Human resources departments are under new pressure in today’s workplace. Their goals are many: aligning with company goals, focusing on people, attracting, developing, and retaining the best and brightest talent, finding ways to be more strategic, building and promoting a company’s culture, improving employee engagement, and creating services and programs that appeal to multiple generations, including Baby Boomers, Millenials, and Gen X. HR departments must gather data, analyze it, and report on it—and they must comply with increasingly complicated regulatory requirements.
No matter how you slice it, HR departments have a lot on their plates, even without considering the day-to-day management tasks they must complete, including payroll, benefits administration, onboarding, tracking time and attendance, and performance. It’s not a surprise that HR departments often get a bad rap for not adding value to a company’s goals, or for not being strategic enough. Luckily there is technology that is changing everything.
Let Technology Make Your HR Department a Force to be Reckoned With
HR professionals quickly get sick of negative press, in part because they feel that those who don’t work in the industry can’t understand or appreciate everything they do for an organization. The best way out of this problem is to turn to an easy technological solution, like a Human Capital Management solution, many of which work hand in hand with document management systems (DMSs), designed for small and mid-sized organizations. Keep reading to learn more about these solutions, but first discover a few of the ways they can change the HR field.
Create Configurable Workflows, Reminders, Dashboards, and More
HR technology allows users to get to work, log in to their dashboard, and instantly get access all sorts of information. It can be configured by each employee and works to help their day flow without a hitch. Configurable workflows can reduce the time users spend searching paper files, calling clients or colleagues, and waiting for answers via email. HR software can work hand in hand with document management systems that provide the mobile, paperless solutions today’s workforce demands.
HR software allows users to concentrate on people and finding strategic solutions to issues. For example, an HR employee can set their employee engagement effort to automatically show who has a birthday this month, automatically send them notes, and even schedule delivery of birthday gifts. These small but meaningful gestures can greatly increase employee engagement and satisfaction. A user can also pull a report that shows employee compensation and performance ratings for the entire company or a specific department, which they can then analyze and use to share their concerns with the HR department head or even the CEO.
Self-Service Improves Productivity
Some companies are hesitant to put these powerful tools in the hands of every employee, but the reality is that they can increase both productivity and employee satisfaction. One of the most popular features is the option for employees to access their own pay-related, personal, and benefit data. They can even update certain information themselves, which frees up HR from having to spend hours a week updating addresses and phone numbers. Automated workflows also allow management to approve and complete administrative tasks in less time than ever before.
Impress Management with New Reports and Updated Data
HR professionals the world over know that compiling reports and data can take hours every week. A large part of the time-intensiveness of these tasks is caused by the need to pull data from numerous systems and then export it into Excel—and that’s all before HR manipulates it to get the report they need.
Now, thanks to DMS platforms, a single database can be used for a wide range of purposes. That database can be accessed 24 hours a day from anywhere an authorized user has internet access. Users can access updated and historical information and create point-in-time reports that include payroll, employee, benefit, talent, and a wide range of other data all by simply performing a few clicks.
Find a Wealth of HR Solutions on Document Management Systems
Most HR departments that haven’t embraced a paperless office are beset by complicated paper processes. They waste time and labor going through both personnel and corporate documents. The right DMS offers operational efficiencies that allow HR departments to instantly improve their organization. Offices that integrate a DMS into their operations see immediate returns on their investments, from responding to inquiries from employees and management more quickly, to creating a centralized electronic cabinet that allows for the storage of personnel documents.
A DMS like eFileCabinet also comes with built-in security that helps companies maintain compliance with everything from HIPPA to the IRS to Homeland Security. Role-based security makes it easy to provide needed access to authorized personnel, and business-critical HR data can be electronically stored in a simple, effective system that can be accessed from anywhere users have an internet connection.