While Human Resources software continues to get more and more advanced, but also complex, there are few things that do not change: in this case, the benefits of employing an HRIS. While the industry is headed more towards cloud-based solutions, there are still solutions that exist that a company would store data on their own servers. While we’re not here to discuss the different options for an HRIS - the benefits remain the same whichever solution you decide to go with. In most cases, these benefits are present regardless of features and functionality because these come with even the bare minimum of standard features within a system.
There are bound to be tasks within any HR department that are repetitive in nature, but important for the dissemination of information across the company, or vital to the success of an organization. Whether the tasks are recurring weekly, monthly, annually, or the tasks are necessary in the onboarding or offloading of an employee - an HRIS can automate these processes so they seamlessly work in the background of other, more people intensive work that can’t be automated and need to be dealt with by humans, with humans. These automated processes can really expedite work, if used properly, save time and other valuable resources. While the adoption of an HRIS can seem an overwhelming task with many options for vendors and added on features and functions, not to mention training and onboarding a new system - automation ensures that that research time is put to good use, and if properly set up within the context of your company can pay back dividends in time saved. This automated processes can ensure speedy onboarding for new employees, a reduction in paper and related materials - not to mention, storage - across the department and company, and streamline for open enrollment -- which honestly all seem like benefits all by themselves!
Time & Efficiency
One of the most important benefits of adopting an HR platform is the increase in productivity human resources will notice across the department and organization as a whole. Some of the ways that an HRIS can improve productivity, saving time and increasing efficiencies, is the ease in distributing new company policies and up-to-date materials. While normally policy changes can mean back and forth emails with individuals, additional meetings, and open office hours - through and HRIS, sending out all the information employees would need, requiring a “read” receipt, and acknowledgement of understanding ensures that you are not wasting valuable time explaining to individuals and instead are addressing the masses. Additionally, and this fits in nicely with the automation benefit, is automated alerts and reports that can be scheduled within the system. For example, sending a report every Monday of employees that are non-compliant in training, certifications, or even just the viewing of documents. Gone are the days of manually pulling reports and scrubbing for information and instead through an HRIS, you have the ability to schedule to see the information that is most relevant and necessary for your company. Lastly, an HRIS gives the ability to make more informed decisions through relevant information, in real-time. Through the analytics and reporting options available in most present day HR systems, finding the relevant information to aid in decision-making has never been easier. No more guessing about what employees want, or who needs to take what training classes - this is all handled for you within the platform and saves a lot time, not to mention increases efficiencies.
While employee engagement can sometimes be a buzzword in today’s HR world, seeing improvements in this area can lead to some big time benefits for the organization as a whole, so it’s worth mentioning. An HRIS allows employees to have real time access to their information and a self-service portal means that they can see their information anywhere, from any platform. As an employee it’s nice to be able to see my schedule on my cell phone when it’s after hours, viewing pay stubs, requesting time-off - all of these things make me feel better about my company. Not only does it increase the trust that employees feel for their company because information seems more transparent, but it also shows that organizations now trust their employees with information that did not used to be readily available without taking up an HR employees time and energy. Dispensing information through and HR portal is nicer as an employee than sitting through another meeting that could be lengthy to get information or listen to questions that I may not have. Thus, employee engagement increases. I want to spend more time with a company that respects my time, is transparent, and trusts me with my own information (not to mention, to respond to requests in an efficient manner). It’s really a win-win!
Up until the most recent influx of HR technology, many departments within companies found human resources to be a waste of money and resources within an organization. While certainly the people that felt this way have not worked in an organization that does not have an HR department, it’s likely people missed that added strategic influence that HR can have on an organization and therefore a price is not able to be put on the value of the department. Human Resources serves as the glue that holds the entire company together, as they ensure the legal implications of decisions that concern employees are upheld but furthermore, an HRIS gives the department a way to address the business needs and capabilities. With more and more reporting features and analytics available to use for decision-making, HR, with the help of an HRIS, is capable of addressing pressing issues that concern the well-being of the business and it’s path the growth and success. From understanding what departments have the highest turnover rate, to where to concentrate hiring efforts - HR is steering the ship to a more profitable, engaged, growth-oriented business with the right technology to get them there.
While we are sure that in most organizations there are minimal errors to begin with, the further reduction of errors is always beneficial. With the adoption of an HRIS comes a reduction in payroll errors, or scheduling errors. But even more so, with HR being the central department that keeps a company moving in the right direction, and HRIS can provide a culture of accountability that has implications far outside the human resources department. Sure, HR can benefit from ensuring that everyone has the information they need, but through the use of an HRIS - holding people accountable to the information they have access to is easier than ever. WIth more informed employees, comes less errors or policy breaches.
This is not an exhaustive list of benefits, by any means, and instead a list outlining some of the greatest benefits that an HRIS can provide to an organization that chooses to adopt a platform and use it to its full capabilities. Like any software solution, time and energy needs to be spent in order to customize the solution for your needs and reap the greatest reward from implementation - but it is worth it! As with any software solution you are looking to employ at your organization, it is wise and recommended to do the necessary research before deciding on a vendor. There are many solutions out there for an HRIS, HCM, or HRMS with different features, functionality, and capabilities dependent upon your needs for today and in the future - it is always advised to research carefully and take into full consideration the wants, needs, and future plans for your organization and how that can tie into a great adoption of HR software.