The human resources department plays an essential role in recruiting, training and retaining employees. But despite its strategic role in every business, the HR department is generally behind in terms of process digitalization.
In fact, HR continues to use paper for a large number of documents throughout the relationship between the company and the employee. These paper formalities must then be re-entered manually into the company’s IT systems in order to centralize and save the information or even worse, print them, scan them and put them in binders. The result is a long and time-consuming process that prevents HR from focusing on their core business: recruiting and supporting employees in their development within the company.
Why and how to digitize HR processes?
It’s no longer a surprise: technology has changed our society. The professional world has been profoundly reshaped to adopt new ways of working, mobile and flexible, and it created a new professional environment that mixes generations and skills.
To avoid chaos between the company and the employees, the HR department has to reinvent itself. By adopting new technologies, HR is striving to simplify the recruitment processes but also support, train and retain employees.
Don’t let obsolete processes and paperwork keep your business from attracting and retaining the best talent. If you’re wondering how to digitize and automate more of your HR processes, here are three easy steps to get you started.
Step 1. Start by analyzing your current HR process
Before optimizing your HR process, you need to know how it works today. The documents involved in an employee’s life cycle are numerous and there are different processes and formalities to manage each and every one of them.
To transform paper formalities using cloud solutions, it is imperative to proceed in stages: identify the problematic points and establish an order of priority. To do this, you will need to assess the potential benefits of the digitalization of each process based on the time and effort required to implement it. This list of priorities will become your roadmap for your HR optimization process.
Step 2. Simplify your recruitments by digitizing your documents
Recruitment is an important step in the life of employees. It’s also the first impression they have of your business. Do not push away talents with paper documents or clutter your processes any more.
By emailing employment contracts that candidates must print, sign manually, scan and resend by email, you are creating a picture of a company out of touch with reality. The implementation of cloud solutions allows you to modernize your document flow and thus speed up the recruitment process.
At the same time, you offer an optimal experience to your candidates who will be able to consult their employment contract more quickly. Indeed, the employment contract is the single most important document in the recruitment process. Applicants usually read it very carefully, they send it to their union to read and check as well. If you send them this contract quickly, they will be able to push it through to their unions the same day and ultimately accept your proposal more quickly and join your company as soon as possible.
Step 3. Choose the electronic signature to reduce your administrative costs
It is not an easy job to hire employees, but it is even more difficult to retain them. This is why the digital automation of documents must not stop at the basic handling, it must extend to every document that marks the course of the employee.
By doing the latter, you can reduce the administrative burden of the HR department and considerably simplify the procedures for your employees. You will no longer need to see people face-to-face to obtain a signature and you will be able to automate reminders and ensure the signing of documents necessary for corporate compliance. Digital tools are easier to manage, review and update than paper documents.
In addition to its simplicity, digitizing the signature of internal documents offers a better experience for employees. They can sign documents as important as the update of salary benefits, a training request, an annual interview or a simple request for vacation leave.
In conclusion, the digitization of your HR processes will not only create a better image of your company that is in sync with modern technology but will also provide you with a competitive edge in your industry. Not even mentioning how much resources and money you would be saving. When it comes to your employees- they would enjoy a smoother and easier recruiting and onboarding process, which will also be backed by increased security and compliance throughout the whole company. So what are you waiting for? Take the first step today!