INTRODUCTION
The innovation of digital technologies into businesses and organizations today, have made the workforce and productivity of businesses and organizations improve rapidly and effectively, in that, in the today’s business world, only businesses with a strong standard and strategic digital business plans are merging at the top of their field and industry. Technology has made it easy to manage, organize, control, and also speed up the rate of performing tasks and carry out business activities across different departments in the business and organization.
In this article, we are going to see in 20 ways how a business can digitize and automate the HR department to increase productivity and growth of the business, because the HR department is one of the most important parts of the business, and it needs to be properly and fully digitize, so it can be fit and able to handle, perform and deliver the necessary services of the HR, which includes the executives and the employees.
1. ANALYZE THE HR CATEGORIES.
First, before you go into deciding to transform the HR department digitally, you will have to analyze the needs of the key categories of your HR department, such as salaried employees, managers, contract workers, and executives. This analytic will help you in planning, organizing, and innovating a strong strategic decision on how to digitize the HR department of your business.
2. DO YOUR RESEARCH.
Before you take any decision on transforming and implementing any digital technology into the HR department, you have to do proper and thorough research on the type of technology or instrument you are considering, so you don’t end up regretting it. Several digital technologies in the market can help you achieve excellent and standard HR structure, so before you choose any of these technologies, you need to do a quick and thorough research and know the suitable and capable one for your HR department.
3. MOVE TO THE CLOUD.
To transform digitally means to adapt and employ a cloud-base system across the various department of the business. The HR cloud-based system has been in existence and used by many businesses and organizations for a while now, and vendors are developing and hosting tools that can elevate your business to the next level if properly implemented. So you have to consider the act of moving and adapting to a cloud-based system.
4. HRM SOFTWARE.
The human resource management software is a software tool that can be used in storing and managing employee data, payroll, recruitment, benefits administration, time and attendance, employee performance, tracking competency, and keeping training records. Implementation of HRM software will eliminate all paperwork, ease workload, and speed up productivity in the HRM department. For example CARROTSUITE, carrotsuite is a software tool that has unique and excellent features that can help you strategies, manage and organize your entire business and give you a sound, standard business structure.
5. TRAIN YOUR EMPLOYEES.
For you to successfully implement a digital structure in your HR department you will have to make sure that your employees are capable of operating digital equipment, which means you have to train yourself and employees to have more knowledge on how to use the necessary digital technologies of your company. This will help speed up and promote the workforce of your business and also help your employees increase their efforts and become more efficient, effective, and productive when performing any task given to them.
6. CREATE A TRANSFORMATION TEAM.
You need to create a transformation team that will be in charge of the HR digital transformation process, to ensure the effectiveness and productiveness of the HR department. Creating a strong, strategic, and creative team will help you to build a strong HR structure in your business and also help you prevent unnecessarily lost or misfunctions in the HR department. This transformation team should be built among multiple professionals to avoid unnecessary and multiple mistakes in the HR operation system, for example, you need someone knowledgeable enough to understand the HR system and how it works to be in you transformation team, then get a digital expert that can handle technologies and use it to upgrade the processes, then get a knowledgeable manager who can help facilitate and make sure that things are moving the way they should.
7. DEVELOP A STRATEGY.
Developing a strategy on how to digitize and customize your HR department is one way to achieve your desired success in your HR department. Without a proper plan on how to digitally transform the HR department, your team will find it more difficult and challenging to identify and implement the right and suitable technologies for the business. Developing a strategy means to rethink and consider some necessary factors that will help you to properly customize and digitize your HR department.
Think about the necessary steps you will have to take in order to get and implement the right technology, think about the reason why you should digitally transform your HR department, and also think about the long and short term goals, so you can be able to come up with a proper and reliable strategy that will help you transform your HR department, and also remember to be flexible in planning in case there is any need for change in the future.
8. RECRUITE YOUR STAFFS DIGITALLY.
There are many technologies design by technological industries, to help businesses in the process of recruiting staff. These technologies have some unique features, that enable businesses to perform interviews and other necessary activities involved in recruiting staff, without meeting in person. To save time, cost, and also completely digitize your business HR department you have to implement and adapt to the systems and method of recruiting employees through these digital technologies.
