a private health care scheme to help employees get the treatment they need for a quicker recovery and return to work.
  • Type of illness  – Make sure you conduct a return to work interview and record the illnesses your employees are suffering from to help highlight recurring trends. For example, if several employees have reported stomach bugs and cold/flu symptoms then it could highlight issues with workplace hygiene. Remind your employees about the spread of infection and look for new cleaners if necessary. Whereas, if a high level of stress related sick days are recorded you might want to think about introducing a policy to address the work-life balance, such as flexible working.
  • Department  – If absenteeism is higher in particular departments compared with others it could highlight issues with motivation or management within that department. In this instance you could look at conducting employee surveys to uncover the deeper reasons behind the sick days.
  • Popular events  – Was there a big World Cup football match on late last night that could have resulted in some sleepy heads this morning?
  • Weather  – Was it the hottest day of the year? Some employees might see this as a good chance to hit the beach or beer garden!

Learn more about  Opera 3 Payroll & HR  and its capability for monitoring and managing employee attendance.

By Peter Griggs 18 Aug, 2017

Cloud computing has seen huge growth over the past few years and is revolutionising the way businesses operate. Whilst many businesses have jumped on board with the new technology, there are still a lot out there who are dubious about the business benefits of moving to the cloud and have concerns about its use. We have taken a look at some of the common myths and concerns surrounding cloud computing and aim to address these.

Myth one: Cloud computing is new

Many think the cloud still needs to evolve before it is ready for full scale use, but believe it or not, cloud computing is now reaching maturity and is continuing to grow year-on-year. Cloud adoption rates in the UK reached a staggering 84% in 2016. It isn’t a new phenomenon or fad; cloud computing is here to stay.

Myth two: Cloud computing is not secure

There is a common misconception that by moving to the cloud you are opening up your sensitive data for the world to see. In fact, 49% of IT decision makers have security concerns when it comes to cloud computing. In truth, many large security breaches in recent times have been on premise rather than in the cloud. Cloud hosting companies employ state of the art security measures to ensure data is safe – firewalls, intrusion detection systems and encryption systems to name a few.

Myth three: Cloud computing is only for tech companies

There is a belief that technologies like cloud computing are only for tech companies and “not for us”. In reality, cloud computing can benefit any type of business, big or small. You’ve been using cloud computing for personal use at home without realising and you’re not a large, multinational tech company are you. When you check your email or use online banking you are using the cloud.

Myth four: It is hassle to migrate

Moving to the cloud couldn’t be easier, especially if you’re using a provider like Pegasus. We would manage the migration for you so you would have peace of mind and a seamless transition to the cloud with minimal downtime.

Myth five: The cloud will give me less control

By moving your business into the cloud you are not giving up control. In reality you are equipping yourself with more control as you will be able to access your business information and run your business anytime and anywhere (with an internet connection).

Myth six: It’s unreliable, I’ll lose my data

You can rest assured that no data will be lost through cloud computing. This is because regular backups are performed by the server provider so your data can be fully recovered in the event of a disaster. Ask yourself truthfully, how often do you currently perform a full manual backup of your data?

Myth seven: The cloud is expensive

It is often thought that with technology comes cost and that is definitely untrue. Cloud computing is flexible and can cost as little or as much as you want. It’s fully scalable so you can add to it as your business grows and often you can pay monthly to ease the financial burden. Under our latest offer you can test drive Pegasus Business Cloud completely free for three months and save 35% if you sign up after the trial ends.

Myth eight: Cloud computing will need too much maintenance

Relax! The beauty of cloud computing is the cloud provider takes care of all maintenance needed. You won’t need to worry about backups, software upgrades or equipment maintenance as they are all taken care of so you can get on with running your business.

Whilst cloud computing is growing at an increasing rate each year, a large number of businesses do still have genuine concerns, which are intensified by the many myths surrounding cloud computing. Hopefully our blog has helped to address some of these myths and reassure you on the benefits of cloud computing.

To learn more about cloud computing, or to discuss your requirements, please contact our friendly team today.

By Peter Griggs 10 Aug, 2017

Faced with economic volatility, ever-increasing customer demands and a necessity to do more for less, wholesale and distribution businesses are in for a rough ride. The most successful players in the wholesale and distribution sector find that margins and customer service come together to create business excellence. For businesses still searching for this winning combination, a good place to start is by looking at the systems which underpin the business to help them increase efficiencies while improving customer service. When it comes to business systems, integration is key. Linking up various and often very different business processes and functions to provide full visibility into not only all parts of the business, but into all stages of the customer journey. For example, integrating sales, purchasing and stock control can automate delivery of customer orders while ensuring effective stock management. This enables a faster, more accurate and consistent response to demand for certain products, improving customer satisfaction. It also delivers a greater level of control over pricing and margins and a firmer grasp on the management of the supply chain as a whole.

