Years ago, the HR departments had only option was an HR system if they wanted to keep electronic records on their employees. They had an HR system which is hosted on-site and accessible to a select few HR administrators. Fortunately, nowadays HR systems can be accessed securely by employees via the internet and are available in the cloud. This has extremely reduced the barriers to adoption, though many companies still manage their employees with a system of documents, spreadsheets, and post-it notes. So, how can the best HR Software benefit your company?
Effectiveness of Administration
It can become an administrative nightmare keeping track of basic employee information if you have got more than a few dozen people working for you and you have relied on a paper-based system solely. ‘Can I have a copy of my last 3 pay slips?’ and ‘How much holiday have I taken?’ such simple questions extremely time consuming. And, ultimately, this leads to reduced cost.
Yes, a good HR system will save you real money apart from the less tangible costs such as efficiency or productivity. For a company, a typical standard for the number of a full-time HR staff working is 1 HR professional per 100 employees. With the best HR Software, this ratio is approximately 1 HR professional per 140 employees that means 280 employees requires one less full-time member of staff in a company to manage their staff. Eventually, the reduced costs of tens of thousands of pounds result annually.
Access to Information
If you are depending on documents and spreadsheets to keep track of employee data, you may end up creating grain storage of information. You need to take into account the security and sensitivity of the data you hold. But this can be made by making it accessible to the right people through a central HR system you are allowing more people to make good use of the data you hold.
How can you prove that an employee was made aware of a particular policy or trained on how to use a particular piece of equipment in the event of a legal dispute? Email communication is okay but someone may claim any denying seeing an email. Today’s the best HR Software offer a read and accept facility that offers a paper trail. This not only shows that an employee was sent a particular message but that they also have accepted the contents of the communication.