By featuring expert interviews, case studies, and discussions, these podcasts offer valuable insights and practical advice, aiding in the continuous development and enhancement of HR strategies.

If this is your first time in the podcast world, this insightful guide is for you to start your own podcast.

What are podcasts?

Podcasts are a collection of audio programs usually gathered in large streaming applications like Apple Podcasts, Spotify Podcasts, Google Podcasts (to be part of Youtube Music in 2024), etc. You can easily explore, download and listen at your own convenience.

It’s like the Netflix of radio. You can listen to podcasts while driving, at work, at home, during workouts, and practically anywhere. There’s a saying: “If you can Google it, there’s a podcast about it.”

For the tech-savvy, a podcast is defined as a digital audio file available on the internet for download to a computer or portable device, typically available on demand, and its updates can be automatically received by subscribers.

Podcasting began primarily as an independent way for individuals to convey their message and create a community of like-minded people, similar to the logic behind social media. This still holds true, but today it has been integrated into more sectors due to its recognized value.

You can find individual podcasts, corporate podcasts, radio podcasts, TV station podcasts, fiction podcasts, podcasts by actors, comedians, narrators, religious podcasts, and many more. There’s no predefined length, format, style, production level, or any other constraint.

A podcast is essentially a series of audio episodes. These episodes are audio files stored on a podcast hosting company.

Another great thing about podcasts is that you can subscribe to them for free, making it easy to get notifications (via your favorite podcast app) when new episodes are released. As of September 2023, there are currently 3.02 million podcasts.

Why should you create your own HR podcast?

If you aim to promote your business a step further, or if you simply wish to share your ideas in Human Resources with a dedicated audience, then you already know the answer. But here are some benefits of creating your own podcast:

• You don’t need to be a renowned content creator or have a blog to become a successful podcaster
• A podcast is an excellent way to build an audience from scratch and establish yourself as an authority in your field, sharing your knowledge and perspectives
  Podcasts are gaining traction worldwide because they’re easily consumable
• Most podcasts are free. You have the freedom to produce them, and your listeners have the freedom to tune in.
• One of the best aspects of podcasting is the close connection you forge with your audience. Your listeners will spend 30 minutes or more with you at a time of their choosing. In today’s era, where social media has captured all our attention, this level of engagement is quite rare, allowing you to delve deep into the topics you choose

Search for your podcast’s topic

Choosing the best HR topic depends on your objectives, audience, and the current needs or challenges of your organization or industry. Here’s a step-by-step guide to help you make an informed decision:

1. Identify your objective
Are you looking to educate, inform, address a specific challenge, or drive organizational change? Your objective will guide your topic selection.

2. Know your audience
Understand who you’re addressing. Are they entry-level employees, managers, C-suite executives, potential clients or other HR pros? Different audiences have different needs and interests.

3. Assess current challenges
What are the pressing issues in your organization or industry? Topics addressing these challenges will be more relevant and engaging.

4. Stay updated
Keep abreast of global HR trends, emerging technologies, and changes in labor laws. This will help you choose topics that are timely and relevant.

5. Feedback and surveys
Regularly gather feedback from your audience. Surveys can help identify areas of interest or concern.

6. Analyze data
Use HR analytics and metrics to identify areas that need attention. For instance, if employee turnover is high, topics related to retention strategies might be pertinent.

7. Consider expertise
If you’re bringing in external speakers or HR experts, consider their specific areas of expertise and how it aligns with your audience’s needs.

8. Diversity of topics
Ensure a mix of strategic, operational, and soft-skill topics to cater to a broad spectrum of interests.

9. Relevance to business goal
Choose topics that align with the company’s broader objectives. For instance, if the company is expanding globally, topics related to managing diverse teams or global HR practices might be apt.

10. Review past content
If you’ve covered HR topics before, assess which ones were well-received and why. This can give insights into audience preferences.

What equipment do you need for your first HR podcast?

You’ve decided on your topic, you’ve prepared a script to guide you during recording, and now you need to choose the right equipment.
The options for equipment are countless, as you can imagine, and it depends on the budget you’ve set.

The most easy-to-use equipment is already in your pocket, your mobile phone. Most mobile phones nowadays support very good recording quality.

You should be in a very quiet place and make sure to speak directly to the source but please… not too close. Maintain a distance of about a palm’s length to avoid problems with the sound. In the end, transfer the file to your computer for editing.

The next best option, and the one we recommend for beginners, is a USB microphone, which you can connect either to your computer, laptop, or even your mobile with the appropriate adapter.

Choose a cardioid microphone, which absorbs more sound from the front while limiting sounds coming from behind it.

The third option you have is to invest in a professional microphone with XLR connectivity. This type allows you to connect it to a mixer, which you also need to purchase, offering real-time intervention capabilities.

You can also connect a second microphone to the mixer and conduct live interviews.

Interviews are easier with a mixer, but you can do the same job with USB microphones.

The difference is that XLR-connected microphones offer better sound quality and performance.

How do you record and edit your podcast?

The best way to have control over your recording is to use a good software that will also give you the ability to further edit, such as increasing or decreasing the sound, cutting, adding music, etc.

There are very good programs in the field, some more demanding and some easier. If you want to invest in a subscription program, you can check out Adobe Audition, while if you’re looking for an easy and free solution, you can check out Audacity. There are very helpful videos available for all of them that can train you to use the basic tools useful for your podcast.

If you need to have the best sound quality by exporting your file in .wav format, you may not be able to upload it to the Host that will distribute your podcast to streaming applications as they all set a limit on the file size, whether you are on a paid plan or free.

Therefore, it might be wiser if your .wav is not accepted to go directly to .mp3, which is a compressed sound format, but will slightly affect the quality.

How do you upload your podcast?

And then comes this wonderful moment when, after creating the first episode of your show, you need to find a way to upload it.

You don’t need to manually upload your podcast to each of the dozens of streaming platforms out there.

A host can do it for you and take care of distributing it to streaming apps. When choosing a host, you have many options.

There are many hosts – with free plans – to help you distribute your podcast. We can mention Spreaker, Anchor/Spotify, and Buzzsprout.

As your podcast grows, you may need to upgrade your plan on these applications and may need to pay a monthly subscription.

What is an RSS Feed?

There are two ways someone can listen to your episodes. The first is from your RSS Feed. The second is from a streaming application (Apple Podcasts, Google Podcasts, Spotify, etc.) where you will also need to indicate your RSS Feed to be able to claim them and have access to statistics, followers, and other useful information.

So, what is an RSS Feed in simple terms?

An RSS Feed is a tool that provides updates from websites, including new podcast episodes. For podcasts, the RSS Feed contains essential details like the title, description, and episode links. Streaming platforms like Spotify and Apple Podcasts use this feed to automatically update your content.

Instead of manually creating an RSS Feed, which can be complex, many podcast hosting platforms like Spotify/Anchor and Buzzsprout automatically generate one for you. If you host your podcast on your website, you can create a local RSS Feed, though it’s not recommended for beginners.

How do I promote my HR podcast?

Most Hosts will create a webpage for you with the basic information about your podcast and will automatically add the streaming platforms where your show is available.

This webpage could be your mini site to promote it on social media.

In general, there are dozens of things you can do to promote your podcast. Let’s look at a few for starters:

• If you have the capability, create your own site or a new subdomain for your podcast where all your work will be organized, and the way someone can listen to you.
• In the beginning, to start having listeners, rely on your own HR network. Share your episodes on your social media accounts (Facebook, Twitter, LinkedIn, TikTok) so that those interested can listen to your shows.
• Create pages or profiles for your podcast, which you will update frequently (the frequency varies, but you can schedule 2-3 posts a week regardless of whether you release a new episode).
• A post could be the announcement of your new episode, an audio snippet, or a quote you can highlight from your show.
• Use Canva to create visually appealing covers for your show and for each episode separately. You can get ideas for posts through the ready-made templates it offers.
• Network with others who do the same subject. Follow their podcasts and declare your presence on their profiles to have the opportunity to be promoted to new audiences.
  Create a nice trailer that you will select from the host as the show’s trailer and will appear higher compared to your new episodes.
• Pay attention to the vocabulary you use. Choose keywords that accurately describe your subject matter and philosophy and make sure to repeat them in the descriptions of the episodes and your posts.
• Write short texts that arise from the interviews or what you say in your Podcast and promote them on blogs asking to keep the link to your podcast.
• Contact online list owners with top podcasts and ask them to listen to your work.
• Of course, maintain a regular frequency in publishing your episodes to increase your credibility with your listeners.

Now you have the info you need to get started on creating a successful HR podcast. If you have a team, it may be faster to execute all the steps, but you can manage the whole process alone as well.

The best advice here is obvious: just begin and learn as you go.

Happy podcasting!

The post How to launch your first ever HR podcast appeared first on Recruiting Resources: How to Recruit and Hire Better.

This time management worksheet can help you break down complex projects into manageable tasks, setting realistic deadlines, and tracking progress. 

For HR professionals, it’s an invaluable resource to guide employees towards better productivity and work-life balance.

But what is time management and why is it so important? Let’s delve more into this powerful tool for professional and personal life. 

What is time management?

Time management is the strategic allocation of one’s time to prioritize tasks, increase efficiency, and achieve goals. It involves planning, setting deadlines, and organizing tasks to maximize productivity. There are seven critical steps to implementing a good time management strategy.

Here are the 7 steps you need to take: 

1. Goal Setting: Define short-term and long-term objectives.
2. Prioritization: Arrange tasks based on their importance and deadlines.
3. Task Breakdown: Divide larger tasks into smaller, manageable tasks.
4. Time Allocation: Assign specific time slots to each task.
5. Execution: Focus on completing each task within the allocated time.
6. Monitoring: Keep track of time spent and adjust plans as necessary.
7. Review: Evaluate the outcomes and make necessary adjustments for future tasks.

Why is time management important in work?

Time management is vital in the workplace for enhancing productivity, as it allows employees to accomplish more tasks in a shorter period. 

It also plays a significant role in reducing stress; when employees have a clear plan and know what needs to be done, they experience less work-related anxiety. 

Moreover, effective time management contributes to the improvement of work quality. With well-structured planning, employees can allocate more time to critical aspects of their tasks, such as analysis, execution, and review. 

This, in turn, elevates the quality of their work. 

Lastly, good time management skills are often associated with reliability and competence, qualities that are crucial for career advancement. Therefore, mastering time management is not just beneficial for immediate work outcomes but also for long-term career growth.

Ready for a real-world example that brings these concepts to life? 

Example of implementing a time management strategy

In a bustling marketing agency, team members leverage a time management worksheet to meticulously allocate time for various activities, from brainstorming sessions to client consultations and content creation. 

Tasks are prioritized based on their level of importance and looming deadlines, ensuring that the most critical projects are tackled first.

To elevate their productivity even further, the team identifies their ‘peak productive hours,’ those invaluable periods of the day when focus and energy are at their zenith. 

These prime hours are reserved exclusively for tackling the most challenging and crucial tasks. 

Here’s the worksheet they used: 

This strategic approach to time management has led to a 20% uptick in team productivity and a marked improvement in work quality, showcasing the transformative power of effective time management in a professional setting.

How do you create a time management worksheet?

Eager to create a time management worksheet that’s both practical and easy to use? 

If you don’t already use software to do that, the first step is to identify the key components that should be included in the worksheet. Typically, these would be:

• A task list
• Priority levels
• Estimated time for each task
• Actual time spent
• Deadlines
• Status (Completed/In-progress/Pending). 

You can create this worksheet using various tools, from a simple spreadsheet in Excel or Google Sheets to specialized project management software. 

The idea is to have a centralized place where all tasks are listed and can be easily managed.

Once the framework is set up, the next step is to populate it with tasks and details. 

Start by listing all the tasks that need to be accomplished within a specific timeframe, such as a day or a week. 

Assign priority levels to each task based on their importance and deadlines. 

Next, estimate the time you think each task will take and allocate specific time slots in your day to work on them. 

As you progress, update the ‘Actual time spent’ and ‘Status’ columns to keep track of your accomplishments and adjustments. 

This dynamic document serves as a living guide to your day, helping you stay focused, organized, and productive.

Related: Time management tips for recruiters

Time Management for HR Professionals using an HRIS

When we talk about human resource management, choosing a software that will organize your time seems to be a one-way street.

Human Resource Information Systems (HRIS) serve as powerful tools for HR professionals in mastering time management within an organization, without losing time creating tables and timelines manually. 

By automating routine HR tasks such as leave management, time tracking, and performance evaluations, HRIS allows HR teams to focus more on strategic initiatives like talent development and organizational planning. 

The system’s automated features not only streamline administrative processes but also provide insightful data that can be analyzed to enhance time management strategies across the board.

Performance metrics can be monitored in real-time, allowing for timely interventions that can improve productivity and work quality. By integrating HRIS into their time management strategies, HR professionals can create a more efficient, productive, and data-driven work environment.

Time management when someone is on PTO

When an employee is on Paid Time Off (PTO), it’s crucial to strike a balance between relaxation and productivity. Before your employee’s break, let them set clear boundaries by informing colleagues of their unavailability and use out-of-office notifications. Employees should plan their time off by prioritizing tasks, scheduling downtime, and limiting technology use. Remember, the primary goal of PTO is to recharge, so respect their time for self-care and relaxation.

By implementing these time management strategies and tools, HR professionals can empower their employees to manage their time more effectively, leading to increased productivity and job satisfaction.

The post Craft your own time management worksheet appeared first on Recruiting Resources: How to Recruit and Hire Better.

Here, we’re going to explore 10 aspects of digital payroll systems that are having a huge impact on how we work today.

The rise of digital payroll

The rise of digital payroll systems in modern times has represented a significant shift away from traditional business operations. These new systems offer increased efficiency and accuracy in payroll processing and a much more integrated approach to staff compensation.

With automated pay and tax calculation, along with real-time analytics, these tools have empowered HR departments across the globe to become more productive. Enhanced security features protect sensitive data, while cloud-based access allows for remote payroll management.

Additionally, these systems can streamline regulatory compliance across multiple legal jurisdictions, generating reports and updating tax rules automatically. This makes it more straightforward for businesses to expand internationally and employ distributed teams from multiple countries.

Once those employees have been onboarded, these tools make it easier to retain them too. The wealth of features available make it far simpler to deliver a streamlined and positive staff experience all around.

So, let’s dive in and explore 10 emerging trends in payroll management today.

10 digital payroll trends to improve retention

1) Personalized compensation packages

While salaries have always been negotiable to a certain extent, the biggest change we’re seeing in this area is the advent of personalized benefits packages. These are now key factors in attracting top talent and employee retention in general.

In 2023, it’s not unusual for new hires to negotiate benefits on a case-by-case basis. Commonly offered or requested perks include:

• Work-from-home stipends. As remote work becomes more popular, some companies are embracing this by providing money for home office setup or coworking space memberships.
• Wellness programs. These might include subscriptions to meditation apps, teletherapy services, or wellness retreats.
• Student loan repayment assistance. This is particularly popular in the UK and US, especially among younger workers.
• Professional development. Funds for attending conferences, enrolling on courses, obtaining professional certifications, etc.

Some companies also offer more unusual perks, such as adoption assistance, donation matching, or even paid time off to look after a new pet.

2) Real-time payroll access

Access to real-time payroll data is becoming more of a priority for various reasons:

• Accuracy. It allows for instant verification and corrections of any errors or discrepancies, saving both time and money.
• Transparency. Employees have ongoing access to their earnings, deductions, and benefits information, and managers can see up-to-the-minute payroll costs.
• Budget forecasting. Real-time payroll data can feed into budgeting and forecasting models, providing a more accurate picture of costs.

Offering real-time access to payroll data is much easier now than it used to be. For example, the increasing popularity of cloud-based enterprise resource planning (ERP) platforms has enabled many organizations to centralize critical operational data in a single digital repository.

These cloud ERP tools are often specifically designed for synchronizing real-time data updates. They also provide a better understanding of your business by combining your financial management with your time and attendance data. Ultimately making them ideally suited for this.

3) Flexible pay options

There are new developments in how employees receive payments too. While a physical check or bank transfer once a month still reigns supreme, employers are increasingly offering alternatives to suit the varying needs of their staff.