One of our customers, Bell Lighting, a leading manufacturer and supplier of light sources and fixtures to the electrical wholesale industry, invested in a new warehousing system to sit alongside their Opera 3 platform. By implementing a barcoding solution to enhance picking and packing across the warehouse, Bell Lighting increased efficiencies and boosted order fulfilment across the board. The barcoding system automates the entire picking process, from PO creation through to labelling and dispatch, showing what’s being picked, at what time and by whom. This increased level of visibility led to vastly improved inventory levels and reduced the number of missed deliveries to zero, which for a business with 1200 different SKUs, which processes approximately 300 POs each day, is no mean feat.

It’s not only through supply chain management that warehousing and distribution businesses can make a real difference to margins and customer service levels. The right CRM tools again integrate with the rest of the business, providing a clear line of sight of the customer from prospect stage right through to taking delivery of items. By never losing sight of a customer, businesses can ensure they never miss an opportunity to proactively manage the customer relationship, boosting customer satisfaction levels, greatly increasing the longevity of customer relationships, and ultimately paving the way for future business growth.

For wholesale and distribution businesses to increase efficiencies and customer service levels, investing in robust, scalable business solutions is a must. It’s only with such systems in place that organisations can have access to the comprehensive, business-wide information that’s key to underpinning the right business decisions, ensuring profitable margins. These very same systems also bring process automation, helping to improve accuracy and delivering real efficiency while guaranteeing optimum levels of customer satisfaction. For businesses looking to lead the way it really should be a case of all systems go, with wise investments today ensuring success for the future.

For more information on how o-a-sys can help your wholesale and distribution business, email

By Peter Griggs 26 Jul, 2017

The rise of mobile and cloud technology has made the possibility of flexible working a reality for many businesses and their employees, who would have once needed to be at their desks in order to get the job done. Cloud software and technological developments mean that employees really can now be anywhere and get on with their job as efficiently as if they were at their desk, as long as there is an internet connection. With this in mind, we have taken a closer look at some of the pros and cons of flexible working from the employer point of view.

Pros of flexible working for employers

1. More motivated employees

2. Greater efficiency if staff are working instead of commuting

3. Reduced turnover of valued staff

4. Lower absenteeism rates

5. Looks good for you as an employer – putting employees first

6. People can work when they feel most productive, even if this is outside the 9-5 hours

7. Attract talented workforce to whom flexible working is appealing

8. Promotes a diverse workforce

Cons of flexible working for employers:

1. Arranging group meetings can become difficult

2. Trust required

3. Disjointed projects can occur

4. Some people may take advantage

5. Disgruntled employees who need to be office based

6. May become difficult to monitor performance

7. Communication breakdown may occur

When it comes to flexible working, there are many pros and cons but ultimately your business structure will determine if flexible working will truly benefit your organisation. Some employees might be needed in the office for meetings and to communicate regularly with other departments, whereas other employees might be fine to adopt a flexible approach. However, whatever your structure, technological developments have certainly made it possible to work anytime, anywhere.

For more information about how cloud software can help you adopt a flexible approach, or to learn how it could benefit your business, take a look at Pegasus Business Cloud .

By Peter Griggs 18 Jul, 2017

With continually squeezed margins resulting in the ever-present need to do more with less, set against a backdrop of ongoing economic and political uncertainty, the manufacturing sector is facing some of its toughest times. In spite of this, the pressure is still on to capitalise on growth opportunities wherever possible, proactively pursuing new avenues to steal that all-important march on the competition.

Without a doubt, effective IT systems are a key enabler of growth, but where larger, less agile manufacturers may struggle to change course to chart new waters, SMEs are often in a stronger position to capitalise on growth opportunities, unencumbered as they are by restrictive legacy systems. But, with smaller IT budgets to work with, the benefit of being legacy-free can be somewhat curtailed by the pressure to make the right IT investment first time. SMEs not only need to invest in the right capabilities, but also to ensure they’re investing in capabilities that will work with what they’ve already spent money on. For example, there’s no point investing in a CRM system with a view to boosting service levels if it’s not integrated with wider business processes. Simply bolting on ill-considered solutions will only serve to add another level of complexity to operations, rather than adding value.

