Human resource management is one of the essential parts of a business. If the HR of the company is not working in an efficient manner, this affects all the other departments of the company. This is the reason why streamlining the processes of the HR department is very important. This article will discuss some of the ways that the HR department can be streamlined.
2019’s human capital trends by Deloitte.
It is important to understand where the company has to direct its efforts in order to make an impact that is meaningful as well as cost effective. In order to understand this, Deloitte has organised the global human capital trends for the year 2019 into three major categories. The first is the ‘future of the workforce’ which deals with how an organisation should adapt to the forces restructuring the job as well as work design, the leadership and the open talent economy.
The second, titled ‘future of the organisation’ deals with how networks, teams and new approaches are helping businesses gain rewards while driving the business performance.
The third, titled ‘Future of HR’ deals with the challenges faced by HR personnel, the challenges that the company faces in redesigning its technological capabilities and how these challenges have led to a transformation in the HR department and across the entire company as well.
The future of HR:
The first thing that Deloitte says in the future of HR is the accessing of talent. Finding good employees has become a difficult task. The job market is very competitive, and the skill requirements of the organisation have undergone a rapid change.
The time has come for the organisation to start thinking about how they can continuously access talent in new ways. Some of the ways that this can be done are finding people in an alternate workforce.
Mobilization of the internal resources of the company and using technology for boosting the recruitment process.
It also says that cloud computing has achieved new heights in this technological world. Many organisations have spent a significant portion of their profits in making HR systems more personalized, engaging and data-driven. It is important to use the cloud-based systems with the other emerging technologies like Artificial Intelligence to complement the core systems of the HR department.
There are a lot of ways to streamline the HR process. Some of them are very easy to implement and can be done right away. Others take a lot of planning and investments. This article will discuss some of the best ways to streamline the HR process in a short time.
Learn How to Streamline your HR Process with Eight Process
- Eliminate use of Paper or Physical Documents
The only real problem with computers is that they make everything easier to print. The problems that are associated with papers and hard copy of files is that they are too many, and they take too much space. There are office buildings that have huge rooms just to store the hard copies of files and documents (most of which are not even opened more than once).
Another major problem with files is that it takes too long to search for them. In the office environment of today, there is not much need for paper. One of the best ways to streamline your HR process is to make your office paper-free. By making the company run in a paperless manner, you are not only saving a lot of space, but you are also making the time that it usually takes to search for files, almost zero.
Some of the advantages of going paperless are:
Increases the security of the documents and allows restrictions in access to the documents.
Saves a lot of time when it comes to retrieving the correct file.
Makes the files and documents portable and easier to share.
Gives you the complete information about an employee in one single place.
Updates and edits to the records are easy and do not involve wastage of paper.
- Employee Management with an Employee Self Service portal.
There are many companies out there where the employees completely rely on the HR for small information. Things like payslips leaves accumulated, leaves taken, and so on, are the things that keep the HR personnel occupied throughout the day. If the HR department is only answering questions the whole day, there is not much they can get done.
The answer to this problem is automation. By empowering your employees with an employee self-service portal, not only are you freeing the HR staff so that they can get some real work done, but you are also saving the time of your employees.
There are a lot of HR software suites out there that have advanced employee self-service portals. An employee can easily get information about his or her work times, their performance reports, and so on with just a click of the mouse.
Many companies also mandate that the employee records: like address, phone numbers and email information must be kept updated at all times. By allowing your employee to update these details themselves, you are saving everyone’s time and everyone’s money.
- Outsourcing Payroll
Taking care of the payroll of the employees of a company is a tedious task. Because of the complexities that are involved in maintaining the payroll of hundreds of employees, HR staff rarely have the time to do other jobs. It is in these situations that outsourcing of payrolls is the best thing to do.
By letting experts in finance deal with the payroll of your employees, you are freeing the time of the crucial HR staff. Outsourcing the maintenance of the payrolls of your company is a very beneficial thing to do considering that the software and the systems that you need to manage the payroll by yourself is going to be a huge investment. Besides, by outsourcing, you have expert analysis and guidance, just a phone call away. This will help you in getting quick answers.
- Cloud Computing
Cloud based computing is the hottest thing on the market now, especially for streamlining the HR process. It has taken over the domain of HR for all the right reasons. Cloud computing can do a lot of things for your company.
Firstly, you can automate the crucial HR activities like recruitment, payroll management, performance management and so on. All the data of your company is stored securely on the cloud. This means that even if somehow the computers in your office suddenly stop working, your data will still be safe. Because the data is stored in the cloud, you can access the data on the go from your mobile device too.
Using internet connection, you can access your data. Maintaining the cloud service will also not be something that you have to deal with. This will help your company save valuable time as well as money.
- Automate Inter Department Communication
One of the latest offerings in technology for the HR department is automating communication. The Human resources department has to have effective communication with all the employees of the company.
Though Emails are the norm for communication, times are changing. People are using instant messaging apps for their personal communication, and now these have also ventured into the business sector.
There are a lot of instant messaging apps that have been developed for the purpose of business. These apps have advanced features that let the HR staff to broadcast important updates to the employees of the company. Also, these apps have reminder features that allow the employees to finish HR-related work on time.
- Shared services model.
Adopting a model that is based on shared services is another way to streamline the internal HR processes of a company. This is ideal for the medium sized and the large sized companies. This model allows the company to slim down the function of the HR and make the HR staff focus on high level strategies for the company instead of just day to day routine work.
Many of the fortune 500 companies have now adopted a shared service model for these very reasons. In a shared services model, you are essentially providing the corporate services that are required from a centralized unit. Meaning, the routine HR related administration is available at a single central place. This can include all the services like recruiting, training and payroll.
Some of the advantages of a shared service model are:
▪ Reduces the number of personnel that are required to carry out the HR work.
▪ Increases efficiency of the HR department by reducing and eliminating redundancies in providing services.
▪ It reduces the charges of accommodation because the responsibilities are shared and not specific.
- Web-Based Recruitment Process
There are some studies that say that it takes almost three months to recruit one person for the company. Though the primary task of the HR department is recruiting, three months is a very long time in today’s standards. There is a lot of scope in implementing web-based requirement process for any company.
When combined with going paperless, this can help you streamline the HR process of your company in a much more efficient way. There is a lot of data that is to be considered while hiring a person if all the data of the applicants are fed into an online system, everything becomes easier. You can easily sort through the applicants based on your parameters for hiring. HR staff will no longer have to scrutinize hundreds of resumes on a daily basis.
- Centralization of the HR Processes
A large company that has multiple branches has a problem. What is considered as the human resources department is not a single department where all the employees come and sit in a single room. The HR department of a large company is staggered. There are a few officers in every branch of the company. These offices, located within the respective branches, function as a single entity. They are the go-to for the HR related work for that particular branch.
Some of the advantages of centralization of the HR functions are:
▪ Eliminating redundancies in work related matters.
▪ A blanket policy and procedure can be adopted instead of the existing system where there might be different rules and regulations in each branch.
There are multiple other ways to streamline your HR process. You can start with using electronic forms and automating most frequent and repetitive processes for a more consistent HR management. Check out above eight tips we covered in this article to start with streamlining HR processes. Do let us know in comment how these strategies have helped you in streamline your HR Process.