For instance, some businesses offer payroll cards, which are prepaid debit cards loaded with an employee’s wages. These are very useful for employees who don’t have bank accounts since they allow the user to do everything they would usually do with a standard bank card. Payroll cards are widely available from major names like Mastercard and Visa.

Granted, they do require additional administration to set up and manage, but this expense can be offset by other savings e.g. reductions in the cost of printing and distributing physical paychecks. Once you have this system up and running, it’s super simple to use.

4) Integrated benefits management

The ability to administer all staff benefits from a single platform can have a huge impact on efficiency.

For example, Celine is a senior HR manager at a well-known financial institution in the City of London. It recently introduced a unified benefits management platform for its staff, and she’s a big fan.

“It’s made such a difference,” she says. “Before, we used lots of different tools to manage our staff benefits. Pension payments, private healthcare plans, insurance – all separate. It was hugely time-consuming, particularly because this is a large company with thousands of employees, and a lot of them work abroad, so we have to be mindful of compliance with a range of regulatory environments.”

Since moving to a new platform and integrating it fully with payroll, Celine has noticed a sharp reduction in errors needing rectification. Overall, it’s been a boost for her team, who now have more time to focus on other core work.

5) Payroll data security and privacy

Payroll systems often contain sensitive employee information, such as social security numbers, bank account details, and addresses. This means payroll and HR software needs to have watertight security.

Firstly, it’s crucial organizations comply with all relevant data privacy regulations. Depending on where a business operates, that might mean the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), or any number of other legal frameworks.

Payroll systems are becoming more sophisticated to deal with the proliferation of rules around data privacy, and many modern systems have features to support compliance, such as tools for data anonymization, data rights management (right to access, correct, delete), and data use reporting.

There’s also the question of protecting against cybercrime, such as data breaches and phishing attacks. As more payroll systems are being hosted in the cloud, businesses have to make certain their cloud provider is following best practices regarding security.

Generally speaking, most vendors will make sure their client data is protected with top-tier encryption protocols. That said, anyone using third-party cloud data storage needs to take ultimate responsibility for ensuring this is the case.

6) Personal financial management tools

Using apps to manage personal finances is becoming increasingly mainstream. According to Straits Research, the personal finance software market was worth $1.2 billion worldwide in 2021 and is expected to grow to $1.9 billion by 2030.

It’s easy to understand why. The convenience of being able to manage all your financial accounts and transactions from one platform is immensely appealing.

Although payroll departments are just beginning to wake up to the possibilities, we’re likely to see improvements in integration between business payroll systems and personal finance tools in the coming years.

For example, there already exists tax software that can pull data from various payroll systems to help individuals with several streams of income prepare their tax accounts. This kind of functionality is a big plus for anyone working multiple jobs.

7) Employee self-service portals

Self-service payroll portals like Payslip allow employees full access to their pay data at their convenience. This kind of service typically includes features such as instant payslip download, document management, and up-to-date tax information. Portals also often have additional functionality such as automatic leave entitlement tracking.

This level of transparency is, quite simply, what modern workers expect. In particular, younger cohorts of employees joining the workforce have grown up around apps that help them manage every aspect of their lifestyle.

Employers that move with the times and put software like this in place are far more likely to build a relationship of trust with their staff.

8) Mobile payroll applications

With the advent of cloud-based payroll applications comes the potential for managing this on the go. As remote and hybrid working has become more common, being able to offer flexible working routines is proving to be very popular with employees.

This applies just as much to HR staff as it does to everyone else. Businesses that normalize flexible working for the team members in charge of payroll tasks are more likely to be able to retain them in the long term.

Free-to-use image sourced from Unsplash

9) Enhanced payroll analytics

One of the premier features of modern payroll software is the sheer wealth of data it generates. Right from the start, applicant tracking and recruitment features can provide key insights into candidate expectations and help inform pay package policy and onboarding plans.

It doesn’t stop there. Sophisticated modern payroll solutions can also use predictive analytics to forecast future payroll costs based on current data. They can predict staffing needs and labor costs and identify potential problems or bottlenecks before they arise.

Some tools even include benchmarking features, which allow businesses to compare their payroll performance and expenses to industry standards and competitors.

10) Integration with performance management systems

As more and more organizations switch to using ERP platforms, an increasing number of HR departments are prioritizing the full integration of payroll with ERP workforce management solutions.

The benefit of doing this is that it makes for more streamlined operations. These performance and workforce management tools bring together all your business-critical data on workforce scheduling, attendance tracking, and work/time data collection. So, bringing payroll fully within them just makes sense.

Doing this is particularly useful if your business has a workforce comprising a mix of employees, freelancers, and independent contractors. That’s because it simplifies the complexities of dealing with what can otherwise be a very complicated bundle of rules.

Digital payroll trends: the big takeaway

The payroll trends we’ve listed here indicate one thing quite clearly: gone are the days of payroll being walled off from other business processes. The features offered by modern payroll systems focus on integration as a core virtue.

With the growing popularity of third-party cloud services, the ability to offer enhanced features and improved access to data is now within reach, even for smaller organizations.

In today’s business environment, top talent has a choice of where to work. Employers that recognize this and put processes in place to encourage transparency and convenience are the ones that will attract and keep the best of the best.

The post 10 digital payroll trends to improve employee retention appeared first on Recruiting Resources: How to Recruit and Hire Better.

But then, PTO isn’t always so easy to navigate, especially when an already approved PTO needs to be reversed by an employer.

This bears the question: can you deny PTO after approval? Let’s dive into this complex issue.

The legal perspective

The legal landscape surrounding PTO is a blend of federal ground rules and state-specific stipulations. The United States, specifically, has no federally mandated PTO minimum, so it follows that the related Fair Labor Standards Act will not support employees if you revoke PTO after approving it.

So, it really falls to the states when it comes to laws around time off management. A pivotal point is the employer’s commitment to the employee once the PTO is approved. That’s the long way of saying: check with local legislation and legal counsel for guidance in this area.

Meanwhile, while the law may offer some leeway, it’s in the moral and cultural implications where this becomes the bone of contention.

When can PTO be denied after approval?

The big question – under what circumstances is it even conceivable (or ethical) to backtrack on PTO? Let’s look at some potential scenarios in which this scenario might occur:

1. Business crises

Maybe something unforeseen happened, and it’s so sudden and needs immediate attention. Maybe there’s a high-profile client visit, a product launch that’s gone awry, or a breakdown in the system requiring urgent work from IT. These are things that don’t wait for Zofia to return from her staycation or allow for Claude to take off at noon on Friday no matter how buttoned-up the team’s processes are.

2. Unavailability of replacements

Some roles are so specialized that finding a substitute, even for a short while, becomes a Herculean task. Or, maybe, there’s a sudden employee departure that leaves a team entirely unavailable until the end of the month – and you’re left twisting in the wind until then.

3. Approval errors

This is where human error enters the scene. A slip in the system or miscommunication can lead to overlapping PTOs that leave the department shorthanded. That’s why it’s crucial to have a reliable software to manage PTO requests and approvals to reduce or even eliminate these problems.

PTO reversal and its impact on morale and trust

Now, reversing PTO after it’s been approved should never be common practice. You should reserve it only for last-gasp situations and stop-gap solutions.

Why? Well, imagine you’re Zofia. You’ve booked an amazing trip to Italy and you’ve been building towards that for months on end. Then you receive a call from your managers that something happened in engineering that puts the company’s existence in balance – and only you can fix it.

OK, legally, you can find ways to do this with Zofia or Claude. But is it really the best thing to do? The fallout of this isn’t just the immediate disappointment but potential long-term mistrust of you as an employer and as a management team. If you can’t keep your [bleep] together, then who’s to say this won’t happen again? That kind of uncertainty can lead to unnecessary stress among employees including Zofia or Claude above.

There are ways to avoid this situation to begin with (more on that below). There are also ways to mitigate the situation – for example, you might allow them to continue with the original plan but invite them to work one or two days during their time off (with recompensation, of course).

But sometimes, the decision is 100% unavoidable. You really do need Zofia to cancel outright. Let’s look at ways you can mitigate the damage that might follow.

How to remedy the damage of PTO reversal

Even when faced with the undeniably tough call of retracting approved PTO, your responsibilities as an employer are manifold. Not only is it crucial to manage the immediate situation, but it’s also essential to ensure that Zofia’s sense of trust isn’t irreparably damaged. Here’s how you can approach it:

1. Compensation for financial losses

Your employee has probably already made arrangements – hotel bookings, flight tickets, or other plans – and those are likely to be non-refundable. Stepping up to cover these expenses (and then some) goes a long way.

2. Offer additional perks

Consider giving them extra time off immediately after said crisis is resolved. Perhaps set up an all-expenses-paid weekend getaway on the company coin or something similar. It’s a tangible way to express gratitude for their flexibility and understanding.

3. Future PTO assurance

Now, this is where you can truly shine. Assure them of a priority status for their next PTO request. Let them choose their dates without the usual red tape, ensuring swift and hassle-free approval. This isn’t just about giving them a rain check; it’s a promise, a pledge of regret and a gesture that underlines their importance to the organization.

It’s important, nevertheless, to recognize that PTO was booked for a reason. It’s not just for fun. Some people have weddings planned. Others have booked a dream holiday. Others are headed home to visit family. Stuff can’t always be moved around.

Meaning: while these steps are reactive measures to manage the fallout, it’s pivotal to delve deeper and understand why such a situation arose in the first place. More often than not, these are symptoms of larger management or communication issues within the organization.

Prevention is better than cure

As the custodian of both business interests and employee well-being, it’s imperative to introspect. Could this situation have been avoided with better workforce planning? Was there a breakdown in communication channels? Or perhaps, it’s an indication that the existing PTO policy needs a revisit.

By proactively addressing these systemic issues and bolstering internal processes, not only do you reduce the likelihood of facing such situations in the future, but you also foster an environment of trust, transparency, and mutual respect. Being proactive rather than reactive can save a lot of headaches. No one wants to reverse PTO – let alone the employee themselves. It’s not a bridge you ever want to cross.

Let’s look at how you can prevent such a scenario.

1. Implement a more robust PTO system

This is about creating an ecosystem where PTO requests, approvals, and changes are transparent and accountable. This ensures that anomalies are caught early on. This can be done with a reliable PTO management software with consistent human oversight.

2. Communicate more openly

Creating a bridge of understanding between teams and their managers is invaluable. Regular check-ins or even casual conversations can preempt many last-minute surprises. You can also bolster a policy with clear backup plans – if Jimmy isn’t immediately available, Agnieszka can provide backup.

3. Establish backup plans ahead of time

On that last point about Jimmy and Agnieszka: cross-training is a word you’d want to consider seriously. Ensuring more than one person is equipped to handle critical roles can be a game-changer.

Deny PTO after approval only as a last resort

This is not kids’ play. You’re working with professionals who have complex personal lives, and you have a clear agreement in place (if not, you should) for PTO. It’s part of the fabric of employment.

Don’t let the small thread of PTO unravel your relationship with your employee. The legal aspect of it is fine and well – but in this case, any legal rights should take a back seat to employee engagement.

As the custodians of workplace culture, it’s upon you, the HR professionals and employers, to manage the denial of pre-approved PTO with extra care, ensuring that even when tough decisions are made, they’re made with empathy and foresight. The Zofias and the Claudes of this world will thank you.

The post Can PTO be denied after approval? appeared first on Recruiting Resources: How to Recruit and Hire Better.

PTO is always a breath of relief for your employees, giving them the chance to take some distance, fueling their energy, and returning rested and ready to perform at their best.

Offering unlimited time off is a common practice only for a few companies. According to the 2023 SHRM Employee Benefits Survey, only 8% of employers offer paid open or unlimited leave.

Is it beneficial to the employers? Does it actually work? Let’s address those questions now.

What is PTO?

PTO, or Paid Time Off, is time employees can take off work and still receive their regular pay. Unlike traditional vacation policies, PTO groups together vacation, personal, and sick days, offering employees a more flexible way to manage their time off.

Unlimited PTO is an innovative policy where companies allow their employees to take as much time off as they need. The aim? To foster a culture of trust, autonomy, and ultimately, higher productivity.

Top companies offering unlimited PTO

Let’s delve into some of the companies leading the charge in this ‘unlimited’ arena:

1. Netflix – Netflix was a trailblazer in adopting unlimited vacation time, encouraging employees to take the time they need to rest and recharge.
2. HubSpot – With its ‘flexible vacation policy,’ HubSpot underscores its culture of flexibility and autonomy [HubSpot Culture Code, 2023].
3. Dropbox – Believing that rest and recovery are an essential part of productivity and collaboration, Dropbox rolled out its unlimited PTO policy to attract top talent.
4. Virgin Group – Inspired by Netflix, Richard Branson introduced unlimited PTO at Virgin, advocating that employees would only take time off when they feel fully up-to-date with their tasks.
5. Buffer – Buffer, the social media management company, offers unlimited PTO as part of its “default to transparency” and “work smarter, not harder” values. This allows employees to manage their time and workloads effectively.
6. General Electric – GE started offering unlimited PTO to its senior employees as a means of attracting and retaining top-level talent. The policy has been hailed as a positive move towards prioritizing work-life balance.
7. GrubHub – The online and mobile food-ordering company GrubHub allows its employees to take time off at their discretion, believing it fosters a healthier and more productive work environment.
8. Gusto – Gusto, a cloud-based payroll and benefits provider, offers unlimited PTO, claiming that trusting employees to manage their time has led to higher levels of productivity and job satisfaction.

These companies serve as leading examples of the growing trend of unlimited PTO.

It’s crucial to note that while the implementation and specifics of the policy might differ among companies, the underlying aim is the same: fostering a culture of trust, promoting work-life balance, and driving productivity.

Why you might consider adopting unlimited PTO

Wondering if it is worth joining the above list?

Unlimited PTO can bring substantial benefits. It has been linked with increased employee satisfaction and retention. It also empowers employees, promoting a culture of trust and flexibility.

This condition can have positive results for employers too. Better performance aside, a study showed that those with unlimited PTO took only 13 days off yearly compared to those with prescribed and limited time-off benefit packages, who took 15 days on average.

Why you might consider not adopting unlimited PTO

However, it’s not all rosy. Some employees can feel anxious about taking time off, fearing it may reflect poorly on their work ethic. Employers may also grapple with potential abuse of the policy and difficulties in tracking PTO.

It’s essential for us, as HR practitioners and employers, to carefully consider whether this trend aligns with our company culture and goals. Implementing an unlimited PTO policy requires a strong culture of trust, clear communication, and guidelines to prevent potential misuse.

The rise of unlimited PTO among top companies signifies a shift in our work culture. It’s a trend that’s well worth our attention as we seek to foster an environment where our employees can thrive. As leaders, it’s our responsibility to balance the benefits and potential challenges of such policies, and tailor them to best serve our teams.

The post Top companies with unlimited PTO – they do exist and thrive appeared first on Recruiting Resources: How to Recruit and Hire Better.

Understanding this concept is crucial to ensuring that employees are compensated accurately and on time, and that the businesses stay compliant with tax regulations.

But it’s not just about compliance; it’s about fostering a work environment where employees feel valued and secure. So, let’s get started!

What is a payroll year?

The payroll year, also referred to as the tax year, is a 12-month duration utilized by employers to determine wages and deductions. It may not always coincide with the calendar year, as it can commence at any time based on the fiscal policies of the company.

Comprehending the payroll year is crucial for precise tax reporting and adherence to regulations. It serves as the basis for our payroll systems and dictates the timeline for our payroll operations throughout the year.

What is a payroll period?

A payroll period is the recurring timeframe in which an employee’s work hours are recorded and paid. It could be weekly, bi-weekly, semi-monthly, or monthly. The choice of payroll period can significantly impact your payroll processing, cash flow management, and even employee satisfaction.

It’s not just about when the money hits the bank; it’s about how we manage our resources, plan our budgets, and align our payroll processes with the needs and expectations of our employees.

Types of payroll periods

There are four main types of these periods, each with its own advantages and challenges.

Weekly payroll

Employees are paid 52 times a year. This is common in industries like construction and hospitality, where cash flow is often tight, and employees appreciate the regular income. However, it can be administratively heavy for the HR team.

