As an HR professional, you have a lot on your plate. Onboarding. Learning and development. Employee relations. Benefits. Compensation. Payroll. Employee engagement. Employee retention. The list goes on and on.
There simply aren’t enough hours in the day to accomplish all that you’d like. You know your people programs are essential to your company’s success, but you get so caught up in day-to-day tasks that you can’t focus on more important strategic initiatives.
If this sounds familiar, it might be time to invest in an HRIS. The right system can save you time and boost HR efficiency in a number of ways:
1. Integrations reduce manual data entry between systems
A great HRIS will integrate with the rest of your HR tech stack to pass data between systems. This includes your applicant tracking system (ATS), payroll solution, benefits provider, background check provider, time and attendance software, feedback and performance tool, learning and development solution, and productivity and communication tools.
For instance, it can pull personal data from your Applicant Tracking System into your HRIS and Payroll system to reduce manual data entry. It can also import your employee data and reporting structure directly into your feedback and performance tools. This not only reduces tedious data entry, it eliminates data errors.
Calendar integrations allow you to sync relevant information to your calendar as well. This includes activity due dates, new hire start dates, employee exit dates, anniversaries, and birthdays. With all of this information readily available on your calendar, you’ll never miss an important date again.
2. Automated workflows and tasks create consistent and repeatable processes
An HRIS with intelligent workflows can streamline processes and automate tasks to free up your time. For example, an employee onboarding workflow can help you complete your new hire checklist. Employees can receive an automated, personalized welcome email. Email accounts can be auto-provisioned. Managers can be assigned regular check-ins, which sync to their calendars. The IT department can be assigned a task to set up equipment on the new employee’s desk. And the system can automatically send reminders when tasks are not completed on time.
Workflows can also be used for transitions, like promotions and relocations, and employee offboarding. This ensures that important tasks are delegated and completed during different stages of the employee lifecycle.
3. Email templates simplify employee communications
There’s no need to reinvent the wheel each time you send an employee email—particularly for those that are sent regularly. For instance, new hire welcome emails, birthday and milestone alerts, and offboarding emails.
An HRIS that allows you to create personalized email templates and save them for future use can reduce time spent on repeat communications. These can be used in workflows to send employee communications at just the right time, so you never forget to send important messages.
4. E-signatures reduce paperwork
The right HRIS can help you go paperless by sending individual documents or document packets electronically and allowing employees to e-sign. For instance, international employees can receive new employee paperwork that’s specific to their country, and can easily e-sign and return it your HR team anywhere in the world. Similarly, remote employees can receive their own unique document packet and get it back to your People Ops team with minimal effort. This eliminates the need to print, sign, and scan paperwork—which also means less time spent chasing these documents down.
5. Employee self-service reduces your administrative burden
A user-friendly employee portal allows employees to answer many questions they might otherwise bring to your team. A great HRIS allows them to review and update their personal information, check time off balances and request time off, and navigate benefit choices. They can also learn more about your company culture, the organizational structure, and other employees. Having this information at their fingertips empowers them to find the information they’re looking for, and reduces your time spent on administrative tasks.
Final thoughts on boosting your HR efficiency with an HRIS
The right HRIS can help you save a tremendous amount of time on recurring and tedious tasks, so you can spend time where it really matters: making human connections. Stop wasting your time assigning onboarding tasks in a spreadsheet and chasing down your IT team to complete their responsibilities. Stop manually updating an employee’s last name across all of your systems when they get married. Streamline and automate where you can, so you can reclaim your time, focus on more strategic initiatives, and put your people first.