HR’s administrative functions are time-consuming and labor-intensive when they’re paper-based or rely on technology like Excel spreadsheets, shared drives and other software that can’t share data with other systems. Replacing paper processes with digital workflows results in streamlined functions that range from recruiting and onboarding to performance reviews.
Key areas where office automation has an impact
Replacing paper processes with automation means increased efficiency in processes that range from recruiting and onboarding to separation. Workflows that improve communication between HR, managers, and employees contribute. This is a brief overview of some of the functions where digitization with a document management system has a significant impact.
1. Serving remote employees
Your HR team can also check on the status of activities like performance review completion from anywhere and on any device. So, these processes never stall because someone is working from home.
2. Employee records management
When HR releases information, like a new employee handbook, document management software makes distribution easier and provides an audit trail that confirms receipt. In addition, electronic forms and digital signature capability make obtaining all employee sign-offs faster, easier and more cost-effective.
Now that most recruiting takes place online, speedy responses are important if you want to hire top talent. A document management system sends resumes to the right person for initial review and sends a notification of their arrival by populating a task list or via email. Then qualifying resumes can be sent to the correct hiring manager quickly. Internal electronic resume distribution ensures that everyone who will be interviewing a job applicant has access to the information. An automated process is consistent and repeatable and creates an audit trail of all hiring activities.
The first three months a new employee spends at an organization often determines how quickly the employee becomes an engaged member of the workforce. Some new employees who were interviewed online, may not have met you or their manager before they start work. Automating onboarding ensures that new employees feel welcome and well-equipped to make their first days on the job stress-free and productive.
To make sure all the bases are covered you can create an onboarding checklist of required tasks, including acknowledgment of employment, confidentiality agreements, employee handbooks and initial training plans. You can easily manage new hire provisioning to get employees set up with computers, monitors and other hardware they need to start the job – and even have this equipment delivered to their homes rather than to your office.
5. Performance management
How Young Automotive automated hiring and onboarding remote employees
In an article, What Will HR Focus on in 2023, analyst firm Gartner reports that in a recent survey of 800 HR leaders, they identified the employee experience as one of the top 5 priorities of their departments in 2023. When HR processes operate smoothly, employee satisfaction can increase exponentially.
Learn more about document management.