Bi-weekly

Employees are paid every two weeks, resulting in 26 pay periods a year. This is popular in many industries due to its simplicity and balance between regular payments for employees and manageable workload for HR.

Semi-monthly

Employees are paid twice a month, typically on the 1st and 15th, or the 15th and last day of the month, resulting in 24 pay periods a year. This is common in professional and salaried jobs. It can be easier for budgeting but can cause confusion when pay dates don’t align with the end of the workweek.

Monthly

Employees are paid once a month, resulting in 12 pay periods a year. This is less common due to cash flow challenges for employees, but it’s the easiest for HR in terms of administrative work.

How to choose the best payroll period

Choosing the best period to deposit salaries is a strategic decision that requires careful consideration:

Industry norms

Some industries have standard payroll periods. It’s best to align with these to attract and retain talent. For example, if you’re in the hospitality industry, a weekly payroll might be expected.

Employee preference

Some employees may prefer a certain payroll period based on their financial planning. Regular surveys and open communication can help you understand your employees’ preferences.

Administrative ease

More frequent payroll periods can increase administrative work. Consider your HR capacity when deciding. If you’re a small team, a monthly payroll might be more manageable.

Cash flow

More frequent pay periods can impact your business’s cash flow. Ensure your choice aligns with your financial capabilities. If you’re a startup with tight cash flow, a bi-weekly or monthly payroll might be more suitable.

The most common payroll periods

In the US, bi-weekly payrolls are most common, followed by weekly. This is due to a combination of factors, including industry norms, employee preferences, and administrative ease.

Having employees in multiple states can create complications when it comes to pay periods. This is because some states have shorter pay period requirements while others do not.

As a result, it may be more hassle than it is worth to pay some employees monthly and adjust the pay periods for others based on their respective state laws.

In the UK, monthly payrolls are standard, largely due to tradition and the prevalence of salaried jobs. However, two-week payrolls are also an option.

In Europe, it varies by country, with monthly and weekly being popular. Understanding these trends can help you benchmark your payroll practices and ensure you’re meeting industry standards.

In Australia, payroll cycles vary: Monthly, from the 28th to the 30th of the month; bi-weekly, every second week on any agreed day (usually it is Wednesday or Thursday); bi-monthly, every 15th and 30th.

Finally, in the Asia-Pacific region, the majority of countries/states, accounting for 68%, prefer to follow a monthly payroll schedule to pay their employees.

How many pay periods are included in a year?

Check how many work weeks are included in a year:

• Weekly: 52 weeks
• Bi-weekly: 26 or 27 weeks
• Semi-monthly: approximately 24.3 weeks
• Monthly: approximately 12.2 weeks

Remember, these numbers can vary slightly due to leap years and the specific start/end dates of your payroll year. It’s important to keep track of these variations to ensure accurate payroll processing and tax reporting.

Adapting to payroll trends

As HR professionals, we must stay ahead of trends. Automation, outsourcing, and real-time payments are just a few trends shaping our industry. Embrace these changes, invest in continuous learning, and adapt your practices to stay relevant and valuable.

It’s not just about keeping up with the times; it’s about leading the way and setting the standard for excellence in payroll management.

Understanding years and periods is fundamental to our roles as HR professionals and SMB employers.

By choosing the right period for our organizations and staying abreast of payroll trends, we can ensure our teams are paid accurately and on time, and our businesses remain compliant and competitive.

But more than that, we can contribute to a work environment where employees feel valued, secure, and engaged.

Is time off always paid?

Time off can be paid or unpaid, depending on an employer’s policies and the specific circumstances surrounding the leave. Paid time off (PTO) refers to days or periods when an employee is not required to work but still receives their regular salary or wage.

This can include vacation days, holidays, sick leave, and personal days, among others.

The provision of PTO varies widely among companies and may be determined by factors such as the length of employment, job position, and local labor laws.

The post How many weeks are there in a payroll year? appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is employee onboarding?

Onboarding new hires is the process companies go through to welcome and integrate employees into the workplace. This very definition suggests that the employee onboarding process extends far beyond the first day of a new hire – it continues until they’ve fully adjusted to their role and team.

And this is the main difference between onboarding and orientation. The employee onboarding definition refers to any action that helps new hires understand how things work in their new work environment, get acquainted with the company culture, and feel welcomed and valued in their team.

Employee orientation, on the other hand, is the first step of onboarding. It’s when new hires learn the basics of their environment: for example, they might familiarize themselves with the office building and company policies, understand their new job duties and get introduced to their colleagues.

Why is onboarding important?

Think back to your first day in any job – chances are you were excited but nervous. If you don’t receive enough attention and instruction, that may not bode well for your mood or your motivation to get up to speed in your new capacity.

This may be one of the reasons that more than 25% of new hires quit their jobs after their first three months. And this is a huge loss for a company that must repeat a costly hiring process to find a replacement so soon – not counting the resources spent to train or compensate that new employee during their time with your company.

So onboarding new employees effectively can improve your company’s employee retention.

Another benefit of a good onboarding policy is that new hires reach full productivity faster. If they don’t receive adequate help from HR or their manager, and they’re just trying to make sense of everything on their own, your company loses potential revenue this employee would otherwise bring. If new hires go through a well-developed onboarding process, they’ll be quicker to settle in their role and start producing value for their team.

And an effective process is even more imperative when you’re onboarding remote employees (who have extra difficulties in connecting with their colleagues due to distance) or interns and graduates (who are new to your company and also to the world of employment).

Why it’s crucial to welcome new hires

Employee onboarding shouldn’t stop at company policy, benefit enrollment, job training, and tech logins — the way your company makes employees feel is a significant part of company culture, which is an essential ingredient of attracting and retaining top talent in today’s job market. It also goes a long way in building lasting employee engagement.

There should be two main components involved with a successful onboarding strategy: making sure new hires are prepared with all of the necessary information to work within your organization and creating a positive, comfortable environment where everyone feels supported and included. A fully optimized onboarding experience should welcome a new hire in a way that leaves them feeling prepared to perform their role and excited to be part of your team.

Additional resources for welcoming a new hire:

• How to Welcome a New Hire

Onboarding process steps

When designing the onboarding process, there are many things you can do to help new hires, like sending them a welcome package with company swag, arranging a team lunch or dinner with colleagues, or preparing a presentation. Whatever you include in your own process, there are several onboarding best practices that you could follow:

1. Communicate with new hires regularly

If your new hire’s start date is more than two weeks away, make sure to keep communicating with them and show that you’re looking forward to having them on board. You can prepare a welcome package with company swag or send them your employee handbook in advance. You could also ask the new hire’s prospective manager to send an email welcoming their new team member.

2. Plan the new hire’s first week

When the new employee first arrives for work, they will be uncertain about what their day will be like. It’s up to you to show them that you’re fully prepared to welcome them properly. So, prepare a plan for their first few days on the job and check all the important boxes (like setting up their workstation or informing the front desk employees about the new hire’s arrival).

3. Welcome them with open arms

Be enthusiastic, friendly, and positive from day one. Give the new hire a company walkthrough and introduce them to their co-workers at nearby desks first. Schedule a team lunch for them to get acquainted with others on their team and make sure their manager meets with them regularly throughout this crucial first week. It’d be useful to provide the new employee with a checklist or schedule with all the onboarding activities you have planned.

4. Keep it up

The onboarding process doesn’t end after the first week is over. You need to ensure your new hire has enough basic yet meaningful work to do almost from the beginning to help build confidence. Their manager should have a plan to assign that work and also support their smooth integration into the team. Check in with both the new hire and their manager after two weeks and at the end of the new hire’s first month and give them any support they might need.

A well-thought-out employee onboarding program – taking into account these four steps – could make all the difference in successful employee retention and engagement. It’s imperative both to employee retention and engagement that new hires know that your company values them right from the start.

Additional resources for creating an onboarding process:

• Onboarding Process Survey Questions Template
• How to Build a New Employee Onboarding Process

Why an onboarding checklist is important

There are a lot of moving pieces to a comprehensive employee onboarding strategy and starting a new job is already a situation that can inspire feelings of anxiety, uncertainty, or information overload. Remember the first day of school? It’s like that, but with even more at stake.

An onboarding checklist provides a loosely-structured schedule that prioritizes the most important aspects of welcoming a new hire while also helping them gain confidence about their new role and environment. Onboarding is your best chance to make a strong first impression as an efficient, organized, and thoughtful place to work and a new hire checklist is the ideal tool to help you do it.

Improve the initial employee experience by providing them with a copy of the list so that they know what to expect.

Additional resources for creating an onboarding checklist:

• Onboarding New Hire Checklist
• Remote Employee Onboarding Checklist
• IT Onboarding Checklist
• Onboarding Checklists Templates
• Onboarding New Managers Checklist

Remote onboarding

The rise of remote work has added new obstacles for HR professionals to consider. It’s even easier to feel lost, overwhelmed, or confused if you can’t check in with a friendly face nearby. How do you make a new hire feel welcome and supported from a distance?

It’s extremely important to streamline the formal onboarding workflow and communicate the process and all information involved as clearly as possible for remote workers. Help them get comfortable with company communication tools as quickly as possible, set up some video calls or virtual meetings with relevant managers and team members, and consider assigning them an “onboarding buddy” to reach out to with any questions.

Onboarding software is an ideal tool for organizing the process and a friendly colleague can help personalize and support the experience.

Additional resources for remote onboarding:

• Remote Employees Onboarding Checklist
• Working, Hiring, and Onboarding in the New Normal
• Remote Onboarding FAQs

Employee onboarding tools and software

Hiring a new employee involves a significant investment of time, money, and resources. From interviewing to onboarding, it’s important to be thorough and organized each step of the way — not only for logistical reasons, but also because making a positive impression is a key component of acquiring highly-qualified talent in a competitive job market.

Using employee onboarding tools and software can help streamline communication, facilitate training, ensure compliance, and manage necessary paperwork, among other things. It can also make the entire process easier for human resources professionalwhat is s by incorporating automation and notifications into the workflow to ensure all tasks are completed in a timely manner.

Creating and implementing a consistent and comprehensive onboarding strategy improves the efficiency and productivity of your organization as you empower new hires to step into their new position with comfort and confidence.

The post What is employee onboarding and how to get it right appeared first on Recruiting Resources: How to Recruit and Hire Better.

Besides storage, document management involves various other functions. But which software provider can provide all the features you need at a price you can afford? Check out our comparison of the top document management software providers to find the one that suits you best.

What is a document management system?

A document management system (DMS) is a digital system that’s tasked with the storage, sharing, tracking, and management of files and documents. Specifically in HR, these documents relate to employee information, company policies, and workflows. With the easy accessibility that a DMS provides to authorized personnel, filing cabinets have become obsolete in the HR department.

Why do you need document management software?

Here are some of the benefits of document management software:

It’s safe. No more misplaced documents or files that have fallen victim to coffee spills. Online documents are securely stored behind firewalls, password protection, and data encryption. Plus, you can decide who’s allowed to access the information, adding yet another layer of protection.

It’s efficient. A place for everything and everything in its place. Documents are organized and categorized according to your preferences, making them easy to find and update. The time saved with this function is all the reason you need to install this software.

It grows. The scalability of a DMS means that, as your company expands, so does the system. As a result of this, your workflows and processes won’t change, so no need for new software or training.

It’s accessible. Forget shuffling contracts from one inbox to the next for signatures. The authorized stakeholders receive communication regarding updates instantly and can access documents at will.

It’s paperless. Green initiatives are an integral part of any organization so it’s worth grabbing any opportunity to help the planet. Plus you’ll prevent a whole lot of paper cuts.

What documents can you store?

From onboarding to offboarding, any employee information needs to be safely stored and eventually archived. A DMS will do that for you and more. Here are a few examples of documents you can store:

• Recruitment collateral (marketing videos, social proof, career pages, etc.)
• Hiring and onboarding documentation
• Employee contracts
• Company policies and regulations
• PTO requests, medical and disability records
• Payroll documents
• Benefits administration documents
• Performance reviews and records
• Accident and safety reports
• Learning management paperwork
• Basic and advanced features

Workable’s own document management functionalities are included in its HR software solution – which is already bolstered by a best-in-class recruitment software. This makes it a must-have for many small businesses that may not have the resources to procure a dedicated document management software in addition to other elements of its HR tech stack.

What are the must-haves in document management software?

At its core, document management software should be able to provide the following:

1. Metadata

This allows users to know when a document was uploaded or updated and by whom, providing an automatic paper trail for record-keeping purposes. For some systems, metadata includes extracted text, helping with keyword searches.

2. Integration

If you’re in another app, you should be able to get a document from the DMS, change it, and save the new version back in the DMS without actually leaving the app you’re in.

3. Capture

The DMS should be able to process scanned images of documents. Some may even have optical character recognition software that will convert the images into machine-readable text.

4. Storage

Along with storage, this includes managing the documents, i.e., their location, length of storage, transfer, and destruction.

5. Workflow

The path a document takes through an organization may be created by rules an administrator inputs, ensuring an automatic flow from one department to the next.

6. Collaboration

No more trying to reconcile changes made by various team members. Now, more than one user can work on a single document at the same time. All markups will be recorded and go into the document history.

7. User-friendly interface

You don’t need your staff sitting in hours of training to learn a new system. The interface should be simple to navigate with a dashboard that’s quick and easy to scan.

What are the nice-to-haves in document management software?

Now for the features that it would be great to have:

1. Compliance capabilities

The DMS follows the relevant legislation and regulations to ensure you and your documents are compliant.

2. eSignatures

Electronic signature capabilities are a blessing when it comes to HR. While you can easily use external software for this, all the better if your DMS can provide it.

3. Customized templates

So easy to get through the admin if you just have to fill in the blank spaces. There could be templates for a range of HR functions and regulations.

4. Reporting capabilities

It will analyze your workflows, allowing you to identify molehills before they become mountains and inefficiencies that need streamlining.

5. Automated reminders

Maybe a contract is up or an employee is eligible for certain benefits – it’s near impossible to keep track of it all, no matter the size of your business. These reminders do the checking for you and ensure you remain compliant.

6. Scalability and flexibility

Scalability in document management software is essential for ensuring an organization’s evolving needs are met over time. As businesses grow and workflows become more intricate, the volume and complexity of managed documents increase.

A scalable solution can accommodate this growth, preventing potential system overloads or costly migrations to larger platforms.

Moreover, it provides flexibility in adopting new features and integrations, supporting continual operational enhancements.

A comparison of the top document management softwares

We’ve done our research and narrowed it down to the best document storage software providers out there. They are:

• Zoho WorkDrive
• GoCo
• PandaDoc
• eFileCabinet

Before we get into the specific areas, let’s look at the highlights of each:

What we like

While the majority of DMSs share most basic functions, some stand-out features set the top ones apart. Let’s take a look at some of the best features each of these document management systems has to offer.

Zoho WorkDrive

• Easy file sharing
• Flexible
• Great permissions feature
• Real-time collaboration

GoCo

• Great user interface
• Good support
• Integrates well with payroll system
• Modern design

PandaDoc

• Easily customizable
• Reliable and intuitive
• Helpful eSigning capabilities
• Unlimited documents

eFileCabinet

• Great drag-and-drop functionality
• Easy to replicate folder structures
• Good customer service
• Scanning is a breeze

What we don’t like

It can’t all be good. There has to be a downside to these document management systems. However, being at the top in the list means there are thankfully few negative characteristics.

Zoho WorkDrive

• Limited integrations
• Tends to be slow
• Mobile app needs improvement

GoCo

• Certain functions (e.g. creating a workflow) can be complicated and confusing
• Can be slow at times
• Sometimes difficult to track the status of changes
• System can be rigid

PandaDoc

• Mobile app can be slow
• Latest version has removed the ability to duplicate documents
• Difficulty in saving or retrieving electronic signature
• Becomes costly with simple add-on features

eFileCabinet

• Cannot make bulk changes to files or folders
• Could be more cloud-friendly
• Not intuitive
• Difficult to delete items that have been added

Choosing a DMS: price, usability and support

Now that we have a quick understanding of each at a surface level, let’s see how they measure up against each other in three fundamental categories worth considering: price, user friendliness, and support.

