How does your workplace you keep track of staff that come & go during the day?

posted 1 year ago in Career
Post # 31
Member
2047 posts
Buzzing bee
  • Wedding: March 2019

Do you have company cell phones? Just have their office phone calls forwarded to their cell phones when they don’t answer. When I traveled a lot for work, this is what I did. That way I was able to take all of my calls. 

Otherwise I suggest using a messanger. Whether skype, or office or whatever, using an IM system should be fairly easy. 

Last but not least, just forward the calls to their office. If they are not in voicemail should pick it up. 

Post # 32
Member
1264 posts
Bumble bee
  • Wedding: May 2018

We use a computer system (sharepoint?) where the home page of everyone’s computer displays the vacation schedule (basically notice of anyone not working their normal hours).

We also have signs on each of our cubes/doors that says “In the office” and you flip it over at the end of the day so it says “Out of office”

Post # 33
Member
5534 posts
Bee Keeper
  • Wedding: July 2018

Charliejeorge :  We don’t track people who come and go throughout the day. I really don’t see how a “logging in system” would help as people could be ‘in’ but away from their desk for various reasons.   I don’t think it is unprofessional if I was to ring someone and a colleague told me they were away from their desk and simply took a message.  I experience this multiple times a day, either through me calling people or taking calls that come to our office.  I just assume the person is busy in a meeting or talking through something with a colleague.  

I’m in the UK and we are quite advanced compared to the US when it comes to agile working so attendance really doesn’t equal productivity.  No one blinks twice if someone is out of the office.  If most people are in and out of the office they should use cellphones and reception can just pass those along.

Post # 34
Member
289 posts
Helper bee

Charliejeorge :  We don’t track, haven’t in any organisation I’ve worked in. That is such a weird concept to me! You should trust your employees, or get new ones! It is 100% professional to try to transfer the call – if they are out and you don’t have a cisco / skype system / similar to put it through to their laptop, then it should go to voicemail. If anything, I’d invest in a better communications system, then you can see who’s online / away from their desk and direct people as needed? Does anyone do flexible working? 

Post # 37
Member
5534 posts
Bee Keeper
  • Wedding: July 2018

Charliejeorge :  in most cases if it’s an important enough query the client will follow up the phone call with an email and then they will receive an out of office which directs them to their next point of call. I have worked in some very large corporations and I’ve never experienced receptionists being up to date with the various vacations or personal days of staff. 

Post # 38
Member
125 posts
Blushing bee

At my workplace there are around 15 clinical staff and 10 admin staff. The admin staff have access to the full staff schedule, so they know who is in each day, and they can see when someone is off and how long for. The clinical staff have access to the schedules of everyone in their team. We each just have a paper printout of the shifts for that month, which works well for us because we are not a large team. 

We also have a magnet board as pp’s have described so that we know when people have gone out for lunch or patient visits, but that is mainly for fire safety purposes, so we know who is in the building at any given time.

Post # 40
Member
2179 posts
Buzzing bee
  • Wedding: July 2018

I work in a relatively small office and people are often out for a couple days or all week in the field.  When working in the office, it’s a pretty chill environment and people will step out whenever for lunch, errands, etc.

We have a staff schedule Excel document that is available for everyone to see and update that shows the field schedule.  It is kept on the network server that everyone can access from their computer.  This works really well.

We also have an office manager / receptionist who makes all the hotel reservations, etc and knows where everyone is.  And if someone who is working in the office that day steps out for more than a standard lunch break, we generally tell her.

Post # 41
Member
6635 posts
Bee Keeper

Just curious–are you trying to track exactly when anyone won’t be at their desk at all? As in when they go to the bathroom, out for lunch or to grab a coffee, etc. or just when they won’t be in the office for a day or more? Half and full days out should be recorded on a calendar, but short breaks??

I can’t imagine having to notify someone of my bathroom breaks or quick treks to another building to get a question answered. Why can’t the people answering the phones tell the caller they will happily put them through to Jim Smith’s voice mail or connect them with a salesperson who is immediately available, as the caller prefers? What happens when someone is at their desk, but on another call? 

I’ve worked in large and small companies and never been tracked in the manner you are describing. 

Post # 43
Member
6635 posts
Bee Keeper

Charliejeorge :  I bet if you tell people that the assumption is that they are always available via cell phone unless their calendar states otherwise they will get much better about blocking off PTO, comp time, etc. 

Key card access is the most accurate means of knowing who is or is not on premises. If the building is actually on fire or otherwise evacuated who is going to grab a white board on their way out the door? 

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