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How To Bring Your HR Team Into The Digital Age

authorIcon By Advapay topicIcon Human Resources SHARE THIS STORY | |

Before the advent of computer networks, if you wanted to find a book at the library, you had to thumb through card catalogs. Libraries were the first to dispense with extensive analog file systems.

But some businesses haven't caught up with the digital age. They're still in the stone ages when it comes to their HR team.

Many times, if you walk into a business and ask to see their HR files, they'll lead you to some secret vault. It's like they expect a bank heist or something.

Not only does this take up space, but analog file systems take up time as well.

If your business hasn't upgraded it's HR practices and joined the 20 year plus digital age, there's no time like the present. Let's give your HR team a jumpstart.

1. Your HR Team Should Replace Dated HR Technology

The trend in most any sector right now is toward mobile and remote systems. Even major businesses conduct a massive amount of their work in the cloud.

And HR is not immune to these trends.

This means that your HR team will have to rethink HR from the ground up. You will have to look at how programs are designed, how you use tools, and how you communicate with the rest of the comp

Automation is one area that will be key in your digital transformation.

We live in an age of constant documentation. If it's not written down, it didn't happen.

Imagine how innovative your team could be if they outsourced the tracking of all their functions to a computer?

What if you could track planning, development, hiring, payroll and other things without writing down a jot? Not only will your Quality Assurance person be happy, you'll have more time to attend to employee's needs.

Enterprise Resource Planning

How can you outsource your data tracking and documentation? Through a suite of integrated business software applications or modules designed to track and manage and even automate data and functions.

And these software suites typically include a human resource module.

These modules will free up your time to manage employee needs. And not only that, it will enhance how you share information and collaborate with other departments.

As you know, this is an important aspect of HR. The HR department isn't an island. The information they gather and people they hire affect all areas of a business.

A Window into HR

And with clear communication and increased collaboration comes a better working relationship with upper management. Most of the time it's difficult for upper management to understand what your HR team actually does.

Yes, they get that you hire people and track employee information. But they may not understand how it impacts their job directly.

When everyone has access to HR's data, then everyone can see the results of your work clearly.

Keep Up to Date Automatically

It takes tons of man hours to transfer data from paper to digital. Some businesses still use scanning machines.

But what if you could keep all your data up to date without all of that effort? A human services module will allow you and your HR team to input data directly.

No need to use paper most of the time.

2. Spend Less Time in Payroll

Payroll time involves a huge push for most HR teams. It means days of checking and double checking hours. It means reams of spreadsheets.

It also means overtime for your own department.

But what if you could reduce payroll processing costs and time by 80 percent?

What could your department do with all that extra time and money?

We've already talked about how automation, in general, can cut down on data gathering time. But automation could greatly reduce the amount of time you spend on payroll as well.

Be More Accurate Too

How much time do you spend correcting mistakes on payroll the week after?

If the answer to that question is zero, you're lying or you're not human. The true costs of HR mistakes aren't always apparent.

Sure, you lose time, but what does it do to employee satisfaction? Sometimes, employees have to go out of their own way and lose precious free time alerting HR to their mistakes.

All of this could be at least minimized with automation.

More Employee Access

And what's more, if you upgrade your payroll system to the cloud, employees can access their payroll information anytime. If they can catch software mistakes before the pay period ends, then payroll errors can be avoided.

This could also take the burden of fixing payroll out of your hands and put it in the hands of departmental managers. Imagine the how the line out your office door would disappear if most of payroll were in the hands of departmental managers.

Automated Deduction Calculation

The days of manually calculated payroll deductions are over. Even if you aren't fully automated, you're at least using Excel or a similar software program.

But even using spreadsheets to calculate deductions will take hours. Why do we even have computers if they can't even do the simple work of calculations?

Automated payroll systems use hard-coded tax rates to calculate deductions throughout a pay period. Not only will this save you time before payroll tax time, it will save you headaches when the IRS doesn't send your work back for corrections.

Manual deductions increase the likelihood of mistakes. And allowing a computer to calculate your deductions is a wise way of conducting your payroll taxes.

Conclusion: Change the Life of Your HR Team

This is the age of automation. If you're not already automating your processes, you're already behind.

Now is the time to start. If you're considering a digital transformation for your company, contact us to find out how you can change the life of your HR team forever.

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