1. Price

Let’s be honest, this is the most important part – how much do you have to spend on a document management system? The options range from monthly or annual subscriptions per user to fees per feature.

Zoho WorkDrive

• Starter – $2/user/month
• Team – $4/user/month
• Business – $8/user/month

GoCo

• Plans start at $5/user/month
• Add on features according to need

PandaDoc

• Essentials – $19/user/month
• Business – $49/user/month
• Enterprise – Request a quote

eFileCabinet

• $1,200 USD/feature/year

2. User-friendliness

Too many software providers take their users’ technical capabilities for granted. The more complex the interface, the more training required which means your employees are spending more time away from work than necessary. See what customers have to say about the top DM softwares.

Zoho WorkDrive

Offers a modern interface with access controls and a built-in office suite.

• “WorkDrive is a very cost-effective cloud storage option that is incredibly user-friendly.” – Pramod P
• “Although it is user-friendly, it sometimes takes too long to navigate and switch between folders.” – Hüseyin A

GoCo

Designed with flexibility and ease of use in mind.

• “Easy to navigate. User-friendly features.” – verified user in logistics and supply chain
• “It can be a very streamlined system. They just need to work out the bugs of it being slow and the glitches but other than that it is user friendly and self explanatory.” – verified user in mental health care

PandaDoc

Offers user-friendly software that streamlines your business processes.

• “Due to its accessibility, it is convenient for the signer and is generally user-friendly.” – verified user in computer & network security
• “With how customizable it is, it can get confusing. The UI could be more friendly and have more explanations.” – verified user in computer software

eFileCabinet

Provides a simple, user-friendly interface that eliminates the learning curve.

• “It’s very user friendly. The training was long but very informative.” – verified user in legal services
• “Very basic but super user friendly” – verified user in electronic manufacturing

3. Customer support

One of the true tests for software providers is post-sales customer support. It needs to go beyond “Have you tried switching it off and on again?”.

This is especially so when learning a new application and you need guidance to navigate unfamiliar territory. And who better to ask if a DMS passes the test than past customers?

Zoho WorkDrive

• “When I need new features, the support team responds very quickly and discusses whether it is a one-time or repetitive job so the focus of the tool stays in place.” – Hiroshi M
• “I needed some assistance, and received no feedback from customer service.” – Lisa P

GoCo

• “Although the support staff are AMAZING, it takes at least 24 hours for them to get back to me.” – Jared B
• “I can’t pull out a report and I have asked tech support and still didn’t get a response from them after 2 weeks.” – Nick A

PandaDoc

• “No phone support. There is not a number to call and that sometimes makes things difficult. You guys have a chat that is quite quick to response so things aren’t that bad but it would be great if the people attending the chat could give you a call when further technical support is required.” – Juan D
• “We have had some instances of down time but the tech support has been very supportive and will get back to you in a timely manner.” – Keisha P

eFileCabinet

• “Things don’t always work in a consistent way and although the support team is very kind and makes every effort to help, they do not always understand why things aren’t working either.” – verified user in chemicals
• “While I love how helpful the customer support is, I didn’t like how often I needed to contact them with regards to EfileCabinet freezing or some small other annoyance.” – verified user in accounting

On-site vs. cloud-based DMS

Even the ‘location’ of your DMS can be factored into your priorities. There are two such ‘locations’ for your DMS – you can either have it on site or you can run it in the cloud. Let’s look at what each means for you.

On-site DMS

• Your data is stored in servers on your company premises.
• You’ll need resources and an IT team to maintain the system.
• Generally best suited to big companies.
• It’s a costly undertaking.
• You’re not reliant on an internet connection to access information.
• Don’t forget to back up your data — not doing so means you’ll lose it all if there’s a glitch.

Cloud-based DMS

• It’s handled by a service provider, using an external data center.
• There’s usually a subscription fee due but that’s about as expensive as it gets as you don’t need hardware or a team to manage it.
• It’s a great solution for users that require remote access or for companies that are growing rapidly.
• However, you will be dependent on an external service provider and a reliable internet connection.

Making a purchase decision on a DMS

You’ve researched an endless number of document management software providers but you still don’t know which one to pick.

Here are a few guidelines to help you make your decision:

1. Figure out what you need

How big is your company? Do you have comprehensive needs or will a basic package do? Are you currently using a DMS and will the new provider be able to transfer the files for you? Start off as simple as possible and add on features as you need them.

2. Assess your processes

By taking a good, hard look at your workflows, you’ll identify the problems that need to be addressed. The document management software you choose will have to provide solutions for these issues.

3. Consider your security and compliance requirements

Ideally, you’d like a DMS that has layers of protection and possesses international security qualifications. Likewise with compliance. You need a DMS that adheres to the relevant rules and regulations and picks up on discrepancies before they become problematic.

4. How much are you willing to spend?

We’d all love to have top-of-the-range stuff but sometimes, it’s just not feasible. If you choose a document management system that promotes scalability, you should be able to add on the nice-to-have features as your business grows. For now, though, you may have to stick to the basics.

Define what features you need most

By pinpointing essential functionalities—such as version control, security protocols, and integration capabilities—organizations can sidestep superfluous features, ensuring cost-effectiveness. Furthermore, a defined feature set aids in gauging the software’s scalability, ensuring it can adapt to evolving business requirements.

In essence, precisely defining features guarantees a tailored, efficient, and future-proof document management solution.

Short-term change to long-term gain

Investing in a document management system is no small matter. It takes time, money, and company-wide cooperation. Your system may be down for days, if not weeks during the conversion to digital, and your staff will miss work to attend training.

However, that being said, installing a DMS in your organization will do wonders for your HR department. Your HR professionals will now have the time to focus on developing your employees to their full potential and driving initiatives to move your company forward.

The post Choosing the best HR document management software: A guide appeared first on Recruiting Resources: How to Recruit and Hire Better.

New hires want meaningful communication with the company. Coming through the door they’re looking for “organized, relevant and well-timed content,” according to a 2014 BambooHR survey. They also want to feel useful fast and see a company fully prepared for their arrival.

What is onboarding and why is it important? A new hire onboarding checklist is vital in ensuring you don’t miss anything. It will help you prepare for the new hire’s arrival and support them as they settle into a new environment. Part of this onboarding new hire checklist can be sent to the new hire in advance serving as an outline for their first day activities.

Meanwhile: in a world where remote work is becoming a norm, it’s also important to fine-tune your remote onboarding strategy. This remote onboarding FAQ guide will answer many of your questions. This comprehensive step-by-step guide on how to build a new employee onboarding process will help you as well – and learn from real-life employers why a standardized remote onboarding process is crucial for success.

The following steps can be used as a guide to building your new hire checklist:

1. Welcome the new hire before the first day

Onboarding doesn’t start when an employee first sets foot in the office. After they accept your offer, they need to be aware of the basics before their first day (where to go, whom to ask for, dress code etc.) and feel they’re expected eagerly. Send them a welcome letter as an HR department and as a supervisor.

2. Send an onboarding package

You’ll want every new hire to know the company’s mission, culture and policies. But burying them in paperwork on the first day isn’t the way to go. If you have a detailed and impressive employee handbook like Disqus culture book, you want to give the new employee enough time to study it. Send them an “onboarding package” including the handbook, mission statement and any other important documents. A good idea would be to send welcoming items such as a T-shirt with the company logo (Workable does).

3. Set up the new hire’s environment

Having a new hire wait around while their workstation is set up isn’t a good use of your time or theirs. Sitting in a cramped space for lack of better options is equally unpleasant. Prepare the new hire’s desk near their team with all equipment necessary well in advance. Aim for some bonus points by decorating it and placing a welcome card from all staff on it. Their digital environment should also be prepared with ready-to-use corporate e-mails, passwords, software licences etc.

4. Coordinate with other staff

A number of people need to know about the new hire’s arrival; reception, first and foremost, so awkward situations can be avoided. You can announce the start date to the team or department and advise them on how to welcome their new colleague. Payroll and personnel should update their database early on. Remember also that many new hires prefer their supervisor to take them through all or part of the onboarding process so they can start building a working relationship.

5. Start the day

So, the start date has arrived. The new hire was welcomed warmly and directed to their desk where they were left to familiarize with their surroundings and try out their equipment. Signing some paperwork can’t be avoided but try to keep it to a bare minimum. So far so good but don’t leave them alone for too long. Schedule breakfast or coffee break and introduce them to their team and other staff. If they are in a leadership position, it’d be a good idea to briefly present their qualifications and experience to their subordinates.

6. Discuss the position

This is a very important part of onboarding. New hires site “different work than expected” as one of their top reasons for leaving. Make sure you explain the job description thoroughly and answer all questions about the role. Don’t forget to ask the new hire about their own goals and expectations.

7. Discuss the company

New employees will hopefully have reviewed your policies already. Give them a brief summary of important points and answer any questions. Talk about perks and benefits explaining the procedures and their own responsibilities. Present the organizational chart and indicate who to ask for what (e.g. the office manager for office supplies). Giving them access to a directory with names and photos of the staff can be a great help.

8. Company walkthrough

Showing new hires around the company is a great way to promote a feeling of familiarity. Don’t just show them spaces, tell them how to use office equipment, how to lock/unlock doors and where to go for lunch. It’s important they know the premises and move freely among the many offices, desks and corridors.

9. Lunch

Lunchtime is an important point in the new hire’s first day. Don’t leave them to eat on their own! Schedule lunch with the team at a specific time and help them become better acquainted.

10. Assign them a simple task

Almost three quarters of new hires believe on-the-job training is the most important reason to stay in a new job. Assigning them some work from day one will ease them into their duties and will create an opportunity for meaningful feedback and coaching. Don’t limit this on their first day, be ready to mentor them continuously.

11. Let them stay in the shadows

Arranging for a new hire to shadow other staff can be done during the course of the first couple of weeks. It serves a dual purpose. First, they’ll find it easier to socialize with their colleagues as they’ll get to know them better one on one. Second, it will give them hands-on experience in how the company operates and what the expectations of each position are. Shadowing the team especially may give them insight on how their supervisor leads their subordinates.

12. Assign a “buddy”

New employees will have questions on their first day. Having a specific person to go to is a great help for a new hire. Choose the most suitable person for this, someone who has been in the company some time, with a pleasant personality and reliable enough to dedicate the time needed to their “mentee”.

13. Create an extended roadmap

No matter how well it starts, the onboarding process is usually short-lived. One in six new hires leave within the first week but you aren’t safe from new hire turnover even after six months. The first 45 days especially are considered an important milestone. Set clear goals for the first months and arrange for systematic coaching. Communicate the roadmap to the employee so they will know what to expect. Don’t neglect to sit down with them and discuss their progress frequently.

Remember to provide the new hire with a checklist for their first days. Steps 5 to 13 can be adjusted to address the new employee and give them details about what they will be doing and with whom. Give them the means to come onboard prepared and excited.

Onboarding a new intern? This intern onboarding checklist will get you started.

The post Onboarding: the new hire checklist appeared first on Recruiting Resources: How to Recruit and Hire Better.

Are you onboarding remotely? These remote onboarding FAQs will give you a head start, and you’ll also want to read insights from real-life remote employers on standardizing the onboarding of remote employees.

Here’s a planning timeline and some checklists (plus this onboarding new hire checklist) that HR professionals and hiring managers can use to design a good employee onboarding experience:

During the hiring process

Hiring and onboarding are often treated as separate. But their edges blur. New hires get their first impressions of your company during your hiring process, so your candidate experience efforts should be as thoughtful and welcoming as the rest of your onboarding efforts:

• Write a clear job description that gives your new hire a concrete list of their responsibilities.
• Tell candidates how you structure your hiring process and how long each stage is likely to take.
• Follow up early and often and communicate with candidates at each stage of the hiring process.
• Give candidates your full attention at interviews and respond to any questions they may have.
• Give candidates full information about reference checks and background checks.

During the offer stage

• Opt for a phone offer, if possible. Phone offers are more personal than email offers and can help you better communicate your enthusiasm for a candidate. It’s best to schedule your call ahead of time, so you don’t end up catching your candidate off guard.
• Follow up with an enthusiastic offer letter. Aim for a warm tone and include all relevant benefit details and contact information, so you can easily address any remaining questions.
• Be courteous during salary negotiations. Salary negotiations, done badly, can be tense and confrontational. Done well, they can help solidify your new employee’s value on your team and build a foundation of mutual respect. So, be open and try not to penalize candidates for being their own best advocates.
• Set a start date and share it with your new hire’s team. Offer some start date flexibility, if possible. It’s best to respect your new employee’s need to finish up projects and give appropriate notice with their current employer. Once you’ve set a date, share it with your new employee’s team so they can prepare to welcome their new colleague.
• Transfer your new hire’s information from your applicant tracking system to your Human Resource Information System (HRIS) or onboarding software. To avoid asking new employees to give you all their personal information again for your HRIS records, see if you can transfer their relevant details from your ATS. This will allow you to create a seamless transition for HR, hiring managers and new employees alike.

1-2 weeks before your new employee’s first day

• Prepare your new hire paperwork. Consider including the following policies and forms for new employees to fill out and sign:

• • An Employment Agreement.
  • A Non-Disclosure Agreement.
  • An Employee Invention Agreement.
  • An Employee Handbook.
  • IRS form W-4.
  • IRS form I-9.
  • A direct deposit form.

• Set up your new employee’s online accounts, including:

• • Company email.
  • Company instant message.
  • Company HRIS software.
  • Company password management software (LastPass, etc.)
  • Company productivity software (Asana, Jira, etc.)
  • Company ATS for members of hiring teams.

• Prepare your new hire’s tech, including:

• • A laptop.
  • A monitor.
  • A phone.
  • A mouse.
  • A keyboard.
  • A headset.

• Confirm your employee’s new office phone number.
• Order business cards and/or a desk nameplate.
• Arrange for new employee ID card/building access fob.
• Schedule introductory meetings with key colleagues for the new employee’s first few weeks.
• Encourage team members (especially those on the interview panel) to reach out to your new hire to congratulate and welcome them prior to their start date. This goes a long way in establishing relationships early in the process.
• Ask your new employee to fill out an onboarding form, including information about allergies, food preferences and T-shirt size, if you’re including a company shirt in your welcome package.
• Make a welcome lunch plan for your new hire’s first day.
• Schedule a HR onboarding meeting for your new hire’s first day.
• Arrange for parking access, if needed.
• Plan your new hire’s first assignment.
• Arrange any relevant internal (or external) trainings required for the job.
• Send your new hire a welcome email telling them what to expect. Include maps, meeting details, etc. Make sure they know when to arrive on their first day and ask if they have any more questions.

The day before your new hire’s first day

• Clean your new employee’s desk and set up their equipment and welcome kit. Consider including the following in your welcome kit:

• • A welcome letter.
  • New hire paperwork and HR documents.
  • Technology setup instructions.
  • A company notebook.
  • A company T-shirt.
  • A company mug.
  • Pens.
  • Stickers.
  • A copy of your office map.
  • A copy of your company org chart.
  • A copy of your new hire’s first week schedule.
  • A copy of a book relevant to your team culture.

• Make sure your new hire’s company email account is set up and forward regular team meeting invites to them.
• Send a message to your new hire’s department to remind everyone of their start date.
• Add your new employee’s email to relevant distribution lists and add their new phone number to relevant phone lists.
• Add your new employee’s details to your HRIS system, if you haven’t done so already.
• Add your employee’s desk to your office’s internal desk map.

On your new employee’s first day

• Have someone ready to welcome your new hire when they get to the office.
• Give your new hire a detailed office tour and make them aware of their schedule for their first few days.
• Arrange for a welcome meeting with your new hire’s manager to provide an overview of their new team, their role and how their success will be measured.
• Schedule time for new hire paperwork.
• Take your new hire out for lunch with some of their key team members.
• Allow your new hire some downtime to set up their new equipment, set new passwords and log in to their new accounts.
• Conduct a formal HR onboarding meeting, including details about benefits enrollment, company holidays and policies, company structure, team culture and review your company’s vision, mission and values. (If you have formally documented them.)

