12 Must-Use Digital Tools for HR Departments
Over the years, the role of the Human Resources (HR) department has undergone a significant transformation. In addition to recruiting and onboarding new employees, HR professionals now also handle employee benefits and ensure compliance with labor laws and regulations - all critical components to an organization's success.
However, with the rise of digital technologies, the HR landscape is rapidly changing. Incorporating digital tools in HR processes can help manage work more efficiently and effectively. These tools include applicant tracking systems, payroll software, employee engagement applications, and performance management platforms. This blog highlights various digital tools that can streamline your HR processes and help your department stay ahead of the curve.
What are digital HR tools?
Employee information system
Implementing a centralized employee information system can streamline your human resources department and improve overall efficiency. In addition, this system allows you to consolidate all employee data into a single location, reducing the risk of lost data or manual entry errors. Once uploaded, the system automatically checks and balances the data, providing greater accuracy and reliability. Additionally, routine backups of the system ensure data security and preservation. Investing in an employee information system can help streamline your HR processes and save valuable time and resources.
Hiring is expensive! And yet, many organizations recruit new staff frequently for many reasons, such as employee resignations, skills gaps, compensation issues, etc. Using HR software enables human resource departments and hiring managers to set clear goals for what they expect from a candidate to avoid misunderstandings. The software also allows hiring managers to monitor the application and interview process closely in real-time to prevent future disputes.
With thousands of employees and hundreds of teams working from different locations, organizations find it challenging to manage documentation. A vast majority of business processes rely on paper to complete the documentation, which not only consumes more time but also accounts for higher costs and ineffectiveness. On the other hand, online signature makers streamline document workflows, eliminating redundant and time-consuming tasks and reducing costs associated with paper-based processes. DrySign, one of the leading e-signature solutions, provides 128-bit secure eSignatures that comply with e-signature laws, such as Electronic Signatures in Global and National Commerce (ESIGN) Act and the Uniform Electronic Transactions Act (UETA).
Applicant tracking software gives businesses a real-time, 360-degree view of their talent acquisition process. By utilizing a more personalized and multichannel approach, organizations can effectively hire the right candidates at the right time. This software enables companies to create a highly collaborative interview process that is accessible on any device. By streamlining the hiring process, businesses can reduce time-to-hire and improve the overall candidate experience, giving them a competitive advantage in today's job market by improving recruitment efficiency.
Employee onboarding is a critical component of the hiring process, as it can be overwhelming for new hires to transition into their new roles. Fortunately, employee onboarding applications provide a smooth and efficient onboarding experience, making the process as seamless as possible. With this tool, employees can access all the necessary resources they need to get started with the job - company policies, training modules, benefits information, and more. In addition, human resource teams can send all necessary forms digitally, enabling new hires to finish the onboarding process effortlessly. In a nutshell, employee onboarding tools help hiring managers provide an elevated onboarding experience to new hires, making them feel empowered and supported from day one.
When an employee exits an organization, ensuring a smooth and positive offboarding process is crucial. Employee offboarding tools help companies wrap up loose ends, transition responsibilities, and ensure the departing employee feels valued and appreciated. HR professionals can use offboarding applications to process and record employee terminations, conduct exit interviews, and manage company assets. The finance department can delist departing employees from the payroll database and handle final payments. Additionally, managers can oversee the handover of company assets, ensuring that nothing is lost or overlooked. In summary, employee offboarding tools can help companies maintain positive relationships with departing employees while also streamlining the offboarding process.
Tracking employee time and attendance is a critical component of workforce management. Accurate and timely timesheet management is essential for various reasons – from ensuring compliance with labor laws to accurately billing clients for services rendered. Yet, despite its importance, timesheet management can be a challenging and time-consuming task.
Timesheet management software solutions are designed to automate and streamline the process of tracking employee time and attendance, making it easier for organizations to manage their workforce more effectively.
However, timesheet management applications are not a one-size-fits-all solution. The right application for your organization will depend on various factors, such as the size of your workforce, the industry, and your business needs. Imagine cutting down on countless hours your managers spend going through employee timesheets and verifying working hours – it can be a lifesaver.
Approving employee time off can be cumbersome if your organization still relies on paper-based processes. For instance, you can quickly lose the time off requests that come to your desk on paper. Likewise, losing track is easier if you manage the time-off summary through emails. On the other hand, an automated leave management system enables you to streamline the time off requests on a priority basis, keep track of the process, and approve or decline them on time. Moreover, you can also verify if the employee has enough leave balance to qualify for leave.
Effective training is a critical component of any organization's success. From instructing new employees to developing the skills of existing staff, training helps ensure employees have the knowledge and tools they need to do their jobs well. However, managing training can be complex and time-consuming, especially for organizations with large workforces or those located at multiple sites. Training management applications automate and streamline the process of managing employee training, making it easier for organizations to ensure that their employees have the skills they need to succeed. These applications keep employees engaged and motivated with dynamic training programs that cater to their unique performance trends. Organizations can also gather constructive feedback from trainees to analyze and measure the effectiveness of their training programs.
Attendance management is a critical component of workforce management. It involves tracking employee attendance, managing leave requests, and ensuring compliance with labor laws and company policies. However, manual attendance management processes are exceptionally time-consuming and prone to errors, particularly for organizations with large workforces. Attendance management applications automate and streamline employee attendance, making it easier for organizations to track employee time and attendance and manage their workforce effectively. These applications help organizations avoid human errors and data loss by easily integrating with biometric devices, payroll systems, and physical time clocks. In addition, attendance management systems allow businesses to configure unique time schedules, workweeks, week-offs, and holiday lists depending on their business requirements.
Performance management system
Performance management is crucial for the growth of any organization. However, updating employee performance reviews can be time-consuming and tedious for HR managers. Neglecting this task can hinder an organization's growth. A performance management system can help streamline the process by creating feedback forms, analyzing employee behavior, monitoring what works best for their teams, and developing new strategies to help employees thrive in the workplace. By leveraging a performance management system, decision-makers can gain insights into what works well and identify areas for improvement, leading to a more productive and engaged workforce.
Today, employees expect organizations to be transparent in sharing employment data with them. Employee self-service applications offer intuitive, self-service capabilities to organizations, enabling them to organize, engage, and satisfy the digital needs of their global workforce with ease. This self-service tool streamlines various tasks, including training, networking, and organizational charting, making it easier for both employees and employers to manage work-related activities.
Using digital tools in HR can improve efficiency, accuracy, and employee satisfaction. With the adoption of these tools, HR departments can better manage talent, develop skills, and create a more positive workplace culture. The rapid adoption of digital applications has transformed how HR departments function, making them more efficient and effective in supporting the organization's goals. As we evolve in the digital age, HR departments must stay updated with the latest tools and technologies to remain competitive and successfully manage talent.
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DISCLAIMER: The information on this site is for general information purposes only and is not intended to serve as legal advice. Laws governing the subject matter may change quickly, and Exela cannot guarantee that all the information on this site is current or correct. Should you have specific legal questions about any of the information on this site, you should consult with a licensed attorney in your area.