Home Insights & Advice Manage your entire workforce: The five benefits of implementing HR Software

Manage your entire workforce: The five benefits of implementing HR Software

by John Saunders
16th Nov 21 3:25 pm

Managing a large organisation means dealing with many team members. Managing all of their needs, including holidays, training, absences and more, can be a challenge.

The best way to approach this is to create a HR department that has the skills to deal with issues such as holiday management, absence notation, payroll and much more.

Your HR team needs to be using the latest techniques and solutions to support your employees, and that means checking out trending HR software.

That’s because, in today’s digitally focused corporate landscape, there’s no excuse for businesses to still use manual techniques such as written notes.

Software technology can save you and your HR team time and effort, while streamlining the process of managing your staff and reducing friction within your organisation.

While it’s understandable that small businesses that aren’t in the technology niche might not be eager to embrace technology, HR software is a vital part of any modern business managing a medium to large workforce.

In light of this, we’ve compiled a list of the benefits of implementing an HR software system and how it could help you manage your entire workforce and lead to more successful HR management.

1. It allows you to keep record of employee attendance and performance

Implementing HR software makes it easier for human resources to keep track of valuable metrics and employee attendance over a specified time, plus you will no longer have to rely on word of mouth from managers to identify your most engaged and reliable employees. Considering that the employee engagement rate in the UK is 50%, it’s worthwhile to implement a system that can keep track of these levels and encourages employees to work towards or exceed them.

Performance management features record and summarise this information, allowing managers to obtain a complete picture of each employee’s strengths or skill gaps and assess an employee’s economic value to the business. Management can then use this information to prepare training and provide regular feedback; it could also be used for annual reviews and pay increases.

Using HR software will also make it easier for managers to spot which employees reach company goals fastest and most efficiently. Simply by looking at the data recorded by your chosen HR software, you can see which staff members are the most productive. You can then use this data to reward/promote individuals based on evidence, rather than feelings and opinions, by examining who you’re citing most.

2. It allows you to store sensitive information safely and minimises compliance risks

 Nostalgic are the days in which employee records were kept in filing cabinets; when you use HR software to store sensitive information, it’s stored within the cloud, and you can even password protect it to control who can view this information. With traditional methods such as folders and filing cabinets, it was hard to monitor who had access to sensitive data, which could easily be misplaced even when locked away. If you’d like to find out more about cloud security and how it’s become safer to store documents on a cloud server, as opposed to your computer hard drive, click the previous link for more information.

HR software also boasts features such as a digital trail that ensures compliance and recovery features that mean you can restore valuable information if your hardware is damaged. Features like these can benefit your business in the future, if ever your business is audited or if you need to defend yourself relating to a complaint made against you. Not to mention HR software helps to minimise compliance risks by automatically storing any information relating to regulations. It can also help provide insights on how to file required reports, so HR management can stay up to date and effortlessly manage compliance requirements.

3. It can help save the business time and money

Switching to HR software helps your business save time and money; it can also lead to larger companies downsizing their HR departments, translating to significant savings. This is because the software automatically completes mundane, repetitive tasks that HR is usually tasked with, such as booking holidays, scheduling performance meetings, and recording absence periods.

This frees up HR management hours as they aren’t wasting time looking up information on employees when they have software to do the job. This minimises the total number of hours worked per week and allows managers to focus on the more human elements of HR, meaning that more time can be spent resolving employee issues, creating incentive programs, and reaching out to employees in ways that make a healthier working environment.

4. It allows employees to manage parts of HR themselves

Many HR software providers boast self-service portal features, which enable employees to manage some HR processes themselves, such as requesting a holiday, reporting absences, and many more. Features like this help save HR managers time and promote good communication and approval processes, while reducing the likelihood of errors or communication gaps.

When you allow employees to access and have some degree of control over their own information, it can boost feelings of empowerment and engagement and avoid many different types of scheduling issues and conflicts. Software companies in the UK like myhrtoolkit can provide HR software with tools such as employee self-service. If this is something that appeals to you, use the previously mentioned link to obtain more information and a list of features designed to help with managing your entire workforce.

5. It helps to create more stringent hiring practices and helps you retain top talent

An effective HR software system can create more stringent hiring practices and also help you retain talented employees. Hiring and keeping the right employees makes all the difference to your business and having strict hiring practices can help get rid of the ones that drag these practices down. HR software systems allow you to store applicant information in one place, so you can onboard your staff, manage them and retain them easily and efficiently. You can build an employee profile, review their essential information, set reminders for reviews and more, all on one easy-to-use platform.

Furthermore, HR software can help managers register new starters on the payroll and check that they have read essential on-boarding documents and completed any relevant online training once someone has been appointed. You can also use HR software features, such as employee performance data, to ascertain how many vacancies you will need to advertise to fill a particular department. Looking at the employee productivity statistics will give you a realistic idea of the workload in that specific department and how many individuals will be required to fulfil the day-to-day duties that keep the department running.

Not only can HR software help you find new talent, but it also improves your chances of retaining your top talent. Through utilising system alerts, that will communicate which members of staff are performing well and which ones are under-achieving. Human resources then have an opportunity to liaise with the individual’s line manager and discuss the possibility of more training and development to help increase their skills. This will also make scheduling and recording performance reviews significantly easier and improve employee and management relations as employees will feel as though their work is valued and their needs are being looked after.

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