Many SMEs have found that having a single, integrated system in place to support all areas of the business is far more practical and cost-efficient than investing in a series of process-specific systems and solutions. A single solution that sits across the business, drawing in information from all departments and areas, is a much more effective way of improving processes. This ability to offer up-to-date information about precisely what’s happening means that such solutions deliver the levels of visibility and insight that manufacturers need in order to grow.

With a robust, scalable platform in place integrating all systems and processes across the entire operation manufacturers can pursue growth, adding new capabilities as and when required. Take Bell Lighting, a leading manufacturer and supplier of light sources and fixtures to the electrical wholesale industry: having experienced rapid growth in a relatively short time, Bell Lighting recognised the need to invest in infrastructure to support this expansion. With an incumbent Opera 3 deployment already bringing together all key areas of the business, it made sense to add to it and extend its reach with the addition of a new warehouse system. Not only has the new solution boosted efficiency in the warehouse, but the fact that it’s linked to all other processes via Opera 3 has resulted in improved visibility throughout the organisation. So, by automating the entire picking process (from PO through to labelling and dispatch), showing what’s being picked and by whom, it adds a whole new level of visibility for Bell Lighting, improving accuracy, efficiency and ultimately enhancing customer service levels.

By taking a step-by-step approach, with a focus on effectively gathering and using timely, accurate business information, manufacturers can optimise basic processes while benefiting from the levels of control and visibility that are necessary for growth. Incorporating seemingly mundane yet vital functions into business-wide IT systems enables a manufacturer to build a comprehensive picture of their operation and processes, with precise data at their fingertips. It’s only with this level of insight and control that manufacturers can expect faster, more effective decision-making, increased agility and, ultimately, continued growth.

By Peter Griggs 28 Jun, 2017

When it comes to running your business, the question is not why move to the cloud, but when? More and more businesses are moving to cloud based accounting systems and the reason is simple. In fact, there are ten of them:

1. Security

All your data is backed up in the cloud regularly so you can rest assured your sensitive data is accessible should the worst happen.

2. Flexibility

As long as you have an internet connection you can work anywhere, anytime. On the train, in the hotel, on the beach and yes, even in the bar!

3. Accuracy

Paper systems are time consuming and are notorious for errors. By moving online you can quickly and easily correct mistakes, and stop them occurring in the first place.

4. Up-to-date software

Cloud based software is updated by the server provider so no more “upgrade software” pop ups and lengthy downtime needed. You’ll always be working on the newest, most efficient release.

5. Ditch the paper

Paper takes up a lot of room! Moving to cloud based software means you can ditch the paper once and for all and clear your desk at the same time. Plus it’s better for the environment.

6. Scalable

Cloud based accounting software is scalable so you can add applications and users easily and quickly as your business grows.

7. Share information easily

With cloud based accounting software you can share information and reports with key employees across your business easily to improve visibility and speed up decision making.

8. Virus protection

You don’t need to worry about a thing when it comes to anti-virus protection as it’s all covered by the cloud server provider. Plus, they are so hot on security that you can rest assured you’ll be covered by the best protection out there.

9. Reduce total cost of ownership

No local servers are needed and there is no need to invest in hardware.

10. Flexible payment

No large upfront costs are needed; you can pay monthly with manageable monthly repayments. For a limited time you can try  Pegasus Business Cloud   absolutely free for three months! What’s more if you decide to sign up after your trial you’ll save 35% (terms and conditions apply).

When you look at the benefits of moving to cloud based accounting software it seems a no brainer. So, the question is when are you making the move?  Contact us  for more information about Pegasus Business Cloud and Opera 3.

Join the o-a-sys team on Wednesday 5th July at Wye to see how you can build your software and learn more about cloud computing and protecting your software from cyber crime. For more details and to book your free places visit our events page

By Peter Griggs 07 Jun, 2017

Cyber-attacks are becoming increasingly common, with some very high profile cases hitting the news recently proving that almost any organisation large or small is at risk. In fact, research by Symantec found that 75% of businesses have suffered some form of cyber-attack in the past year. When you’ve got highly sensitive business data locked away, the consequences of it falling into the wrong hands or becoming inaccessible can be dire. Let’s look at some of the key steps every business should be taking to protect themselves from cyber-crime and viruses.