During your new employee’s first week

• Schedule your new hire’s regular 1:1 management meetings.
• Set clear goal and performance objectives for your new hire’s first 3 months, 6 months and year.
• Go over a 3 month roadmap for key projects they will be working on.
• Schedule meaningful work tasks that get them up and running.
• Provide quick feedback on their initial work tasks and establish management expectations for their performance.
• Schedule introductory meetings with each department, not just those the employee will partner but all departments throughout the company, so that they can get a full understanding of different parts of your business.
• Check in with them on a regular basis and respond to any questions they have.

During your new employee’s first 3 months

• Continue to have regular 1:1 meetings.
• Hold an informal 30 day check in to address any immediate concerns followed by a 90 day check in to see how everything is going.
• Ask for feedback on your onboarding process so you can improve the process for future new hires.

The post How to build a new employee onboarding process appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is HR software, and why do companies need it?

By automating some of their more mundane tasks, they can refocus on what is most important – those who make up their organization. HR software benefits not only HR staff but other employees too, giving them a better understanding of their organization’s HR policies and procedures.

The remote work revolution has made it necessary for businesses to learn how to foster dynamic and successful teams in an ever-evolving environment. Therefore, HR departments are tasked to introduce performance management solutions that employees can use, regardless of location. Investing in these tools is essential for companies hoping to remain competitive and achieve optimal results from their teams.

Understanding the different types of HR software

When it comes to digital solutions for Human Resources, three major types of software stand out from the rest. Each has unique capabilities and strengths, so understanding their differences can help you determine which best suits your needs.

Here are the three systems that dominate the realm of modern Human Resources technology:

Human Resources Information System (HRIS)

To maximize efficiency, many organizations rely on HRIS software as their main source of employee information and management. These tools are available both online and in a software form and can be hosted by the company’s server, a cloud provider, or a third-party vendor.

Primary benefit: A centralized database houses all personnel data that can be accessed at any time from any location. This makes it easier for HR teams to enter and manage employee records confidently.

Human Capital Management (HCM)

Human Capital Management (HCM) is a more comprehensive version of HRIS, integrating all the same features with more sophisticated solutions and a focus on talent management.

Primary benefit: HCM focuses on employees’ life cycle and career paths within an organization, from recruitment to management and optimization. Furthermore, it can be tailored to any company’s requirements enabling close supervision of employee well-being and satisfaction, resulting in a higher retention rate.

Human Resources Management System (HRMS)

HRMS is an advanced HR software combining the best of HRIS and HCM features with a focus on administrative processes. Its dynamic features extend beyond just the management of time and labor to encompass an automated payroll system.

Primary benefit: Organizations can take advantage of its powerful capabilities, such as productivity reports and analyses, designed to maximize efficiency in the workplace.

Not enough? Take a deeper dive into the differences between HRIS, HCM and HRMS.

Essential features of HR software

For small and midsize businesses (SMBs), a Human Resources system with specific features is essential. Here are some key functionalities that an SMB should consider when selecting HR software.

Personnel tracking

Personnel management, or employee information management, helps businesses keep tabs on the whereabouts and details of their staff.

• It includes personal information, contact info, previous work history, and demographic data
• It enables organizations to plan ahead for absences and delays so resources may be swiftly reallocated
• Employers can easily monitor the hours worked and location of remote personnel such as salespeople

Benefits administration

Organizing your company’s multitude of benefits programs is made easy with the help of this feature.

• Allows the HR staff to stop chasing after employees to sign paperwork
• Lets employees manage their benefits autonomously through an online portal
• Automatically notifies employees about vendor upgrades or government regulations

Reporting

Data collection and management is a key component of the role of Human Resources, and reporting allows for a greater understanding of this data.

• Organizations will be able to identify trends that can inform future hiring decisions
• Data can be used to pinpoint issues to determine how to best address them
• Gives you accurate insights on how to upgrade your business strategy
• Helps ensure your compliance with local, state, and national regulations

Other features

The size of your organization and the sector you work in will determine the type of HR software that is right for you. Further features that are available with some of the best HR software on the market include:

• Employee management: This feature involves managing employee workload and compensation
• Recruiting: This feature uses a centralized database for candidate information
• Benefits management: This feature allows employees to self-manage benefits by choosing their preferences via a self-service portal
• Learning and Development (L&D): Organizations need to be able to deliver training uniformly and in a well-structured way, which is where a learning management system (LMS) comes into play

A look at the top 5 HR software providers

Understanding the HR software marketplace can be a daunting task. To save you time and effort, here are the top 5 HR companies for businesses.

WebHR

Highlights:

• Cloud-based service is ideal for small businesses that require a high level of communication between employees
• Paid-for subscription service available for up to 1,000 employees
• Options become more complex and varied as you transition from the free plan to the paid version
• Internationally oriented thanks to multi-language and currency options

Why we like it:

• Offers most features that an SMB needs to manage and track staff
• Built-in messenger and employee discussion forums
• Upgrades available one module at a time
• Available in 30 languages and multiple currencies
• Does not have any special hardware requirements
• SSL security, strong encryption, and other data security

Why we don’t like it:

• Free version’s features are limited
• Visual style could be improved
• Limited customization
• Limited choice of built-in templates

Zoho People

Main highlights:

• Available in six versions, including a free version for companies with fewer than five users
• Provides tools to manage the entire HR process
• Integrates with other Zoho products easily, such as its payroll solution

Why we like it:

• Affordable and transparent pricing
• Integrates with other Zoho offerings
• Active community forum
• Mobile app available
• Professional setup services are available
• Virtual support assistant

Why we don’t like it:

• Custom quotes needed for larger organizations
• Some features are limited to the upper tiers of the plan
• Lack of direct support options
• Payroll isn’t included
• Limited phone support

OrangeHRM

Main highlights:

• A good choice if scalability is a priority
• Free starter package provides time tracking, reporting, HR admin, and recruitment features, along with employee self-service and other features
• Complete interface for almost all things HR needs

Why we like it:

• Companies can self-host
• User-friendly and good UI
• Excellent time-tracking functions
• Mobile app
• Permission levels for different users

Why we don’t like it:

• Plugins may be required
• Customer support limited
• Price point is comparatively high

Bitrix24

Main highlights:

• Unlimited number of users in the free version
• Portfolio of task and project management features
• Tools include profile pages, company structure, a social network, and a company knowledge base
• Includes software automation features, file sharing, and email marketing integration
• Will suit companies that want to easily connect to other aspects of the business, such as customer relationship management and website building

Why we like it:

• 35 free tools
• Constant notification of opportunities, tasks, and activities.
• Kanban user interface available
• Free up to 12 users
• Simple reporting features
• Affordable pricing

Why we don’t like it:

• Complex user interface
• Social networking limitations
• Doesn’t support chatbots
• Steep learning curve

Workable

Highlights:

• Comprehensive HRIS software with tools for onboarding and employee management
• Branded onboarding portal for a seamless experience
• Dynamic employee profiles for easy organization and updates
• Automatic org chart generation and updates
• Efficient time off tracking and management

Why we like it:

• Streamlines the entire hiring process, from candidate selection to onboarding
• Customizable onboarding activities tailored to each new hire
• Easy-to-use dashboard for tracking multiple onboardings
• Automated onboarding processes save time and ensure timely completion
• Supports multiple profile templates for different locations and employment types
• Company file storage and document templates for easy access and organization
• Flexible time off policies and accrual options to cater to diverse workforce needs

Why we don’t like it:

• Limited in scope and features compared to some other HR software solutions
• Best suited for small businesses with under 20 full-time employees, with limited scalability for larger organizations
• Continuously evolving, meaning the platform may not yet offer the most complete HR software experience on the market

How HR software saves businesses money

HR software can save you money in many different ways.

• Streamlines HR admin: It allows HR teams to spend less time on administration and more on strategic activities
• Efficient onboarding: Technology replaces paperwork, reduces the time to replace an employee, and cuts the cost of hiring an employee
• Employee self-service saves time: Fewer HR calls; therefore, a leaner team is needed
• Cuts the cost of outsourcing: A broad range of HR functions, including payroll, can be performed in-house.
• Eliminates costly errors: Automation reduces the risk of human error
• Ensures compliance: Avoid missing regulatory deadlines that may lead to penalties being imposed
• Supports remote work: Reduces the need for office infrastructure and can therefore save on overhead costs

When you look at the considerable time and monetary savings you can achieve by investing in HR software; you can then weigh them against the costs your organization is currently carrying. This will give you a clear idea of your return on investment (ROI). Once this is clear, you may even decide it’s worth exploring other HR software modules that initially didn’t fit your budget – meaning access to even more savings.

HR hiring software – what is it?

Organizations are turning to specialized software to streamline their recruitment process. Commonly referred to as an applicant tracking system or ATS, this type of software covers every detail, from sourcing and screening candidates to issuing offer letters. Although the two terms are often used interchangeably, it is important to note that the scope of recruiting software extends beyond just ATS functions – they also provide tools specifically designed for each step in the selection process.

Hiring (or recruiting) software can provide a range of benefits to assist in the process of hiring qualified candidates:

• They often include features for sourcing, engagement, selection, and hiring
• Sourcing helps uncover potential applicants who may not have seen job postings while engaging with them ensures they remain informed throughout the process
• Selection capabilities help narrow down the list of candidates based on assessments or evaluations
• Some platforms manage the actual step of hiring as well as provide an interface between candidate and employee experience

Related: What is HR software?

Here’s how HR recruitment software works

Through the company portal, hiring managers and recruiters can create job postings, view all relevant job applications, update information as candidates are interviewed, send out job offers, handle paperwork related to onboarding the new employee, and generate reports relating to the hiring process.

This powerful tool organizes and streamlines the entire hiring journey for everyone involved – freeing up more time for additional tasks that need to be accomplished.

The cost of HR software

The cost of an average HR software package typically starts from $3 to $1,200 per month per user, depending on the number of personnel involved. This is how pricing typically works – you get more features as the price increases. The basic plan covers only essential functions, while a higher-priced product will include additional tools for supporting larger organizations or teams.

Choosing the right HR software for you

When choosing the right HR software for your business, start by focusing on what processes you wish would be simplified and which features are most essential. This will help you zero in on the perfect fit and narrow down your selection.

• What to look for: Try to select a program that includes all the Human Resources Information System (HRIS) requirements within its base price; otherwise, acquiring extras could lead to overspending your assigned budget.
• What to be wary of: When selecting a software package, you must be aware of which features are included in the standard version and any extra elements that may require an additional cost.

If you are working with a service provider directly, ensure you secure a service contract providing ongoing maintenance, updates to address changing compliance needs, and software updates to ensure compatibility with other software packages.

Steps to take when choosing HR software

Step 1: Make an initial assessment

Determine if the process will be carried out by internal HR auditors or a consultant that may have the time, data-gathering and evaluation skills your organization lacks.

Step 2: Assess organizational needs

Look beyond the HR department’s needs and consider the organization’s and other department’s strategic plans. This will guide you on the features and modules you require. For example, if you’re a tech startup, consult our SaaS HR software guide.

Step 3: Determine needs vs. wants

Consider how the HR software could improve current procedures, such as new-hire processing. The more value it offers your organization, the higher it will rank as needed.

Step 4: Assess the project parameters

Once you have a list of minimum requirements and additional features you require, see how they hold up against your current infrastructure, for example:

• Budgetary constraints: what are the price points you can afford?
• Technological limitations: do you have the necessary server space and infrastructure in place?

Time constraints – what lead time do you need to complete the request for proposal (RFP), technology selection and review, and implementation processes?

Step 5: Assemble a project committee

This should include IT, payroll, finance, accounting, HR, performance management, operations, training, and recruitment.

Investing in HR software should not be a knee-jerk decision. Taking the necessary steps to ensure you pick the right package and that it can grow alongside your business will also save you time and money in the long term.

HR software: do your homework

For a human resources administrator or executive, having access to good software can make all their complex daily tasks much easier. With modern technology, many of their frequent, time-consuming activities can be automated so that they can spend more time focusing on what’s truly important – their employees.

You now should understand what HR software is, why your company might require it, the available types of HR software, and the features that all HR software should have.

What’s next? Put your assessment process into practice and start weighing up your options. It’s always a good idea to do your homework when investing in new software.

The post Choosing the best HR software for your business needs appeared first on Recruiting Resources: How to Recruit and Hire Better.

Note that most vendors don’t publicly list their pricing details, so you may need to contact them directly for a quote if you have custom requirements.

Comprehensive Overview of HRIS

Navigating the intricate landscape of HR software pricing requires an understanding of the various variables that influence its cost.

Firstly, the complexity and breadth of features offered play a pivotal role; advanced functionalities such as AI-driven insights or global payroll capabilities typically come at a premium.

The number of users or employees accessing the system can also impact pricing, especially for SaaS-based models that charge per user. Customizations and integrations, necessary to tailor the software to a company’s unique needs or to sync it with existing systems, can escalate costs.

Furthermore, vendor support, training, and implementation services, which ensure seamless adoption and ongoing use, may carry additional fees. It’s essential to assess these variables comprehensively to make a cost-effective decision that aligns with organizational requirements.

HR software subscription cost models

Human resources software costs depend on the features offered and the number of employees using the system.

For smaller businesses with fewer employees, a basic system may be sufficient. These systems typically offer only essential features, such as time tracking and payroll management. Prices for these HR software systems start at around $3 per user per month.

Premium plans are available for businesses with more employees or who need advanced features from their HR software such as performance tracking and talent management. These plans usually cost between $688 and $1,239 per month.

Finally, enterprises or businesses with very large teams may need a comprehensive system that offers all the features of a premium plan plus additional support and scalability. These advanced systems can cost up to $3,500+ per month.

HR software license options

The two most common types of pricing models are perpetual licensing (on-premise) and subscription hosting plans (cloud).

Perpetual license – paying upfront for HR software

Perpetual licensing is a type of software licensing where the company pays for the software upfront and hosts the data on its own servers. This option may be attractive for businesses concerned about data security or with complex needs (e.g., large organizations). Some perpetual licenses may require a recurring cost, such as maintenance or support fees (typically charged annually). Some popular providers of licensed-based HRMS software include SimpleHR, Oracle, and Kronos Workforce.

You can often choose this pricing model after trying free trial versions of the software and deciding to make a larger initial investment.

Pricing for perpetual license HR software

This type of pricing is common for enterprise software, such as the Oracle PeopleSoft Human Resource application, ranging from $85 to $225 per employee. For large businesses or enterprises with more than 100 to 500 hundred employees, it might be best to opt for a one-time fee or subscription with annual fees. Many HR software vendors offer discounts for upfront payment when there are a large number of users.

Subscription plans – paying monthly or annually for HR software

Many software providers offer their products as Software-as-a-Service (SaaS), which allows companies to subscribe to a monthly or annual service fee. This can benefit businesses that want to avoid hosting and managing their own data. Some subscription plans offer a pay-as-you-go with no contract required, while others may have a contract agreement.

Pricing for subscription HR software

The typical pricing structure is based on the number of active employees per month; however, some vendors use a per-user per-month rate that also covers administrative users, such as those in HR. For example, Gusto offers three different plans depending on the needs of your business. The core plan costs $60 per month and $9 per person, while the complete plan costs $39 per month and $12 per person.

Some other popular providers of subscription-based HRMS software include BambooHR and Cezanne.

Costs to consider when looking at HR pricing models

Before you choose a subscription package or perpetual license for your HR software, it’s important to consider the often-overlooked costs associated with it. This way, you can add them to your budget from the start.

Data migration, training, maintenance and upgrades, and IT support are all important factors to consider. Make sure you check with the vendor about these potential extra costs before making your purchase.

Free HR software solutions – open source vs. free software

Many software companies offer “freemium” versions of their products, which allow users to access basic features for no cost.

Pricing models that offer basic features for free are popular among those who need an HR tool but don’t have a budget. Such licenses often come with additional features that you can buy at an extra cost. Another option is to procure a software solution of another kind that has an HRIS feature included; effectively, you’re solving two needs with one purchase. Workable’s recruitment software, for instance, comes with a built-in HRIS to meet the needs of many small- and medium-sized businesses.

On the other hand, open-source software is designed using open-source code that can be downloaded and modified for free – particularly useful for software developers.

There are key differences between open-source software and other HR software offerings. With open-source software, companies download a vendor’s source code and then install or modify it for their own use, carrying the cost of hosting the software.

