Written by Melanie Wine
In the world of virtual workplaces, the task of employee management can be daunting. Combine that with a geographically dispersed and/or mobile workforce and employee management can seem like your biggest challenge. One approach to making it easier is to implement an integrated HR systems and employee management system.
Increasingly, many workplace tools and software are available as Software as a Service (SaaS)—HR management software and employee management software are no different. The advantage to SaaS is that employees and managers can gain access to these applications on-the-go, without being tied to a desktop or laptop. This may require your company to adopt stricture security measures for remote access, such as multi-factor authentication.
Most often, HR Management Software includes the following components:
It goes without saying that a mobile version (application or progressive web application) should be included, although the functionality will not be as robust as the full SaaS system. However, a mobile version should allow employees to perform tasks such as entering their hours in a time tracking system or checking their dental benefits.
Above all, your company’s employee management system should provide self-service options, relieving the HR management team of the burden of activities that employees can manage themselves. Examples of tasks employees can manage on their own are changing their mailing address, updating their direct deposit information, and requesting paid time off for maternity leave.
In addition to a self-service portal and mobile access, there are several functions and features to consider in your search. When evaluating employee management software, look out for the optional bells and whistles and decide if your company actually needs them.
In finding the right fit, how can you determine what features and functions your company needs in an employee management system? Start asking! As part of the process, it’s critical to talk with all user groups of the system—management, HR staff, recruitment staff, and employees. These groups may look at what’s needed in HR management software through their own specific lens or mindset. Each may see one part of what is a larger, organizational challenge, yet miss other perspectives.
Ask recruiters how long it takes to hire and onboard a new employee.
Ask recent hires to evaluate their onboarding experience.
Ask managers to identify any bottlenecks in the employee promotion process (performance management).
Once you’ve discussed the needs and wants of your user groups, you’ll be ready to define your HR system requirements by grouping them into these categories: business, functional, and technical. An HR system requirements checklist may include several requirements from each user group for one or more components of the HR Management Software.
Ultimately, the goal of implementing employee management software is to make individuals and the organization more productive and effective. However, change can be hard for some people in your organization, especially if your current HR management system has been in place for several years. Make sure you plan for employee training sessions and change management communications while preparing to launch your new system.