After several months of scouting around and deliberation, you have finally decided on a particular human resource management system. Several months in, the entire human resource management system is finally fully implemented and ready to be used. However, in order to fully reap the benefits of the human resource management system, you and your HR department need to know how to fully maximise the system.
More often than not, companies expect the system to do the entire HR work for them. After all, that is what the whole purpose of human resource management system is meant to be right? However, if you do not put in much thought into maximising its benefits, then your human resource management system is simply as good as a white elephant.
Investing in a human resource management system for your organisation is no doubt a costly venture. Here are some tips to ensure that you are making the most out of your human resource management system investment.
Ensure that your employees know literally everything about the system
System training typically comes together with the implementation of a new human resource management system. Most employers would send their HR employees to one or two training sessions and expect them to learn everything they need to know about the human resource management system. The truth is, your employees are likely to remember little of what is taught in the training. At the very most, they will only remember the parts that are relevant to their daily work. Instead, give your employees some time to play around with the system and find out how they are using the human resource management system. This might allow both you and your employees to discover alternative ways to use the human resource management system to enhance certain HR processes.
Integrate the human resource management system wherever possible
Human resource management system often includes features that can be easily integrated with other platforms, such as accounting platforms, e-leave systems or payroll systems. Integrating your human resource management system into various platforms can allow you to further enhance the effectiveness of your human resource management system. Additionally, this would allow you to generate more comprehensive reports.
Make your human resource management system user-friendly
Make your human resource management system user-centric, intuitive and engaging for yourself and your employees. Not only does this improve productivity by reducing the amount of time employees spend completing tasks on the system, it makes them feel more satisfied with the efficiency of the system as well. Additionally, seek regular feedback from your employees on the user friendliness of the human resource management system. After all, your human resource management system is meant to improve the lives of your employees and enhance productivity.
Automate tasks that can be automated
Most employees would typically fall back on systems or processes that have been in place for years. Given that they are already familiar with a certain process, they might be more resistant to change and would rather work harder than adjust to using the human resource management system. However, you should do the initial approach or delegating a human resource management system project manager to make the necessary changes to automate manual HR processes. This can then further maximise your human resource management system investment and save your organisation labour hours as well.
Purchasing a new technology is definitely not cheap. If you want to justify your new investment in a human resource management system, then you definitely need to know how to make the most out of your human resource management system investment!
With the plethora of technology tools in the market today that are designed to help businesses, it is no surprise that HR will jump on the bandwagon. There are numerous benefits that tech tools can bring about to HR processes – automating administrative tasks, integrating multiple HR processes onto a single platform, syncing leave applications and claims with payroll software – the advantages are endless.
That being said, there are numerous types of HR tech tools which every organisation should invest in for the HR professionals. Here are just some of them.
Human Resource Information System (HRIS)
Given that HR is responsible for a massive amount of data, such as employees’ records, payroll information, leave applications and so on, HRIS in short is a one-stop platform for all the key HR processes. It helps HR professionals to store, organise and track important information. At the same time, most of these HRIS software allows HR professionals to generate in-depth reports for people analytics or even audit purposes.
Online payroll software
Payroll can be an arduous task, especially when HR has to process payroll for hundreds of employees, taking into account their work hours, allowances, taxes and so on. This monthly process can be significantly simplified with an online payroll system that is linked to the organisation’s HRIS. An online payroll software can help to automatically calculate employees’ pay, taking into account any other allowances or deductions. At the same time, it can be directly disbursed into employees’ bank account and generate online payslips.
Online leave management
Using paper leave tracking to keep track of employees’ leave applications would mean that the HR has to spend hours sifting through these tracking lists from the managers to spot discrepancies and inaccuracies before approving. This would mean reducing the number of hours in which one can spend working on company initiatives that can focus on employee engagement. A leave tracking software can help HR and managers to track leave application requests and make approvals in seconds. It is a straightforward and transparent process
Online claims management
Every employee has claims to do every month and it is bound to create truckloads of paperwork for HR with all the receipts and reimbursements. Providing an online claims software allows employees to easily upload their claims online for processing and helps them to keep track of their monthly claims as well. Concurrently, an online claims software can be directly linked to payroll software, allowing claims to be reimbursed directly into employees’ bank account.
eTimesheets
This is particularly useful if HR has to manage hundreds of workers who work in shifts or work remotely. Hardcopy timesheets can be difficult to track, whereby HR professionals have to manually input the work hours each employee has clocked in. At the same time, these timesheets risk being lost in the mountains of paperwork. eTimesheets allow employees to easily update their work hours online regardless of where they are based. Concurrently, it can easily be synced to HR’s HRIS system, allow both managers and HR to track employee’s attendance and link it to the payroll software.
As technology advances, HR should also stay ahead of the game and stay abreast of technology changes. This goes a long way in retaining and upskilling the workforce. At the same time, it helps to HR to work efficiently and productively in the long run.