As an HR professional, your day-to-day responsibilities can include everything from recruiting candidates, to onboarding them when they become new employees, to ensuring that everyone gets paid, and in your “spare” time, keeping up with the mountain of compliance that relates to the previous activities.
But, really, spending time on those tasks just scratches the surface of what you do every day. You also have to work to improve employee engagement and retention across the company. Unfortunately, those tedious administrative tasks can get in the way of your ability to focus on big picture strategies or connecting with employees in a more meaningful way. But there’s a light at the end of the tunnel (and, no, it’s not an oncoming train!). The answer to getting a handle on your task list begins and ends with getting the right human resources solution to help automate those manual HR activities.
Here are five ways a human resources solution can help you (and your teams) regain that valuable time.
1. Improve Employee Data Management
Using manual “solutions” such as spreadsheets and handwritten files to manage your employee data can quickly turn into an administrative catastrophe. Trying to manually manage this information not only increases the likelihood of human error, but also can expose your company to compliance risk. And if you’re using software that requires you to switch between multiple products and enter the same data into disconnected databases, how can you be 100% sure that the same information is correctly entered every time? Using a fully integrated human resources platform can help ensure that you never again have to import files multiple times or re-key data across multiple products.
2. Increase Employee Engagement
More than 70% of U.S. employees indicate that they’re not engaged in their jobs, so having tools in place to help keep them connected is key. An integrated human resources management solution is a great way to improve employee engagement and have a positive impact on recruiting and retention. Performance management tools can help you track and evaluate employee development. When you work with your employees to create and track goals and objectives, you can help make them feel valued as they develop a pathway to a successful career with your company.
3. Keep Private Employee Data Secure
HR databases have become a profitable hunting ground for hackers. Think about all of the personal data yours hold: Social Security numbers, bank account numbers, check stubs, and home and family information. Failing to prevent this information from falling into the wrong hands – by using paper files and unsecure spreadsheets – can prove costly. The best human resources system should provide you with tight security measures, including being hosted in the cloud, requiring multi-factor authentication and providing solid data encryption (just to name a few) to help keep your employee data out of harm’s way.
4. HR Data Analytics and Metrics
More and more strategic HR departments are using the large amount of data they have at hand to identify and solve common business challenges such as minimizing turnover, reining in overtime and managing headcount. Having that data at your fingertips can help you and your team make more thoroughly informed decisions. For example, when looking at your data, you see that turnover in a certain department is considerably higher than the rest of the company. Once you recognize there’s an issue, you can determine if the turnover is a result of poor management, lack of employee engagement, or something else. Then, you can work toward a solution and measure your results to not only show that you’re helping to improve retention but also having a positive impact on your bottom line. Meetings with the C-suite are show, don’t tell. When you come armed with data and an action plan, you show the true value your HR department brings to the table.
5. Reduce Compliance Risks
Compliance is a never-ending challenge for HR, and with the number of regulations and audits seemingly increasing every day, it’s important to stay on your toes. For example, if you’re audited did you know that not having I-9 forms for all of your employees can warrant a penalty of up to $16,000… per violation? Instead of a file drawer stuffed with paper, having a cloud-based human resources solution gives you access to documents anywhere and at any time, so providing I-9s, W-4s and other compliance and tax documents to an auditor is simple.
Paycor has hosted hundreds of user groups, conducted countless personal interviews, and facilitated group conversations with HR leaders. What we’ve consistently heard over the years is that many HR teams spend nearly three-quarters of their day toiling over inefficient administrative tasks, some still paper-based. If you want to make a difference in your HR department (and your company), you have to work with an HR solution that will streamline and simplify your process, letting you focus on strategy and making a positive impact on your company’s bottom line.
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