Adapting to Change
By nature, the Human Resources industry is all about change. HR is about taking the problems and issues facing a given company and ensuring they can be solved by improving relationships and communications within and adapting to changes in the global economy. Though the industry focuses on change, there are many outside influences and variables that will require a different type of change. HR managers and specialists who fail to adapt to the changes taking place throughout the industry will not only find it more difficult to do their jobs on a daily basis, but they can put the entire company at risk by wasting time (and potentially talent).
The greatest changes HR mangers and specialists will face have to do with technology and how employees or applicants work with that technology. Luckily, there are solutions that will not only allow you to adapt to any technological changes the future holds, but harness those changes to create a more profitable and streamlined workplace. Want to know how document management software will help you avoid future problems? Here is a quick list of things every HR manager must know.
What Are the Problems?
While there are myriad problems and issues HR departments will face in the next decade, they can all be grouped together in 5 primary categories.
- Attracting quality candidates. It’s obvious that all businesses want to hire great candidates. However, attracting the best requires planning, not luck. In order to attract top talent you need to offer new employees a streamlined, comfortable, and productive work environment. Technology makes it possible to order a pizza from your phone and stream movies on a bus; skilled and well-educated employees will expect the same ease of access they find on their phones or tablets within a new company. If your company doesn’t have a streamlined method of dealing with data, the great applicants will apply to companies that do.
- Retaining quality employees. Keeping great employees is equally as important as finding them. Few things can make a great employee’s life as miserable as wasting time on asinine, irrelevant, or pointless tasks. The best way to keep an employee engaged and productive is to keep them doing what they do best (whatever that might mean within a given company). Forcing them to wade through stacks of paperwork or scale countless towers of disorganized data in order to get to the files or projects they need to work on will be discouraging at best.
- Flexible Hours. While many jobs still require employees to show up between 8 and 5, those jobs are few and far between in today’s digital world. Since most businesses deal primarily in data (from accounting firms to advertising agencies), employees don’t always need to be in their chairs in a cubicle in order to perform their duties. If your company can’t accommodate individuals who are looking for flexible schedules, employee retention will suffer dramatically.
- Cooperation is necessary in every industry and at every level. Technological shifts will make it more important for employees from across the country to work together, but at the same time it will be more and more difficult when most employees work outside of a central office. HR managers are going to find it difficult to promote cooperation and collaboration if they can’t bring people together physically or digitally.
- Payment and Incentives. Everyone wants to get paid more. If you can’t afford to pay employees what they are worth or a competitive rate, they are going to look elsewhere. As technology changes and advances, any HR department that fails to harness new tools will lose time and money with archaic systems that require constant attention.
Solving the HR Problems before They Happen
Technology can’t change the applicant pool available or what the economy is doing around you. However, by using the right document management system you will find that all 5 of the previously addressed issues can become strengths instead of weaknesses, and here is how it will happen.
- A robust DMS like the one we offer at eFileCabinet makes documents, data, and information easy to access. For applicants familiar with an on-demand life they can take on the go, a DMS service will provide the same easy access to their work files and programs that they find with media on their phones. Whether it’s immediate access to a customer’s forms or a compiled list of personal records for HR staff, a DMS service will keep any HR department ready for the next decade.
- With a quality DMS in place, no employee will ever waste time shuffling through piles of paperwork or spend time on tasks they weren’t hired to do. At eFileCabinet, we provide a range of software options that allow you direct communications to other employees, centralized electronic cabinets for storing relevant documents, and paperless forms and documents that share compatibility across platforms and devices.
- Whether an employee wants to work from home in the evenings or needs direct access to employee files while traveling abroad, a DMS will provide an entire company (not just the HR department), with unparalleled flexibility. Remote access means improved efficiency. Enhanced security means less worrying about when and where files are accessed. And Cloud-based storage means everything is available no matter where an employee might be.
- A Cloud-based DMS provides the digital tools to help foster and enhance collaboration between employees, management, and customers. Much of HR involves fostering better communication. At eFileCabinet, our DMS allows you to send and receive any type of document or file safely and quickly, anywhere you need it to go. Messaging systems allow instant digital communication, and a unified document system means employees can share documents without fear of compatibility issues.
- Simply put, using a DMS will save your department and entire company time and money. While there is an initial investment required, it is just that—a beneficial investment. No lost documents, no compatibility problems, fewer calls to IT, instant access to vast quantities of data, and secure Cloud-based storage can save you anywhere from thousands to millions of dollars, depending on the size of your company.
For the average HR department, the next decade will be a difficult one to adjust to. Applicants and employees are going to demand certain tools and environments, technology will change, and the workplace itself will change as more and more people work from home or remote sites. But with a quality DMS, your department will have the tools to not only adapt to those changes, but thrive in them. Whether you are worried about talent management or employee acquisition, using a DMS will make the entire process simple, efficient, and cost-saving.