Last Updated on August 30, 2023 by bhakti
HR processes are critical to business operations. Employee records must be created and maintained, information about company benefits must be provided, and compliance issues must be monitored. Additionally, HR professionals are responsible for assisting with hiring, candidate screening, talent management, contributing to company strategy and more.
Typically, HR professionals spend a disproportionately high amount of their time on tedious tasks like data entry and employee file maintenance. Communication requirements for answering employee questions as well as reaching out to get current information based on expiring documents or training requirements can also pull their attention away from more important tasks.
Many businesses think that these delays and requirements are unavoidable, classifying them as simply being a cost of doing business. But, it is possible to streamline HR operations to help save both time and money. The company just needs to invest in update HR software solutions that are designed to relieve unnecessary burdens from individuals through sophisticated automation and properly controlled employee access.
To help you on your way to a more efficient system, here are four steps to help you on your journey.
1. Extract to Eliminate Data Entry
Instead of dedicating time and resources to tedious data entry tasks, automated HR tools based on the latest software platforms can take information directly from employee documents and import the details into the system. For example, employee passport images can be uploaded, and the key information can be scanned by the software and input into the proper files and data fields automatically.
That means there is no need to hand enter information like employee names, dates of birth, or ID numbers. Even their expiry date can be uploaded automatically, ensuring you have the records you need to maintain compliance. Additionally, it can limit the likelihood of errors created by simple mistakes that can occur when the information is entered by hand.
2. Involve Employees
Sophisticated HR platforms allow your HR professionals to delegate certain tasks to the employees themselves. Simple email invites can be sent to your workers prompting them to enter new information and complete necessary updates. Additionally, permanent web-portals can provide employees access to portions of their files for their own management.
For example, team members can be emailed when critical documents are about to expire, and employees can manage their own address changes if they move. Each employee can only access information based on the permissions given. So, unlike with Excel file formats, workers will only see the details you want them to see, and can only change the fields to which you allow them editing access.
This eliminates more data entry duties from your HR professionals, allowing them to focus on more important goals and tasks.
3. Integrate Benefits
Full-service HR solutions also integrate benefits information and administration. When employees want details about their benefits, they can again refer to a web-portal to get the information they need. That means fewer phone calls to HR to get answers to common questions about health insurance, time off, and more. Employees can also have access to a convenient mobile app, allowing them to review information about their health insurance policy from anywhere.
Additionally, employees can update their benefits details without having to go through HR. For example, if an employee adds a new dependent to their family, this information can be updated within the web-portal. This helps ensure changes are made quickly without having to interrupt regular HR operations.
4. Streamlined Leave Requests
Managing leave requests on paper is simply inefficient. Each has to be reviewed by an HR professional, and the data must be properly recorded. Then, supervisors must be notified, and staffing shortages must be addressed.
But, by embracing today’s HR software technologies, leave requests can be submitted through the web-portal by the employees themselves. Then, HR team members and applicable employee supervisors can be made aware of the leave request automatically based on specific system settings. That means everyone involved in the notification and approval process will be notified in a timely fashion, and appropriate considerations or adjustments can be made as necessary.
By eliminating a vast amount of data entry traditionally managed by HR employees, these professionals can focus on tasks that are more valuable to your business. Additionally, all required parties can be automatically informed whenever key documents are about to expire, or specific updates must be made.
Additionally, by putting more control into the hands of your employees, you also empower them to manage their needs more effectively. This can increase worker satisfaction and even improve overall productivity. And, by making information regarding employee benefits more accessible, workers can get the information they need without having to interrupt HR employees to do so.
Overall, these approaches ensure your HR professionals are using their time more effectively, which increases their level of productivity, all without having to sacrifice any level of service. And that means your business can actually save money and time by investing in an HR solution designed to use today’s technology to your company’s advantage.