Divya Shankar explores five signs that your small or medium-sized business is ready to introduce a people management system
It’s good business sense to use specially designed software to help you manage functions such as marketing and accountancy – so why wouldn’t you want to find a digital solution that’ll help you refine and automate your HR processes? Specialist HR software can also enable employees to take charge of some curcial HR tasks themselves – such as booking leave – giving you more time to focus on other business-critical tasks.
If you’ve faced any or all of the following five situations recently, it might be time to investigate how an HR system can help you manage people more efficiently.
1. You notice that a staff member is on leave only when they are unavailable when you need them, or you haven’t seen them in a week
Do you know when your employees are going on leave? And who authorised it? Is there a plan in place for the handling of their responsibilities in their absence?
An HR system can help you get a clearer picture of who is – and isn’t – available. It will give you advance notice of upcoming periods of leave, as well as provide calendars that show holidays and days off, so you know what each employee is doing and can reassign responsibilities accordingly.
2. An appraisal of an exemplary employee is overdue
Do you know when appraisals are due, and when staff need to go on training courses? Do resignations come out of the blue?
Staff management practices such as performance reviews, disciplinary procedures and training plans are a necessary part of a growing business. With HR software in place, you can access employee records without having to search through a million names on an Excel sheet or through a folder in a dusty cabinet. Everything is recorded and stored online – including information about upcoming appraisals and tasks – making it easier for you to keep on top of personal development.
3. Your company’s policies and procedures handbook is in a folder somewhere on your computer – but you can’t remember where
Where is your document library stored at the moment, and who has access to it? Do you know who has – and hasn’t – read essential company documents?
Cloud-based access to policies, contracts and staff records is pivotal to effective planning and decision-making. HR software can serve as a centralised system for document management and distribution, helping you to track which staff members have read and accepted key documents. Storing and accessing this information online is also better for the environment than relying on print outs.
4. You receive multiple HR reports in separate spreadsheets
Can you generate customised reports easily, or do you have to request information from your HR consultant first?
Collaborative reporting capability is an essential attribute of any good HR software system. With the right technology, there’ll be no more need for complex, confusing spreadsheets – all you’ll need to do is click a button, and the software will produce the reports for you straightaway.
5. You forget about updating your health and safety procedures – until an inspector arrives
Are you keeping up with the latest employment laws, rules and regulations?
Complying with industry regulations and standard governance practices is a crucial part of running an organisation well. HR software can help you to document the steps you’ve taken to comply with regulations, creating a digital trail that can be shared, reviewed and audited.
Divya Shankar writes for myhrtoolkit Limited, which develops HR software that specifically designed to help SMEs take their first step into the world of HR techology