Related: The 6 best free HR and employee management software solutions

How to determine which HR software pricing model suits your business

Price is not the only factor to consider when choosing a solution.

You must also keep in mind the following:

• Consider all features and functionality and the total cost for everything you need. This approach makes it easier for you to compare different platforms and systems with different features and pricing models.
• An integrated HR software solution will automate and streamline your processes, increasing productivity and accuracy while reducing the workload for your HR team.
• The total price may be more than the initial or monthly costs – but over time, it could save your company money by automating tasks, reducing errors, and even reducing staff turnover and recruitment costs. This is something to consider when looking at the return on investments of your HR software choice.

The bottom line is that the pricing model you choose for your HRMS can significantly impact your business, especially as you scale. Freemium and subscription models are popular choices, but the licensing approach may be a better fit for larger organizations with more bespoke needs.

The post HR software pricing: which cost model is right for you? appeared first on Recruiting Resources: How to Recruit and Hire Better.

You can probably relate to this: the thought of actioning and capturing each employee’s every little career move elicits nightmares for HR personnel everywhere. Battered steel filing cabinets stuffed with ever-fattening manilla employee records, precious hours spent tracking down signatures, and heaps of paperwork compiled to predict trends are just some of the inconveniences of working in HR.

And for the employees? Wasting work hours to make a simple time off request, or being unaware of the training they can attend to further their careers, are HR red flags for any modern-day company.

As a business owner, how can you eliminate the aggravation of endless, time-consuming admin and increase productivity?

Yes, that’s right. A Human Resources Information System – the aforementioned HRIS – benefits your company hugely.

Why you need one to be using an HRIS

In the rapidly evolving world of business, the need for streamlined, efficient, and accurate human resource management has never been more pronounced. An HR Information System (HRIS) stands at the forefront of this change, becoming an indispensable tool for businesses, both large and small. Why, you ask? Here are six compelling reasons:

1. Onboarding: focus on the experience, not the paperwork

With a capable HRIS in place, gone are the days of dragging a hapless new employee from one department to the next, filling in multiple forms for their induction. Now, a centralized database allows new recruits to enter all their relevant information in one space with company-wide accessibility – the ideal way to avoid double-entry inaccuracies.

Reminders of training workshops, events, and next steps in the onboarding workflow also give your brand-new employee control over their schedule. With the mountain of paperwork out of the way, they can focus on assimilating into your workplace. Over 25% of new hires quit their jobs after just three months, but with automated onboarding, you can beat this statistic with a 16% increase in retention rates.

Workable’s HR solution, already equipped with a best-in-class recruitment software, comes with its own natively built onboarding feature, easing the transition from candidate to employee.

2. Payroll: letting the software handle the hard stuff

Validating employees’ time and attendance, a clock-in clock-out function, and giving employees easy access to view their paychecks are just some of the ways HRIS can work for you. Other capabilities include payroll reports, PTO and overtime adjustments, benefit deductions, tax calculations…the list goes on. HRIS performs complex processes with zero errors and minimal human intervention.

Along with convenience, an automated payroll system awards you some much-needed time. A CareerBuilder study found that managers who did not fully automate lost about 14 hours per week on manual tasks that could have easily been automated. This equates to at least one whole extra day of work that can be dedicated to employee engagement, learning and development, or performance improvement.

3. Analytics: crunching numbers for creative initiatives

The rise (and fall?) of HR analytics researched what its value would be in 2025 and cited that “managers will consider HR analytics an unmistakable link in underpinning and making strategic choices”. That’s all well and good until you have to sift through mounds of data, trying to make sense of the information while picking up on patterns that could predict the future of your workforce.

With an HRIS, however, the data is organized for you and generated in the form of boardroom-ready reports. Make use of templates that consider the usual HR metrics or create a customized analysis specific to your organization’s needs.

Need to convince the board of executives that your initiative has a solid foundation? Nothing lends credibility to a strategy like the numbers that back it up, and with HRIS, those are just a few clicks away.

4. Compliance: Sticking to the rules has never been easier

Whether it’s a US Department of Labor audit or keeping up with government regulations, anything to do with compliance sits firmly in HR’s lap. CCPA, GDPR, EEOC … the alphabet soup of legislation can be disorienting to wade through.

While it’s a necessary aspect of HR, most personnel would rather focus their energy on talent development and employee retention. HRIS gives them the time to do this with standardized reports and graphs that need only have their parameters defined and are quick to access.

But it doesn’t stop at mere information output. Combined with time and attendance data, HRIS tracks working hours, overtime, and break periods – sending an alert when non-compliance may become an issue. It even sends notifications when employees become eligible to enter your company’s retirement program. With fewer items for HR personnel to have to track, you can decrease workload and possible errors.

5. Self-service: opening the portal to employee interaction

When an employee heads to HR to change their personal information, they are distracted from their tasks, which impacts productivity. Time and money are lost for a simple benefits change. HRIS gives employees access to their personal information so they can make certain changes themselves.

Not only does this ensure the information is accurate, it provides your workers with some autonomy while encouraging employee engagement.

Self-service options can include: submitting documentation; viewing paychecks; monitoring time and attendance; changes to benefits; notifications and alerts between management and employees; and access to learning management systems.

6. Time-off requests: saving paper, time, and money with a couple of clicks

Here’s a well-known stat: companies spend $20 to file and store a single document. That’s just the monetary cost of filing one time off request. It also involves the following:

• verifying if it’s unpaid or paid time off (PTO)
• checking PTO balances
• ensuring the correct number of days are allocated when combined with public holidays and weekends
• updating the new PTO balance
• informing the relevant stakeholders

That’s 20 minutes of an office worker’s time doing something that could have been done in less than five.

HRIS makes quick work of this tedious process by instantly sending time-off requests to the applicable manager, updating PTO balances once approved, and sending notifications to interested parties. All this in minutes and with no paper to be seen (or lost) anywhere.

Streamline your processes with HRIS

It’s time to move your operations into the digital age. With a welcoming onboarding program, comprehensive payroll suite, and user-friendly employee self-service function, HRIS takes care of day-to-day duties while boosting company-wide collaboration on a single platform.

In a G2 survey, 80% of HR employees observed that using HR technology improved employees’ attitudes toward the company. It’s a well-known fact that an engaged employee equates to better performance. With the time and money you’ll save, HRIS is the perfect tool for directing your company’s resources to where it matters.

The post How to use an HRIS – and 6 reasons why you need one appeared first on Recruiting Resources: How to Recruit and Hire Better.

It’s easy for new employees to feel isolated when they start work at a new company. They’re either rushed from one department to the next for introductions, with no time to socialize, or abandoned at a desk or work station, or left to complete a ream’s worth of induction paperwork.

With the onboarding process intrinsically linked to the employer brand, you can’t afford for your candidate to have a negative experience. First impressions are crucial, and poor onboarding can start things off on the wrong foot for your new employee.

You can avoid this by implementing employee onboarding software. With this HR system, your new recruit can submit all their relevant information into a single portal that’s accessible by all relevant parties. Done and dusted, it leaves them with plenty of time to enjoy the onboarding experience.

Here are some of the best employee onboarding software packages you’ll find.

Best onboarding software for small businesses

BambooHR

Renowned for its comprehensive HR applications, BambooHR follows the pattern with a feature-filled onboarding program. Quick paperwork completion, the gathering of electronic signatures, IT checklists, and welcome emails streamline an employee’s entry into a company.

They also offer New Hire Packet Templates that are personalized for each new recruit, creating a welcoming experience for them.

Trainual

Trainual has a quirkier take on the onboarding process, offering fun features like gifs, in-app recordings for guides, and the ability to embed company videos. Along with these, there are simple steps to share your founding story, mission, vision, values, products or services, and competition with your new employee.

Their onboarding playbook includes a hiring process checklist template as well as various company policy templates.

RUN Powered by ADP

This cloud service promises smart onboarding with a form library specific to your industry that can be accessed and completed anywhere. You can create personalized employee portals, landing pages, and information packages for your employee to explore before they even start work. Compliance is also taken care of, including the completion of identification and citizenship documentation.

If you’re using ADP payroll, RUN’s onboarding software is easily integrated. Both systems are automatically populated with employee information and simultaneously update.

Ease

Ease ranks in the third spot on G2’s list of top onboarding software. With a 93% overall satisfaction score and “ease of use” polling at 95%, Ease is a great option for small businesses that have simple HR requirements.

A central, secure employee database means that all the information entered, including W-4s, I-9s, and direct deposit details are well looked after as evidenced by Ease’s HITRUST CSF Certification.

Elmo webonboarding

Elmo promises to save you 80% of your time when it comes to contracts and signatures by digitizing the process. With a user-friendly dashboard that shows you the high volume of onboarding projects the system can manage, HR can track progress and check unfulfilled items.

By creating a program for digital and remote onboarding, Elmo assists hiring managers and the recruitment team to engage with employees on a regular basis.

Deel

With Deel’s international connections, they can help you hire and onboard employees throughout the globe. Saving you the hassle of opening a local entity to hire an employee from a specific country, Deel ensures all local regulations and compliance requirements are adhered to.

Taking on all employment liability, Deel digitally gathers all the relevant tax, payroll, and compliance documents to streamline the onboarding process.

How to choose the right employee onboarding software

There are endless options available when it comes to employee onboarding software providers, so how do you choose? Here are a few factors to consider:

1. Functionality – What do you need it to do?

Consider the specific features and capabilities that the software offers. For example, does it allow you to create customizable onboarding plans, assign tasks, and track progress?

2. Integration – Will it fit in with your current system?

Think about how the software will integrate with your existing systems and tools. Does it integrate with your HR software or learning management system?

3. Ease of use – Does it have a user-friendly interface and intuitive navigation?

The software needs to be clear and well-designed, allowing any user to easily navigate through the program.

4. Scalability – Will it grow with you?

While this article is aimed at small businesses, it’s a happy hope that you soon expand and grow your business to peak levels. As you develop and grow, so should your software.

5. Cost – How much are you willing to spend?

It always comes down to the bottom line. How big is your budget? What features can you let go of and which are must-haves? Do your market research before you buy to make sure you’re getting the best bang for your buck.

With answers to these questions, you’ll soon have the right software to create an onboarding experience your new recruit won’t soon forget.

Need more information on choosing the right onboarding software for your business? Check out our comprehensive buying guide on the choosing the best HR onboarding software.

The post Best employee onboarding software for small businesses appeared first on Recruiting Resources: How to Recruit and Hire Better.

Additionally, all personal and work-related details of employees are stored securely within the employee information system making it more convenient for managers to quickly access relevant data.

All businesses can benefit from the implementation of the EMS tool in the following ways:

• implementing processes to help companies achieve their business objectives
• assisting managers in keeping track of admin activities
• help improve employee engagement and increase productivity
• assist with vacations and absence management and timekeeping
• help HR managers and organizational leaders track performance reviews of employees
• connect the workforce and create a sustainable hybrid work model

EMS vs. HR software – what’s the difference?

The terminology used in human resources tech can be confusing, but it needn’t be. “Employment Management Software” is a broad term, so you may find it referred to as the following, each of which comes with subtle differences but includes features of employee management:

Human Resources Information System (HRIS)

An HRIS is a tool Human Resources departments use to optimize their operations. It contains all the components necessary to ensure efficiency and effectiveness in managing HR tasks.

Human Capital Management software (HCM)

Focused on employee management, it is designed to help organizations acquire and develop talent and optimize their team performance. Its features can assist with recruiting, onboarding, and assessing employee performance.

Human Resources Management system (HRMS)

A digital platform designed to facilitate and streamline a variety of HR processes. It is there to help organizations keep track of their personnel and the activities carried out by the people management team. In essence, these systems are used to provide complete oversight of an organization’s operations.

For a deeper dive, check out our HRIS vs. HCMS vs. HRM guide!

Related: What is employee management?

Benefits of Employee Management Software

Let’s look at some of the benefits of using employee management software in more detail, but matching their features with goals:

Goal: To optimize internal processes

Why you need to do it: Managing different HR processes can be challenging and time-consuming. EMS eliminates the need to use several tools and helps improve the HR team’s overall efficiency.

Goal: To improve the work climate

Why you need to do it: Timely feedback helps improve the work culture. EMS lets you monitor, evaluate, and provide workers with feedback on their performance.

Goal: To ensure compliance with legal obligations

Why you need to do it: Organizations must adhere to legal and regulatory standards concerning employees and management. EMS tools ensure you remain up-to-date with the HR and labor rules and regulations.

Goal: To ensure employee engagement

Why you need to do it: To improve workplace motivation and increase employee productivity. EMS helps you easily monitor and evaluate employees’ progress, helps employees feel confident and encourages them to develop a good relationship with the organization, and creates an environment that encourages communication.

Goal: To save HR team time

Why you need to do it: Access to employee data helps managers implement strategic decisions and increase workplace productivity quickly. Most systems are cloud-based, which gives employers and HR teams access to the data anywhere. EMS saves time because HR no longer has to wait to make decisions because of a lack of information

Goal: To achieve better data security

Why you need to do it: Reduce the risk of sensitive information being accessed without authority and adhere to data storage regulations. EMS can guarantee your data security with encryption measures.

Goal: Reduce paperwork

Why you need to do it: Introduce more sustainable practices into your organization and streamline processes. EMS can be customized to meet the requirements of each department to reduce paperwork. It also enables the HR department and employees to complete forms online.

Breaking down the different types of employee management software

Here are three types of employee management software:

1. Time and productivity management software

Managers and business leaders need to be able to track the productivity of their employees; this is where time and productivity management software comes in. These systems are designed to measure:

• productive and non-productive hours
• what projects each employee is working on
• any potential signs of wasted time
• other factors of employee efficiency

Such tools offer a great deal of insight into the busiest days for each department and allow managers to recognize when an employee might need to be more productive.

2. HR Management Software

A crucial element in successful employee management is an HR management system. These systems store all employee data and streamline HR operations to enhance decision-making.

These tools provide a comprehensive solution for organizations’ HR tasks, from onboarding staff to managing payroll activities.

In addition, the compliance-driven elements of many HR processes make manual labor time-consuming and expensive; using such systems simplifies this process and helps managers preserve time, resources, and money.

3. Employee collaboration and communication software

For the team to succeed, effective communication is essential. With the proper tools in place, everyone on the team can remain connected and collaborate effectively. By establishing an atmosphere of regular communication, each individual’s tasks can be completed successfully. Along with providing swift communication, many of these systems enable members to exchange data easily.

Next-gen employee management software: talent management tech

HR departments today have a much different challenge than in the past. With many companies embracing diverse demographics of employees, they must be able to keep up with and respond to workers spread across many generations, skill levels, locations, and unique career goals. All while keeping up with the changing times of a fast-paced world where staying connected is paramount.

As a result, there has been an upsurge in demand for highly intelligent, user-friendly, and efficient tools for managing talent resources. These are some features in employee management software that can help HR departments enhance their recruiting efforts.

1. Streamlining the onboarding process

By utilizing a strong Human Resources strategy, companies can ensure the onboarding process of their new hires is effortless and impactful.

With access to a digital hub filled with company culture and aspirations, newcomers can become quickly informed about what is expected from them.

Recruits are granted the ability to virtually get accustomed to job or department details before their first day.

2. Mainstreaming performance management

Moving away from a system that only includes yearly reviews, the performance management process is now incorporating a more continuous feedback loop with a 360-degree approach. This enables employees and managers to provide one another with continual feedback and advice.

Performance monitoring tools monitor what tasks employees work on and how long they spend on each task to determine their productivity.

Automated employee management software reminds a business unit to share reviews or feedback about a colleague’s performance.

3. Personalized learning and teaching

Companies must learn how to tailor both learnability and teachability to maximize success.

Data and feedback loops can greatly help assess a learner’s current skills and interests and match those qualities with individual preferences and company objectives.

Top employee management software providers

1. Monday.com

Organize your business operations easily with the help of the cloud-based platform, monday.com. This comprehensive tool provides features to support Human Resources needs, making it ideal for employee management tasks.

From creating collaborative workflows, assigning tasks to keep track of performance indicators, and sending out reminders, you will be able to do all this and more.

