See how Paperwork bring stagnation in your HR Processes

Paperwork is the main reason for glitches in HR processes

See how Paperwork bring stagnation in your HR Processes

Manual Paperwork – it used to be the core element of organizations, but now it’s become more of a blister and nuisance, with an ample of HR valuable time wasted in hounding it around, as many their of their HR processes are driven by authorization and sanctions. Unfortunately, it’s not always comfortable for smaller organizations to dispense with it, but nowadays efficient and cost-effective Cloud-based HRMS systems can certainly provide esteemed relief to HR people in Organization. Let’s look at a couple of examples below 

See how Paperwork bring stagnation in your HR Processes

Leave authorization forms

There is no need for generating these forms in today's tech-savvy world. Vacations are a legitimate entitlement. The only limitations being the number of days for leave and if there are any other special circumstances, such as two particular people of similar department cannot be away at the similar time, if two weeks is the maximum vacation that can be taken at any one single time, or if company's seasonal operations do not permit at certain times of the year.

By using ESS, employees can book their vacations, and their attendance chart will automatically update accordingly. The amount of time off in working hours will be set up with a reducing balance, company rules and policies taken into account, team diaries kept up-to-minute, and it’s very natural to see if anyone in organization attempt to take too much time off while working hours. Even you will be able to check if employees of your organization aren’t taking the amount of vacation that they ought to. Not only gives you the power to control the whole operation without hundreds of pieces of paper, but you are also proposing a sense of trust and support in your employees, which is extremely desirable

Authority to recruit

Nearly all companies are much high-strung about hiring and recruitment, and the standard way this is dispensed with is to collect as many sanctions and approval signatures as possible, ranging in weight from the hiring manager of the company to the managing director of the organization. In fact, if a job opening occurs, the vacancy exists in the current year headcount which has already received Organization Board approval. The pay range for that particular post is already set in the approved salary budget, so unless there are any significant changes in organization, it seems very logical that an HR or finance person can verify that the opening is in headcount and within budget for it to proceed further.

There are many HR processes that we cannot eliminate or discard, and this is where automated workflows come to the rescue for HR department. Workflows are the automation of an organization process, in part or whole, during which information, documents or tasks, and roles are passed from one participant of the company to another for action, according to a set of procedural rules and regulations. Automated workflows can be set up either in system admin or by users. For Instance, An activity – such as confirming a change of address, or updating bank details – can be done using Employee self-service and, once the new data has been entered, routed to other recipient or recipients for consent or forwarding for further sanctions.

Unfinished approvals will show up as outstanding in the recipient’s Email or within system inbox, so there is null possibility of such activities getting buried in a physical tray and being delayed because of negligence. We see a great number of payroll queries arise from timesheets and OT forms not being approved before the said time for the period pay cut-off, so there is potential scope for saving time as well.

Performance management System

That one particular activity that can unquestionably benefit from automated workflow and Employee self-service is that of Performance Management. Every company has its own way of dealing with this  HR processes, from yearly appraisals to more accurate and frequent reviews of employees. The components and criteria vary and will include, review targets measured through various stages of achievement from “not started” to “target met”, continuous performance assessment ratings, 360-degree scores of employees, developmental and artistic milestones and even highlighting of any skills gaps to be addressed if required. Keeping this online via your system will save writing up numerous forms, and organize the information and data for you so that you can use your HR system to give organizational as well as departmental and individual overviews.

Managing Absenteeism.

Another frequent problem is the pile of unprocessed and delayed Self-Certification forms sitting in a corner of the Human Resource office, which actually means any real-time absence reports are inaccurate and not trustworthy. This can be easily managed with by the employee completing the information online on the system, uploading any supporting documentation if needed and then forwarding for authorization and sanction purpose to the relevant manager of that particular department. By this way, the data & information is always available on the employee’s record and productive time lost to sickness naturally escalated to payroll, depending on how the flow needs to be set up to complete HR processes.

Ease Organizational Analytics

To manage this particular selection and choice of paper-intensive activities, I would add in Organisation analytics and charts. These analytics and charts are often been farmed out to administrative areas of the company to maintain on an open-ended basis, either by departmentally – where the proper blend of presentations and formats make it impossible to merge into a global view – or by centrally when the job roles become more complex due to delays in recommending changes.

Your HR system will produce organization charts on demand, either sectional or global, and these are automatically updated with changes in information/data. They can be available to all approved users via the self-service system, eventually freeing up administrative resources for more appropriate tasks.

As an HR you should try to review your current paper process flows, and decide where you can make improvements to ease your processes; HRMS software can liberate you from the barriers, problems, time-wasting, and delays associated with paper, so start using HRMS now it now!