    1) Set strong passwords

    It goes without saying that you should never share your passwords or use any personal data such as names, addresses or important dates. Strong passwords typically contain 8-10 characters and contain a mix of letters, numbers and at least one capital letter. You should also consider refreshing your passwords every 90 days.

    2) Put up a firewall

    Firewalls protect your entire network by controlling the traffic that comes in and out of your business. They’re an essential for any business large or small.

    3) Install anti-virus protection

    Should an unwanted visitor be able to access your network, anti-virus and anti-malware software will offer some protection to your devices.

    4) Update software regularly

    There is little point investing in top of the range technology if you are not going to maintain it. Regular updates should be performed to make sure it’s security protection is up-to-date and ready to protect you from the most recent viruses and cyber threats.

    5) Secure mobile devices

    Many businesses now rely on employees working remotely on their laptops, tablets and mobile phones. This is great for flexible working but poses a significant security threat if they get lost or stolen. A simple but effective step is to encrypt your devices so the data can only be read if the correct password is entered.

    6) Perform data back-ups regularly

    If you lose your data, you’re in big trouble. Performing regular backups will help ease the impact if you were to lose your data. Backups should be performed at least once a week to an external hard drive or the cloud. If you’re using cloud based software like Pegasus Business Cloud this is done automatically by the cloud server provider for ease and extra peace of mind. matters.

    7) Remind your employees of internet dangers

    It’s easy for unsuspecting employees to click on dubious links in emails without knowing they were harmless, and before you know it, the majority of your organisation has been struck down by a nasty virus. It doesn’t hurt to send out reminder emails to staff from time-to-time recapping the dangers of clicking on links from unknown sources. Your IT department will thank you for it.

Unfortunately in today’s climate, you are never going to eliminate the risk of cyber-attacks completely, as even the largest of organisations have found recently. However by implementing some of the above steps you are making every effort to proactively manage the risk. Setting strong passwords, implementing firewalls, staying on top of updates, educating employees and regularly backing up your data are very simple, yet effective steps for keeping your business safe.

Join the o-a-sys team and J & J Systems UK Limited on Wednesday 5th July at Legoland Windsor as we discuss Pegasus Software and Cyber Crime. For more information and to book your places visit

By Peter Griggs 03 May, 2017

In today’s ever changing business environment, businesses need to be one step ahead of the competition at all times. That means staying on top of technology and turning business data into usable information, known as business intelligence. Business intelligence can be a valuable addition to any business strategy to drive growth; not only can it aid decision making, but it can improve productivity and ROI too. How can business intelligence help grow your organisation?

    1) Make faster and more confident decisions

    In days gone by, individual departments within a business would record and store data making it difficult and time consuming to collate information across the business and make decisions. By the time a decision was made, the situation would most likely have changed. Business intelligence software helps you stay one step ahead by allowing you to access to real-time graphs and spreadsheets, giving you complete visibility of the entire organisation in one place. This means you can make up-to-the minute decisions confidently and quickly.

    2) Satisfied customers and better customer retention

    You think you know your customers, but do you really? Do you know what products they buy and when they buy them? How long does it take them to reach the purchase decision and what other products do they look at? How often do they return to re-purchase from you and what challenges are they facing as a business? Business intelligence software will ensure you know your customers inside out giving you an insight into their patterns and behaviour, so you can offer the best products and service to retain them.

    3) Plan for the future and be proactive

    Businesses always have, and always will, face uncertainty about the future. This is particularly topical at the moment with Brexit underway. Business intelligence can help minimise the risk of uncertainty by giving you an insight into how your business has performed historically. It can help you take proactive actions to predict and manage changes and reduce the impact any changes have on your business.

    4) Empower employees

    Don’t keep information hidden away for only the top management to see. If business data is accessible for everyone to see and use it can help them make more insightful decisions from the “shop floor” which can have huge benefits for the overall success of an organisation. Plus, it’ll empower and motivate your employees are drive productivity in the longer term.

    5) Make the data you need

    The beauty of business intelligence software is you can access the exact information you want, when you need it. No more guess work or hours crunching the numbers. A well implemented business intelligence solution will give you the ability to correlate your data how it suits you, and share it easily with other employees and managers across your business.

    6) Save time

    One of the simplest, yet biggest benefits of a good business intelligence solution is the time saving it can offer. Inputting data can be an arduous and costly task, especially in time and cash strapped organisations. Business intelligence software can generate reports at the click of a button where most of the leg work has already been done so you can focus your time where it really matters.

