Since before the beginning of the COVID pandemic, companies have faced enormous pressure to go lean and improve productivity to deal with the changes to how we work, communicate and share data.
Your Human Resources organization manages an enormous number of documents for such activities as health screening, recruiting, onboarding, performance management, compensation, benefits, time management, retention, regulatory compliance, and policies & procedures. If you manage an HR department, perhaps you can add to this list.
Digitizing documents in itself relieves the burden of storing, searching for, and managing physical paper documents and opens your staff to greater productivity. But what really creates greater efficiencies is transforming how you work to remove human error and other risks.
Although digitization of paper documents has been around for a while, some HR teams have been slow to digitally transform their entire environment rather than simply digitizing the documents. Technology momentum has changed all this and COVID has accelerated that change. Today’s HR groups must transform their processes to keep pace with a digitally accelerated world. Companies that do not change will be at a disadvantage to compete.
Why It’s Important to Digitally Transform Human Resources
“Winning in the post-Covid world will require re-imagining not just how you work, but also what you do to create value in the digital era, “ states Harvard Business Review in March, 2021. There are several ways you can transform your work. Let’s take a look at the key workflows in HR and how digital transformation would provide better control and visibility:
- Convert Paper to Digital – This is a no brainer. If you haven’t done this yet, you need to do it. Digitized documents are easier to share, secure, and manage than paper documents.
- HR Resource Planning – Thinking digitally makes it easier to monitor and assess gaps in your policies and procedures and allows you to strategize and implement changes more efficiently with fewer disruptions to operations.
- Recruitment – Attracting qualified candidates and scheduling interviews, gathering references, background checks, and compliance forms are much easier for HR professionals to manage from start to completion. Workflows are dependable and easily replicated. You can quickly identify gaps in talent resources, find and vet available talented individuals, and manage the pipeline to hiring.
- Onboarding – Getting the right new hires or employees onboarded and ramped-up to be successful as quickly as possible is important, right? With digital workflows, it’s faster than it used to be. You have better control of scheduling and can quickly empower employees with training and provisioning resources as well as the tools they need such as computers, credentials, network access and software.
- Employee Retention – Keeping employees engaged so they feel productive and able to advance in their career helps retain talent. Managing related opportunities through a digital environment makes these goals accessible because the resources are right at your fingertips. No thumbing through paper files! Sharing important and helpful information is more immediate.
- Compensation and Benefits – How you remunerate your staff and the benefits you provide are two things that reward employees as well as retain them. Often there are multiple packages, such as health, dental, retirement and time off packages. Manually coordinating and researching compensation and benefits with competitive offerings elsewhere is tedious, time-consuming, and error prone. Whereas, automating this data collection, analysis, and processing simplifies the entire experience without human error.
- Measuring Employee Performance – The purpose of measuring employee productivity through such things as annual reviews is to align employees with the company’s business goals. By digitally transforming the performance review process, you can create a system that is easily rolled out, replicable and scalable throughout the entire enterprise. Evaluation forms, data collection, and analysis can all be standardized. The process can be automated if appropriate.
- Regulatory Compliance – No matter to which regulatory agencies your company must comply, HR is typically tasked with managing the related activities necessary to company compliance. Regulations change and penalties can be serious. A digital environment makes it easier to monitor and track all necessary data to remain compliant and prepared for any potential audit.
How to Improve Your HR Digital Workflows
The best way to improve your HR workflows is through a digital transformation guided by an experienced, credentialed and secure document management organization.
As both a SOC 1 Type 2 and SOC 2 Type 2 audited facility, you can trust NEdocs with your sensitive data. With a focus on providing “best in breed” scanning, digitization and software solutions, we bring you industry-leading technology and the highest service standards. With 4 decades of experience in digital document management, NEdocs offers the ideal combination of expertise and technology to assist you in streamlining your HR operations, reducing costs and freeing up talented staff for the recruiting and retention efforts that are so important today.
What’s next in HR digital best practices?
If you want to learn more about how your organization can take advantage of the latest HR digital processing workflows, simply contact New England Document Systems. Leave us a note online or call (603) 625-1171 today to speak directly with a specialist.