Many businesses put resources into the HR department and procedures, but they can find it difficult to measure outcomes. Through automation and specialized human resource management software, companies can begin to place numbers on their workplace efficiencies. While most human resource management systems only cover portions of human resource processes, the best HRM systems deliver a comprehensive platform for all human capital needs. We’ve highlighted the following features that most HRM systems miss.
Talent acquisition is one of the core focus areas for any company looking to grow. From the time they enter the system, job applicants’ information needs to be easily accessible and clearly listed. Hiring managers can make interviews work for them and the candidate with easy scheduling procedures. An effective HR tool allows representatives to leave notes in the system about the interview and receive notifications regarding advancements of the candidate throughout the process. The HRMS should even generate appointment and offer letters and receive acknowledgment from candidates.
A proper human resource management system automates recruitment, making it easier for you to track documents, notes, and steps of the process. Because your employees are the fuel on which your organization runs, you need to be sure you’re getting an exceptional personality-job fit and person-organization fit. The problem is that the necessary steps to ensure these fits take time, and they can be difficult to perform for every candidate. To streamline areas such as position management, internal hiring, reference checks, and resume banking, your HR tool should automate these processes to optimize the time of HR employees, allowing them to focus on evaluating the personality of the candidate and whether they fit with the company.
While the people within your organization carry out the workflows, the company’s structure is what builds everything around them – the culture, the office, the departments, etc. Find an HRMS that allows your business to automate and manage core organizational structure functions.
From company logos and department titles to creating and editing policies, it should all be accessible and tracked via the HR software. Businesses should be able to post, edit, and view their ideal candidate credentials once a vacancy occurs, giving hiring managers things to look for in candidate interviews. Those evaluating candidates for a position can view desired criteria for the selected job, along with varying levels of expertise that can be expected at each level of the organization. Additionally, you can adjust payroll if extra resources are needed for those employees who deserve a raise. In an effective solution, you should be able to simply click on an employee profile and see a timeline of key dates including date of hire, training completions, promotions, key achievements, and more.
With changing company strategies and employee turnover, your policies and positions may have to adapt as well. An effective HR solution allows companies to modify policies in the system based on the department or location, with the option to activate or deactivate policies with the click of a button.
Defining your employees’ roles doesn’t start and end when they’re hired. Businesses need the ability to update their employees’ permissions and roles as they grow in the company. This provides clarity to other employees and their coworkers regarding which tasks they are able to perform and which ones they must refer to a supervisor. The elimination of ambiguity in the workplace reduces the number of unnecessary questions asked, leading to efficient communication and focused productivity.
Along with this, an HR solution should allow businesses to generate documents of interest – for themselves and for clients the employee may be working with. These include items such as eligibility status and emergency contact information, as well as portfolios and emergency contact. Producing a work history for a customer can show the quality of work the employee can deliver, giving them an idea of what to expect from the company. High expectations are good – but not if they’re unrealistic. This feature saves time for HR employees who would otherwise be sifting through piles of paper to find a specific document.
Having a proper system in place for leave management is imperative for a business’ workflow because an absence could affect different departments, projects, processes, etc. A system needs to be in place to see who is on vacation and when they’re available again – as well as who will be responsible for their work during this absence.
A proper leave management module gives businesses a platform on which they can manage the following activities:
- Varying shifts
- Office calendars
- Time-off requests
- Vacation time
- Absentee workflows
- Workplace closures
With these activities monitored and posted in the system, all employees have a central hub of communication for attendance-related activities, making it easy for them to operate. Additionally, the centralized nature of the posts allows management to receive all requests and notifications together for easy processing.
Time and Attendance
Track your employees to make sure they’re benefitting your business by being productive. An HRMS should automatically track times when employees are at work, so both managers and employees know when they’re engaged. Along with this, shift assignments and overtime tracking should be easily accessible, as well as algorithms to help businesses determine employees’ effective productive hours.
Notifications should be sent to employees upon changes in shifts and working hours, so they know when they’re supposed to be at the office – even when their office may be at their own residence. Due to the increasingly popularity of telework, an HRMS should include technology to track those working from home as well.
Employees will not flourish in your company without proper knowledge and information. That’s why a whole section of human resources software should be dedicated to employee training.
The system should allow employees to request for training, or a coordinator should be able to schedule training and send invites to those who are selected to participate. These invited individuals can indicate whether or not they plan to attend directly in the platform. Employee feedback is available on the training following the scheduled exercise, which will be traced back to participating employees’ attendance timelines.
Managers can view employee timelines to see if employees have attended training sessions – either required or unrequired – to improve their skillsets. Some industries, require certifications and degrees, or continuous learning requirements before assigning people to a specific task. A training management module is a good way to be sure your employees are staying up to date on their requirements.
A good HRMS system should support various types of performance management and evaluation processes. Whether it is a model based on Goals and Commitments, or a 360-degree evaluation, or KRA-based structure, a good HRMS’ should deliver to businesses a solution incorporating peers, co-workers, and managers into the evaluation process. These evaluations can be used to determine employees’ compensation, effectiveness, and contributions to the organization.
It is not only important to recognize your top performers, but also identify under-performing employees and support them with training or coaching to improve their value for the organization and this is where a good HRMS can play an important role. Employees that are profitable and score high on assessments – especially those that show personal growth from previous assessments – can also be compensated accordingly by managers.
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