Do you think your organisation could benefit from some of the above? Maybe it’s time to think about investing in a new business intelligence solution? Opera 3 has award-winning  business intelligence   ,functionality which can provide valuable insight for your business.  Contact us   ,to learn more and to discuss your requirements.

By Peter Griggs 03 Apr, 2017

As a business in the 21st century you are up against constant pressure to operate efficiently and competitively, and technology advancements like the cloud have made it achievable. With 48% of SME’s set to increase spending on cloud services this year, we take a look at 7 reasons why you should consider moving your accounting practices to the cloud.

1. Security

Believe it or not, accessing data in the cloud is far safer than accessing your data on premise. Cloud server providers invest in the strictest physical and digital security processes, more than any business can usually afford in house. Plus, by accessing data online you’re eliminating the risk of storing sensitive information on your device which becomes open to all if it’s lost or stolen.

2. Flexibility

One of the biggest benefits of cloud is the flexibility it brings. You are no longer tied to your desk and can access your data wherever you are at the click of a button, as long as you have an internet connection. This is ideal for businesses that are constantly on the go.

3. Cost savings

Moving to the cloud can actually bring you cost savings as you don’t need to pay large fees upfront for software, or pay for users that you don’t know if you’ll need a year or so down the line. Cloud based software is scalable and can easily be upgraded as and when you need. Software and security upgrades can also be managed easily by the server provider so you don’t need to experience lengthy downtime or the inconvenience of running them yourself. Plus you no longer need your own in-house servers which could save you thousands.

4. Routine back-ups

Back-ups are done routinely as a matter of course, reducing your risk of data loss from human errors and system failures. Plus, it’s a big job that is passed over to someone else, freeing up your time so you can focus on running your business.

5. Real-time information

To run your business efficiently it’s important you have accurate information at your fingertips when you need it. Cloud technology gives you just that, real-time information at the click of a button so you can make smarter business decisions, even when you’re away from your desk.

5. Keep up with the competition

The market is changing at a fast pace and if you don’t move with the times then your competitors will. Can you afford not to adopt cloud based accounting software?

5. Free up your hard-drive

With cloud technology everything is stored online so you don’t actually need to install software onto your system, freeing up space on your systems for everything else you need to run your business.

These advantages are some of the many reasons why 48% of SME’s are looking to increase spending on cloud based accounting software this year. If your business is looking to increase productivity, efficiency and flexibility then a move to cloud based software could be what you need.

Replacing an on-premise solution with the cloud removes a host of associated direct and indirect costs with a simple, single monthly subscription fee. When comparing ongoing on-premise against cloud, they can look comparable at first but the real savings are from looking at your indirect costs as well which include. 

By Peter Griggs 03 Mar, 2017

The 2016/17 payroll year end ends on 5 April 2017 which means it’s almost time to process your year end, a busy time for any business running a payroll. The introduction of RTI back in 2013 made the process much simpler, but it can still be an understandably daunting task for some. Here at Pegasus we’re with you every step of the way to help things run smoothly, so let’s go through the key steps and dates for your diary.

Send your final FPS and/or EPS by 5th April 2017

You should send your final Full Payment Submission (FPS) on or before your employees last payday before the tax year ends on 5th April. If you don’t send your FPS by 5th April 2017 it’ll be classed as a late submission but HMRC will actually accept them until 19th April 2017. After this date they’ll no longer be accepted and you will need to send an Earlier Year Update submission (EYU) instead which highlights the difference between your last submitted report and the final figures for the 2016/17 tax year.If you need to send an Employer Payment Summary (EPS) then you should send this by the 19th April 2017. If you make submissions after this date you may be charged a penalty of £100 per 50 employees for each month your report is late.

Update employee records to transfer payroll into new tax year – as soon as possible

A large, but essential, task is updating the payroll records for every employee working for you on or before 6 April 2017 (throughout the tax year), regardless of how much you pay them or whether they have now left the business. You’ll need to prepare a payroll record, identify the correct tax code to use for them in the new tax year and enter it into your payroll software. The tax code increases are as follows for the 2017/18 tax year commencing 6th April 2017:

  • Employees with L based tax code – increase by 50 points
  • Emergency tax code will be 1150L wk/mnth 1
  • Employees with an M suffice tax code – increase by 55 points
  • Employees with an N suffice tax code – increase by 45 points

HMRC may send you tax code notices for individual employees. If this happens then you should overrule the standard increase values.