Key features: HR templates, onboarding, recruitment pipeline, employee wellbeing, employee development and learning, employee engagement, workflows.

What makes it good:

• Suitable for mid-sized businesses
• It helps you communicate and collaborate easily
• It has powerful reporting and analytics
• Supports multiple integrations
• It’s mobile-enabled
• Offers customizable dashboards
• Offers reports for progress tracking, budget totals, capacity limitations, missed deadline warnings, and more
• It has a user-friendly interface
• It is reasonably priced

2. Gusto

Gusto is a complete HR solution for small businesses, offering an array of features that simplify managing payroll hiring.
It might be best known for its payroll system specifically designed with the needs of smaller companies in mind. This means it takes care of filing all local, state, and federal tax forms on behalf of your company – with electronic signing, faxing, and document storage available within the Gusto dashboard.

Key features: Payroll, contractor payment, benefits administration, time tracking, taxes, compliance.

What makes it good:

• Ideal for first-time and experienced HR administrators
• Includes easy-to-use setup tools, management, and payroll runs
• Offers team management tools, employee engagement features, performance reviews, and time-off management
• Good customer service and support
• Offers personalized solutions
• It has powerful integrations such as QuickBooks

3. Rippling

Rippling’s HR and IT automation features make it a breeze to use. Its intuitive platform and app integration capabilities offer a comprehensive range of tools that both administrators and HR staff will find useful.

Features include applicant tracking, custom hiring workflows, task management, compliance training, and customizable reporting. These are all designed to streamline human resources processes that are time-intensive.

Key features: Onboarding and offboarding, payroll, benefits administration, workflow management, time tracking, security

What makes it good:

• Intuitive and easy-to-use
• Highly customizable
• Easy to automate several HR processes
• It has a mobile app
• It makes the onboarding process simple and quick

4. Paycor

Paycor has designed its human capital management software to simplify businesses’ payroll, talent acquisition, workforce management, and benefits administration processes.

It also provides added value by giving insight into the experiences of employees. Advanced reporting and analytics features make it a good choice for companies keen to explore their data further to make smarter choices.

Small business owners can benefit from the tools that aid with employee engagement, turnover, diversity, and budgeting efforts.

Key features: analytics and reporting, benefits administration, employee surveys, expense management, payroll, workforce management

What makes it good:

• Offers extensive reporting and customizable analytics features
• Analytics data is presented in a helpful visual format
• The web platform and mobile app are user-friendly and easy to navigate
• Integrates well with popular benefits, retirement, background checks, and hiring tools

Choosing the right employee management software for you

Are you in search of the perfect employee management software? There are a few key aspects to consider.

You will need an application that enables quick and easy observation of your workforce.

You must be able to access up-to-date job titles, salary details, skills, contact data, and more. Staff scheduling and PTO is another essential function this system should offer.

Performance review tools, as well as survey services, should be accessible to deliver feedback to employees while monitoring company satisfaction.

Benefits and payroll management need to be accessible within the same platform to avoid any unnecessary duplication of data entry.

Automation options should also be available, so you don’t need to spend extra time managing tasks manually.

Finding what works best for your employees

To find the optimum solution for your organization, consider the size of your team. A large-scale organization may opt for an approach that helps track productivity and performance; in contrast, a smaller firm that relies on highly talented personnel might prefer a management strategy geared toward encouraging creativity and collaboration.

Either way, weighing up the pros and cons of the employee management software requires engagement from all personnel who will ultimately be working with it – that’s how you get buy-in and achieve success.

The post Choosing the best employee management software appeared first on Recruiting Resources: How to Recruit and Hire Better.

From the mountain of tasks involved with recruiting, hiring and onboarding talent to the ongoing work of managing leave requests, benefits administration and performance reviews, the to-do list associated with managing employees is large even if your business is small.

Finding the right small business HR solution can help streamline your HR processes and take the stress out of employee management.

Let’s start this conversation with the basics of HR software.

What is HR software?

HR software, also known as employee management software, is a type of software designed to help manage various HR processes and functions within an organization.

HR software typically includes a range of modules or features that can be used to manage tasks such as:
employee data management

• payroll processing
• benefits administration
• recruiting
• performance management
• training and development

There’s a lot more, but this sums it up. Human resources software for small businesses can help organizations streamline their HR processes, reduce errors and redundancies, increase efficiency and improve overall HR management.

And many HR software solutions are cloud-based, which means they can be accessed from anywhere with an internet connection, making it easier for HR professionals to manage their tasks remotely.

Examples of HR software include Applicant Tracking Systems (ATS), Human Resource Information Systems (HRIS), Human Resource Management Systems (HRMS), and Performance Management Systems (PMS).

Read more: What is HR software?

What are the benefits of human resources software for a small business?

An HR system for a small business can bring numerous benefits, including:

1. Increased efficiency

Small business HR work may involve fewer employees but there are still many associated with talent management. HR software can automate HR processes, such as recruiting, onboarding, and performance management, which can save time and reduce administrative burdens.

2. Improved accuracy

Manual HR processes are prone to errors, such as typos or misplaced documents. HR systems for small businesses can help minimize such errors by automating processes and ensuring all information is stored in a central location.

3. Enhanced compliance

HR software can help small businesses comply with regulations, such as employment laws and tax codes, by providing features such as document management and compliance tracking.

4. Better data analysis

HR software can generate reports and provide analytics that can help small businesses make informed decisions about their workforce, such as identifying areas for improvement in employee engagement or identifying trends in turnover.

5. Increased employee engagement

HR software can provide employees with easy access to their personal information, benefits, and other HR-related resources, which can help improve engagement and job satisfaction.

Overall, small business human resources software can be a valuable tool for organizations looking to streamline their HR processes, improve accuracy and ensure compliance.

It can also provide insights into workforce data, which can help inform business decisions and improve employee engagement.

Read more: HR software benefits: how HR tech helps you in your work

How to tell if you need employee management software for your small business

It can be difficult to justify the expense of investing in an HRIS for small business purposes if you’re budget-conscious, but the increase in efficiency, productivity and accuracy can recoup the costs quickly.

Evaluate the following questions to decide if an HR system is right for you:

1. How much time do you spend on HR tasks?

If you find that you or your HR staff are spending a lot of time on administrative HR tasks such as paperwork, data entry and manual reporting, HR software can automate many of these processes, freeing up time for more strategic HR work.

2. Is maintaining compliance a concern?

If staying compliant with employment laws and regulations feels confusing or overwhelming, small business HR software can provide features such as compliance tracking and document management to help you stay on top of your obligations.

3. How often are you experiencing employee turnover?

High employee turnover can be a sign of problems within your HR processes. HR software can help you identify issues, such as low employee engagement or ineffective onboarding processes, that may be contributing to turnover.

4. Does workforce data drive your HR strategies?

If you’re struggling to make data-driven decisions about your workforce, HR software can provide analytics and reporting to help you identify trends, track performance, and make informed decisions about your employees.

5. Do your employees feel informed and supported?

If you’re looking to improve your employees’ experience, HR software can provide employees with access to self-service features, such as benefits enrollment and time-off requests, which can help them feel more in control of their work lives.

How to choose the right HR software for your small business

Deciding that your business would benefit from an HR system is the easy part, but figuring out which one to choose can feel like an intimidating task. Here are some things to consider as you research small business HR systems:

1. Identify your HR needs

Start by identifying the specific HR needs you want the software to address, such as payroll, benefits administration, time tracking, or performance management. This will help you narrow down your options and choose a software that meets your requirements.

2. Consider your budget

Determine how much you’re willing to spend on HR software. Keep in mind that some software may require additional costs, such as implementation fees, training, or ongoing maintenance fees.

3. Look for user-friendly software

Choose a software that is user-friendly and easy to navigate. It should be intuitive and not require extensive training for your employees to use.

4. Evaluate integrations

Look for HR software that integrates with your existing systems, such as your payroll or accounting software, to minimize data entry and streamline processes.

5. Check for scalability

Choose a software that can grow with your business, especially if you’re planning to expand or hire more employees.

6. Read reviews

Read online reviews of the HR software you’re considering to see how other small business owners have found it to be useful. This can help you get a better understanding of its strengths and weaknesses.

7. Consider customer support

Look for HR software that offers excellent customer support, including technical support, training, and user forums, to ensure that you get the most out of the software.

Perhaps this isn’t enough for you to make a decision on purchasing an HR software for your small business. If you want to go deeper, check out our complete guide to HR software selection.

Best HR software for small businesses

Now that you know what to look for, let’s talk about how to find the best HRIS for small businesses. Here are a few popular options:

1. BambooHR

BambooHR is an all-in-one HR software solution that offers features like applicant tracking, time off management, and benefits administration. It’s designed specifically for small and medium-sized businesses.

2. Gusto

Gusto is a payroll and HR software solution that’s designed to make managing your team’s pay and benefits a breeze. It offers features like automatic tax filing, employee onboarding, and health insurance administration.

3. Zoho People

Zoho People is a cloud-based HR software solution that offers features like time tracking, attendance management, and performance tracking. It’s designed to be customizable to fit your specific needs, and offers mobile apps for on-the-go access.

4. HR Cloud

HR Cloud offers features like applicant tracking, onboarding, and performance tracking. It’s designed to be user-friendly and customizable, with a focus on making HR processes more efficient.

5. Workable

Workable is a comprehensive HR solution designed to help small businesses succeed. With features such as applicant tracking, job posting, interviewing scheduling, onboarding and beyond, Workable streamlines HR processes and improves the employee experience throughout the entire employee lifecycle. Workable’s intuitive plug-and-play HR software has onboarding, document management and time-off functionalities – and it’s included at no extra cost with its best-in-class recruiting solution. This makes it a great software for small businesses that are building out their teams.

No matter which HR software you choose, make sure to take your time and do your research. With the right small business HR tools in your toolkit, your business can thrive at any size.

The post What is the best HR software for small businesses? appeared first on Recruiting Resources: How to Recruit and Hire Better.

Type “free HR software” in the search box and prepare for a deluge of results. With some, you quickly realize that “free” actually refers to a trial version, while others are sponsored adverts. To help you distinguish the wheat from the chaff, read through our quick overview of the best free HR and employee management software solutions out there.

Related: What is employee management?

Let’s have look at what they are:

WebHR

This free, cloud-based service is ideal if your business requires a high level of communication between employees. Built-in messenger and employee discussion forums explain why WebHR is known as ‘The Social HR Software’.

Well – it’s only free if you have five employees or fewer using it, so this software suits small businesses. Some key free modules include onboarding, time and attendance, an employee self-service portal, file and document management, reports, and time off. Should you decide or need to upgrade, you can do so one module at a time.

Zoho People

Zoho offers a fairly comprehensive free package that includes file and document management, time and attendance tracking, performance management, employee development, and time off management. Free for five users, Zoho People provides an employee database as well as office readiness features.

This includes work premises configuration, work from office management, and visitor management. And while you’re only getting 250MB of storage, you’ll still get classic support and e-signature integration. Zoho People is great for organizations looking for many features that offer basic HR services.

OrangeHRM

This is the one that pops up in most “Best free HR software” lists. Companies can self-host; however, this open-source software offers the same solutions in its cloud-based version. With more than 5 million active users, OrangeHRM takes its tagline “HR software for all” seriously.

The free starter package provides time tracking, reporting, HR admin, and recruitment features, along with employee self-service. Leave management, performance, and employee management also form part of the deal. If your priority is scalability, then Orange HRM is a solid choice.

Bitrix24

Collaboration is the key feature of this software. An unlimited number of users in its free version combined with a portfolio of task and project management features make Bitrix24 an excellent platform for cooperative work. Included among the 35 free tools are employee profile pages, company structure, a social network, and a company knowledge base.

This HR software will suit companies that want to easily connect to other aspects of the business, such as customer relationship management and website building.

Freshteam

Affordable scalability that won’t break the bank when you decide to upgrade is what you can expect from Freshteam. With access for fewer than 50 employees, you can take advantage of its free-forever plan that offers a customizable career site, employee referrals, an organizational chart, and an employee information system.

Freshteam’s selling points are its low prices for upgrades, user-friendly interface, and support. This cloud-based system works for small to medium-sized businesses looking for a one-stop shop for their HR needs.

Workable

The main focus of Workable’s HRIS is streamlining the onboarding and management process. With its customizable features such as custom workflows, branded onboarding portal and automated compliance tools, Workable offers a seamless experience for HR management. Key offerings include organized company documents, a clear organization structure and efficient time-off management.

Workable is an ideal choice for companies looking for a centralized platform to effectively manage employee onboarding and HR-related tasks. The user-friendly interface and emphasis on organization make it an excellent tool for businesses striving for a smooth and professional HR experience. It comes free of charge with the purchase of its best-in-class recruitment solution.

It’s all about what you need

Take the time to carefully consider your company’s needs. Once you have decided on a HR and employee management software solution, it will be difficult to change it once it is implemented.

Even if no payment has been made, certain HR processes are now embedded in the chosen solution, requiring system overhaul and possibly user retraining.

The post The 6 best free HR and employee management software solutions appeared first on Recruiting Resources: How to Recruit and Hire Better.

The HR tasks associated with talent management involve a lot of very important moving pieces — the work is time-intensive, time-sensitive, detail-oriented, often involves legal liability, and has a significant impact on employee satisfaction.

Using an HRIS (Human Resources Information System)to organize and automate HR functions allows HR professionals to focus their time and expertise on personalizing people management so that they can focus on what matters most, like attracting top talent, improving employee satisfaction, and increasing retention rates.

But here’s the thing: while an HRIS can be incredibly useful, it can also be quite pricey.

And with so many pricing models out there, it can be tough to figure out what you’ll actually end up paying.

Learn more about HRIS software prices so you can make an informed decision in your search for an all-in-one human resources software solution.

What is an HRIS?

An HRIS is a software solution that manages employee data and streamlines HR processes, including tasks associated with recruiting, onboarding, payroll, and benefits administration. Not enough? Go deeper with our all-inclusive guide titled “What is an HRIS?“.

Pros & cons of an HRIS

An HRIS can offer a wide range of benefits to businesses of all sizes. However, there are also some potential downsides to consider. Here are some of the main pros and cons of an HRIS:

Pros:

1. Searchable resource of employee data

A significant amount of data is collected throughout the employee life cycle. With an HRIS, all employee data is stored in one centralized system, making it easier to track and manage. This can help HR teams stay on top of employee information, such as performance reviews, training records, leave requests, benefits management, and more.

Cloud-based software systems make it possible for employee data to be accessed by stakeholders regardless of their physical location, making it ideal for organizations with multiple offices or remote workers.

2. Streamlined hiring and onboarding

The hiring process is not only crucial for securing top talent, it’s also an opportunity to make a positive first impression on qualified candidates. However, it’s time-consuming and involves a pool of people and a pile of paperwork, making it all too easy to make mistakes along the way.

An HRIS system can pull double duty as an applicant tracking system, scanning and sorting resumes, organizing important candidate information, and streamlining employee training and onboarding tasks. Implementing an HRIS increases efficiency by adding an organized structure to hiring processes and automating HR workflows.

3. Manage scheduling, payroll, and benefits

Employee scheduling, leave requests, PTO, payroll, and benefits administration are all important aspects of HR work, and many of the mundane tasks associated with those processes can be automated with an HR software solution, which also makes HR functions scalable as your organization grows.

4. Enhanced compliance

Minimize the legal liability of your organization by using an HRIS to maintain compliance with local, state, federal, or industry-wide regulations.

The best HRIS software reduces the likelihood of errors and can help businesses stay compliant with various employment laws and regulations by automating compliance tasks, providing access to up-to-date information, and storing data for the appropriate amount of time.

5. Increase employee engagement

Many HR systems make accessing information more convenient with an employee self-service option that allows team members to access training modules, performance reviews, or information about payroll or benefits.

Allowing access to relevant information simplifies the responsibilities of HR professionals and improves productivity by empowering employees with a resource they can access as needed.

6. Track employee-related metrics

HRIS systems often offer advanced reporting and analytics capabilities.Tracking analytics regarding time-to-hire, recruitment costs, retention rates, performance management, employee demographics and more allows businesses to make data-driven decisions about their HR strategies.