9. ENCOURAGE EMPLOYEES TO ASK QUESTIONS.
Create a room for your employees to ask questions whenever they are confused about any digital technology because whenever a question is asked, a room for solution is created. This will also help and encourage employees to learn and master how to use different technologies in the business and also prevent them from making unnecessary mistakes while performing or using any of the technologies to perform any task.
10. SUPPORT DIGITAL COLLABORATION.
Allowing your employees to connect, communicate and collaborate in the business activities through their mobile devices will help your business become more effective in carrying out tasks and achieving success and it also creates uniformity across all the departments of the business and also increases the efficiency and productivity of employees.
11. SIGN YOUR HR DOCUMENTS DIGITALLY.
Eliminate the old traditional way of signing and organizing the HR documents, transform your business to the level of digital signing and organizing to avoid and prevent cost, time wastage, and stress. This means that you should employ and adapt to the habit of e-Signature, using digital technologies to sign HR documents and any other package document of the business.
12. EXPERIMENT AND SET TIME.
When you implement any tool or technology into the HR department you have to do some experiment on it to see if it has the capacity and ability to carry out the necessary functions and also deliver good results as required in the HR department. While you do your experiment also consider the fact that each tool should be given a specific amount of time to demonstrate and perform its values to the business.
13. DITITIZE YOUR OPERATION MANUAL.
Provide digital guidance for the members and employees of your business to help them perform their jobs properly. For example, get a virtual display technology, program it to display the operational manual of the business, and then position it where all members and employees of the business can easily see and identify it. You can also send it as SMS reminder, to the mobile device of all the employees and members of the business, if most of them are working from their home.
14. PAYROLL SOFTWARE IMPLEMENTATION.
One of the most stressful tasks that consume much time in the HR department is the payroll accounting task because you have to calculate the company’s payroll base on the attendance of the employees, invoice, incentive, and more, so for you to reduce workload and save time you can digitize and automate the payroll function by implementing a payroll software. This software will help you to easily calculate the paychecks and also keep records of all the payouts for easy review.
15. USE THE HRM SOFTWARE TO MANAGE EMPLOYEES DATA.
In the old way of managing the data of employees in an organization, data are been printed and stored in a folder and saved if possible in a room, now imagine how much workload and stress the person in charge storing and keeping those files neat will be facing when the organization has a huge number of employees. But today the implementation of an HRM software, such as CARROTSUITE and many others have made it more easy to record, store, organize, find and manage the data of all the employees and members of a business no matter their size and number.
16. DIGITIZE THE ATTENDANCE AND LEAVE APROVAL PROCESS.
The management of employee attendance, medicals, and leave request approval is a task that could be more stressful, but the implementation of digital time and attendance technology, using cloud-based software, the process of managing and organizing the task has become very easy and effective.
17. DIGITIZE YOUR EMPLOYEES DAILY REPORT.
To know how productive your employees are, and to reward them and also monitor the performance of your new employees, their reports needs to be delivered to you on a daily basis by the HR leaders or managers of your company, so to carry out this task effectively and save time you have to digitize the process by implementing all the necessary technologies responsible for performing the task.
18. ENCOURAGE YOUR EMPLOYEES TO ENGAGE.
Digitization makes the total work and activities of the business to be more flexible and easy, so for your business to grow effectively and productive, you have to encourage the members and employees of your business to engage and make proper use of digitization in the business. When employees make use of their mobile devices to utilize their engagement with customers and prospects, tangible benefits are likely to be achieved.
19. TRANSPARENCY
Employees should be properly educated and well informed about how things work in the business, how rules and strategies are been changed in the business, this will enable them to understand the new patterns they will need to adapt, the new type of technologies the company will introduce and how they can participate in helping the business to achieve its goal. To implement a digitized HR department will create a positive impact to the life of your employees and also help the business to achieve great success.
20. GET A CARROTSUITE MANAGEMENT SOLUTION.
Implementing a Carrotsuite management software into the HR department will help you to properly and easily manage the benefits of the employees and members of your business, such as paid time off, health insurance, retirement plans, compensation, etc. Implementation of this software will also help you create a standard HR structure for your business.
IN CONCLUSION
As you can see from the above, digitizing the HR department is one of the most important steps a business organization needs to consider taking, in order to achieve maximum success in doing business.