  • P9T form – HMRC will send you a P9T form highlighting any employees that need a new tax code.
  • P9X form – this will contain general changes for any employees whose tax code ends in an L.

For new employees, use the information provided on their P60 from their previous employer.

For employees who pay Scottish rate of Income Tax, make sure they are set as being a Scottish taxpayer.

Update your payroll software – as soon as possible

It’s important to update your software so you’re using the new rates and thresholds for the new tax year on 6 April 2017.For Opera 3 the updated software also includes a new advanced payments and deductions list that can assist with gender pay gap reporting.. If you’re using a Pegasus payroll solution it’s easy, and your fully trained Pegasus partner can guide you on this.

Give your employees a P60 by 31st May 2017

A P60 outlines everything you have paid your employees throughout the tax year, along with any deductions, and should be given to every employee by 31st May 2017.

Report expenses and benefits by 6th July 2017

If you’ve paid employees any expenses through your payroll then you’ll need to tell HMRC about these via a P11D submission. The P11D will show HMRC how much Class 1A National Insurance you owe – which must be paid by 22nd July 2017. Take a look at the Pegasus P11D Organiser for help with this.

For further advice on running your payroll year end take a look at the guidance information on the  HMRC website  or call the o-a-sys team on 01233 812050.

By Peter Griggs 08 Feb, 2017
A recent survey by   Strategy Analytics   predicted that the total global mobile workforce will rise to a staggering 1.87 billion by 2022, a figure which equates to 42.5% of the total workforce. The spread of good Wi-Fi access and increasing levels of 4G coverage, combined with rapid advances in mobile technology, have resulted in mobile working becoming a reality for more and more businesses out there. In fact, a 2014 survey by Office Angels found that one third of workers think that commuting to work will be unheard of by 2036, suggesting that mobile working is very much the way forward.

With ‘mobile working’ once restricted to email and phone calls, the rise of enterprise applications especially over the last 12 months has led to more businesses embracing mobile working in its true form, changing the way they operate, increasing efficiencies and enabling employees to work remotely without any compromise to performance.

One area where new solutions are doing away with unnecessary complexities is payroll. With the right solution in place, organisations can provide employees with remote access to their payroll-related information such as personal data, pension information, holiday entitlement, payslips and P60s. Not only can employees access this data on the go via a mobile device or web browser, but the capability is there to edit their own information too. This remote, ‘self-service’ access for employees takes the pressure off busy payroll teams by eliminating payslip printing and postage and the extra admin involved, as well as the time it takes to respond to employee enquiries. With employees responsible for their own data entry, there’s also less margin for error as no re-keying of data is required, which is often where mistakes occur. What results is a faster, more efficient service provided to all employees, and a payroll team which has to spend less time on admin, leaving them more time to focus on value-add activities.  

A different area of the business that can benefit from mobile solutions is sales. The time lapse that occurs between taking an order while visiting a customer and the actual placement of the order with head office can lead to delays in fulfilment and even cancelled orders if the required items are not in stock. But the capability now exists to place orders instantly via a mobile device while with the customer.  

Mobile apps are available with a live link to the back-office order processing system so that sales orders can be placed instantly, including taking the customer’s signature, without the usual delays in orders being submitted to HQ. The sales person can check stock levels and the customer’s account status, including customer-specific pricing; they can also suggest alternatives for out-of-stock items and showcase additional products. This minimises the possibility of orders being cancelled due to stock unavailability and can add extra value to a sale. Working in this way also reduces admin time for sales people, allowing them to spend more time on the road pursuing further orders. The sales cycle is shortened, with order updates readily available every step of the way, increasing efficiencies for the business and improving the overall experience for the customer too.
Another area that can be significantly enhanced by remote access is employee timesheets. Regardless of their location, employees can use an online application that creates a smooth workflow for the completion, submission and authorisation of timesheets and automates their inclusion into the payroll run. This means there’s no need for the payroll team to import numerous spreadsheet-based timesheets for every payroll run, again greatly reducing the time spent on admin and the margin for error.  

The business world is playing catch-up to the increasingly powerful, intuitive and useful consumer mobile apps that are part of our everyday lives, developing enterprise solutions which create much-needed business efficiencies. As more and more businesses recognise the many and varied benefits that true mobile working can bring, these enterprise solutions will only improve further still. Exciting times ahead, so watch this space.  

More information on remote access to   payroll information ,   mobile sales order submission   and   remote timesheet entry .

To find out how Pegasus Software can help increase your mobile working capability, contact enquiries .
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