Interested in learning more about what an HRIS can do for your business? Check out our comprehensive deep dive into HRIS benefits and our list of 10 must-have HRIS software features.

Cons:

1. Cost

HRIS software can be expensive, particularly for small businesses or those with limited budgets. Additionally, some HRIS systems require ongoing maintenance and support, which can add to the overall cost.

2. Implementation time

Implementing an HRIS can be a time-consuming process, particularly if a business is transitioning from a manual or outdated HR system. This can lead to some initial disruptions in HR operations.

3. Data security

Storing employee data in a centralized system can raise concerns about data security and privacy. It’s important to choose an HRIS that offers robust security features, such as encryption, access controls, and regular backups.

4. Employee adoption

If employees are used to a certain HR system or process, switching to an HRIS can be a significant change. This can lead to some resistance or reluctance to adopt the new system.

Overall, an HRIS can offer valuable benefits to businesses looking to streamline their HR processes and improve data management. However, it’s important to carefully consider the potential downsides and choose an HRIS that fits your business’s needs and budget.

How much does an HRIS cost?

The cost of a Human Resources Information System (HRIS) can vary widely depending on the vendor, pricing model, features and functionality, the size of the organization, and other factors.

On average, the cost of an HRIS can range from a few thousand dollars to tens of thousands of dollars, or even more for larger enterprises. However, there are also free and open-source HRIS options available that can provide basic functionality at no cost.

It’s important to factor in the potential for ongoing costs as well, such as maintenance, upgrades, support, and training.

How do you calculate the cost of an HRIS?

Calculating the cost of a Human Resources Information System (HRIS) can be a complex process that requires taking into account various factors, which is why it’s important to get quotes from multiple vendors. Some of the key factors that can impact HRIS software prices include:

Number of employees: HRIS vendors often price their software based on the number of employees in an organization. The more employees, the higher the cost.

Features and functionality: Some HRIS systems may include only basic functionality such as employee data management, while others may include advanced features such as payroll processing, performance management, and talent management.

Implementation and training: The cost of implementation and training may be included in the initial cost of the HRIS or may be an additional expense.

Maintenance and support: Ongoing maintenance and support can also impact the cost of an HRIS. Some vendors may charge an annual maintenance fee to provide updates and technical support.

What can drive up the price of an HRIS?

Several factors can drive up HRIS software prices, including:

Scalability: The ability of an HRIS to scale up to accommodate more employees or features can significantly impact its price. A system that can handle a larger workforce or more complex HR tasks may be more expensive than a basic HRIS.

Customization: Customizing an HRIS to meet an organization’s specific needs can also increase its price. Customization can involve changes to the user interface, data fields, workflows, and reporting functions.

Integration: The integration of an HRIS with other systems, such as accounting software or time and attendance systems, may come at an additional cost. Integration requires additional development time and resources to ensure that the systems can communicate with each other effectively.

Vendor support: The level of support provided by the vendor can also impact the price of an HRIS. Vendors that offer extensive technical support and training resources may charge a higher price than those that provide minimal support.

Data migration: Moving data from an existing HR system to a new HRIS can be a time-consuming and complex process. The cost of data migration can vary depending on the size and complexity of the organization’s data.

Compliance requirements: HRIS vendors that specialize in compliance and regulatory requirements, such as those related to labor laws, may charge more for their services due to the specialized expertise required.

How can you lower the cost of an HRIS?

Let’s face it: the budget is often the ultimate deciding factor and finding ways to reduce costs can help improve your chances of getting executive approval to implement an HRIS. Here are some ideas to look into if you’re trying to lower costs:

Consider open-source options: Open-source HRIS software is available for free, which can significantly reduce the cost of an HRIS. However, organizations should carefully evaluate the features and functionality of open-source HRIS solutions to ensure they meet their needs.

Choose a cloud-based system: Cloud-based HRIS systems typically require lower upfront costs compared to on-premise solutions, as they do not require additional hardware or IT infrastructure. Additionally, cloud-based systems typically have a pay-as-you-go pricing model, allowing organizations to only pay for the features and number of employees they need.

Prioritize essential features: Organizations should prioritize the essential features they need from an HRIS and avoid paying for unnecessary functionality to lower the cost of the system.

Opt for a self-service model: A self-service HRIS model can allow employees to update their own information and perform basic HR tasks, reducing the workload of HR staff and potentially lowering the cost of the system.

Implement the HRIS gradually: Implementing an HRIS gradually, rather than all at once, may help to lower costs. This approach can allow organizations to implement essential features first and add additional features over time as their budget allows.

Streamline the hiring process with a comprehensive collection of hiring resources.

Different HRIS payment models

There are several different payment models for Human Resources Information Systems (HRIS), including:

One-time licensing fee: Under this model, organizations pay a one-time fee to purchase the HRIS software license. The organization owns the software license and can use it indefinitely. This model is less common than other payment models.

Subscription fee: Many HRIS vendors offer a subscription-based (or SaaS) pricing model, where organizations pay a monthly or annual fee to use the system. The fee may be based on the number of employees or the features and functionality included in the system.

Pay-per-employee fee: Some HRIS vendors charge a fee per employee per month or per year. This fee is based on the number of employees in the organization, and the fee may vary depending on the features and functionality included in the system.

Usage-based fee: HRIS vendors may charge a usage-based fee, where organizations pay based on the number of transactions or tasks performed using the system. For example, an organization may pay a fee per payroll run or per job posting.

Customized pricing: There are HRIS vendors that offer customized pricing based on an organization’s specific needs. The vendor may assess the organization’s needs and provide a quote based on the features and functionality required.

Free and open-source: Some HRIS solutions are available for free or at a low cost. These may be open-source solutions that are community-supported, or they may be freemium models that offer basic functionality for free and charge for additional features. Another option is to choose a software that has an HRIS included with it, such as Workable’s recruitment platform. You can learn more about Workable’s HRIS here.

So, how do you pick the right HRIS?

Before you begin researching HRIS options, it’s important to evaluate your organization’s specific HR needs and pain points so that you’ll be able to prioritize the features and functionality that matter the most to your business.

Ask the following questions before you start comparing software options:

• What challenges does your HR team face?
• What do you hope to achieve with HRIS software?
• What is your budget for an HRIS?
• Which teams should be involved in the selection and implementation process?
• What is your timeline for implementing HRIS software?

As you begin researching different vendors, keep the following cost considerations in mind:

• What are the upfront costs and are there ongoing costs associated with using the software?
• Is the solution scalable as your business grows?
• Does the software integrate with any of the other systems your business currently uses?
• Is the software intuitive and easy to use and does the vendor offer training or support?
• Is any customization offered or required for your specific use case?
• Can existing data be easily migrated to the new system?

Once you’re equipped with the information above and some basic knowledge about HRIS software prices, you’ll be able to compare features, functionality, and value so that you can choose an HRIS that meets the needs (and the budget) of your organization. Our article on finding the best HRIS software for your business needs will be useful here as well.

The post HRIS software prices: how to choose an all-in-one HR solution appeared first on Recruiting Resources: How to Recruit and Hire Better.

HR software benefits your work in numerous ways – primarily in making your day-to-day easier and more manageable. This is especially crucial as overall processes move more quickly with the advent of workplace technology and employee turnover, engagement and retention are all crucial elements of employee management strategy.

Let’s look at a few of the ways in which HR software benefits you. Introducing HR software can help your team:

1. Manage a variety of HR tasks

Human resources isn’t just about clocking in and doing your required duties and then clocking out at the end of the day. You’re dealing with ebbs and flows in your workload on a regular basis. You’re multitasking your way through the processes of dozens or even hundreds of full-time employees, incoming and outgoing hires, often simultaneously.

A good HR software can help you stay on top of your work through automating the more repetitive tasks and optimizing the more complex ones.

2. Optimize your admin tasks

As above, administrative work becomes more efficient when using HR software. An added bonus is that all HR-related information is stored within the platform, making it easier to organize. Plus, you can automate some of the more menial and repetitive tasks.

3. Reduce paperwork

Storing your information electronically reduces the amount of cumbersome paperwork that needs to be stored and organized in filing cabinets, and eliminates the possibility of ‘misplaced’ documents. It also positions your company as more green-friendly when you’re using less paper in your day-to-day operations.

4. Instantly access information

When everything is stored in the cloud or even a local server, HR professionals will be able to access what they need right away.

Likewise, employees will be able to access the same without needing to communicate with HR to find out how many vacation days they have left, what the org chart looks like in their team, or what details are included in a specific workplace policy.

5. Monitor key performance indicators (KPIs)

Another way HR software benefits you is that you can track and report on your own performance as an HR professional. You can now easily stay on top of common KPIs of the HR function and monitor them regularly. For example:

Employee retention

Employee retention is fast becoming a key focal point of employers. The tenure of an employee is automatically recorded in your HR software, making it easy to stay current with your retention metrics and act accordingly.

Employee efficiency

Employee efficiency can be measured in a variety of ways – it can be in revenue per employee, time in office or on location, task completion, or something else. When employee information and activity is regularly logged in your HR software, you can pull up the data as needed.

Absenteeism

Employee presence is another key metric. Not only do you want to ensure your employees are adhering to their assigned work schedules, you also need to keep track of unavoidable factors that impact an employee’s attendance such as sickness, bereavement or stress. Whether excused or unexcused, absences can easily be recorded using HR software.

6. Provide a portal for employee feedback

A major benefit of HR software is that it provides a platform to collect feedback and insights from employees using employee surveys – a crucial ingredient in employee engagement and retention. Your colleagues feel valued as team members when their voices are heard and acted on.

7. Increase employee engagement

Providing employees with regular feedback in turn is likewise powerful. Not only is it an opportunity to recognize and validate an employee’s achievements and successes, it also helps them understand where they need to focus their efforts to get better at their job. This contributes to a more positive overall working environment.

8. Handle disputes & conflict resolution

Even the best companies deal with disputes and conflicts from time to time. Some of these can be legally sensitive – particularly when it involves harassment or an employee being dismissed – so it’s crucial to keep a record of complaints and incidents and how they’re being addressed. Moreover, having these tangibly and objectively recorded can remove potentially illegal bias and wrongdoings as well as provide the groundwork towards a healthy resolution.

Connecting Employees and Resources

HR software streamlines the linkage between employees and vital resources. Serving as a centralized hub, it provides immediate access to personal data, training modules, and organizational information. Integrated knowledge-sharing features promote peer-to-peer learning and resource exchange, while benefits portals allow for effortless management of personal perks.

Moreover, by integrating with enterprise systems, HR platforms ensure that employees are seamlessly connected to a broader spectrum of resources, simplifying tasks and bolstering productivity. In essence, HR software fortifies the employee-resource nexus, ensuring optimal utilization and engagement.

1. Enhancing Communication and Collaboration

Centralized collaboration spaces foster unified project approaches, while feedback tools promote constructive dialogue. By seamlessly integrating with popular communication platforms, HR systems reduce barriers and promote fluid inter-departmental exchanges. This digital synergy, powered by HR software, not only bridges communication gaps but also fosters a cohesive, transparent, and innovation-driven work environment.

2. Compliance and Reporting

With automated tracking of legislative updates, organizations can effortlessly adapt to changing labor laws and industry standards. Integrated reporting tools offer customizable templates and analytics, facilitating timely, accurate, and insightful reports on employee performance, attendance, and other HR metrics. Moreover, data security measures within the software protect sensitive employee information, ensuring adherence to data protection regulations. By automating and centralizing these functions, HR software minimizes the risk of oversights and penalties while enhancing operational efficiency.

3. Analytics and Insights

By aggregating employee data, from performance metrics to engagement levels, these systems generate comprehensive dashboards and reports. This analytical prowess allows managers to identify trends, predict turnover, optimize talent allocation, and assess training needs. Furthermore, predictive analytics can forecast recruitment needs and identify potential leadership candidates. By converting raw data into actionable insights, HR software empowers organizations to make data-driven decisions, enhancing productivity and fostering continuous improvement.

Effective employee management with HR software

Managing employees is complex. Not only are you leading them and supporting them in everything they do, you also have to keep track of the core elements such as hours, pay, benefits and performance. Let’s look at the various ways in which HR software benefits employee management:

1. Time management

Even with the advent of flexible work as a mainstay in the work world, fixed schedules are still commonplace and continue to be a standard in many industries especially in hospitality and manufacturing just to name a couple.

Team managers need to implement and assign schedules and ensure that their direct reports adhere to them, and be able to see how those schedules look from a macro perspective.

Plus, companies need to maintain a record of time especially when employees are paid by the hour, to ensure that they’re paid accordingly. Add overtime and other variants, and you have a lot to be responsible for. HR software can support you here.

2. Training and development

Training is a staple of the employee experience, whether it’s setting new hires for success or preparing existing employees on new processes, tools and strategies.

Training can be conducted in person, but also virtually via pre-recorded videos and documentations. You can also schedule trainings for employees new and old, and track their progress and completion of training blocks as required. Your HR software helps with all that.

3. Payroll and benefits

Software enables HR professionals to quickly and accurately process payroll information, manage employee benefits, and generate reports.

It enables employers to efficiently manage their payroll and ensure accuracy by eliminating manual entry of payroll data. You can also track employee information such as pay rate, deductions, taxes, and other deductions, plus personal information, job titles, and other data via your HR software.

4. Performance management

Part of employee management is performance management. You can set objectives and goals in your HR software, allowing you to monitor progress, provide feedback and develop skills.

You can tailor this to the specific needs of your company, and set up a replicable process to set employees for success. Managers and team members will be able to see where they stand against a preset baseline in terms of performance. Managers can also identify opportunities for growth and improvement via performance reviews and people data using HR software.

5. Hiring and onboarding

Companies can also effectively manage the recruitment and onboarding process using the applicant tracking features in an HR software, making it easier to find, evaluate, hire, and onboard new employees.

HR software also benefits the process through streamlining of processes, and employers can quickly access the information they need. Many HR softwares have a capable ATS included, which enables you to create job postings and promote them online, as well as track candidates through the hiring funnel through to onboarding and beyond.

6. Minimize human errors

To err is human. Forgiveness is divine, but you don’t want to have errors in your HR management in the first place. HR software supports a single stream of organization and information that drastically reduces the potential for errors in your HR management. That includes misplaced paperwork, poor or non-existent tracking, calculation errors, or other very human trip-ups.

7. Company-wide organization

HRIS software benefits company-wide organization of the many different processes owned by the HR function. This is especially valuable for medium-sized and enterprise-level businesses where multiple teams and users are involved in the system.

8. Security and privacy

When working in HR, you’re handling sensitive information – and increasing levels of data privacy legislation mean that you must maintain a high level of security and privacy in doing so. When you have an ISO-certified HR software, this becomes much easier.

Which key features should HR software have?

If you’re shopping around for HR software for your organization, there are a few key ingredients that should be standard in any HR tech. Included among them are:

1. Centralized database for employees

A centralized database for employees would be used to store and manage employee information, such as employee name, contact information, job title, salary, and other personal details.

Managers and HR professionals can also search for employee records, make updates to employee information, and track employee performance.

Employers can also quickly identify and hire new employees based on their skills, qualifications, and experience, and quickly access payroll information, analyze employee trends, and generate reports on employee performance.

Not only that, but this information can be accessed by employees as needed.

2. The ability to track and onboard hires

Tracking and onboarding of potential hires can be done through a variety of methods, such as using recruiting software, setting up applicant tracking systems, and conducting interviews.

Recruiting software can be used to track applicants’ resumes, contact information, and other relevant information. Applicant tracking systems can be used to review applications, conduct interviews, evaluate candidates, and ultimately determine their suitability for a job.

HR software should also include sufficient onboarding capabilities, providing orientation and training, setting up online accounts, and creating a welcoming environment for newly hired employees.

3. Tools to administer & measure employee benefits

Administering employee benefits involves setting up and managing the employee benefits program, including selecting a provider and enrolling employees. This includes providing information and education to employees about their benefits, helping them to make informed decisions, and updating them on any changes.

Measuring employee benefits also involves collecting and analyzing data to evaluate the success and effectiveness of such a program. This may include tracking employee satisfaction, absenteeism, turnover rate, and other relevant metrics.

Your HR software should also help you regularly review and update the employee benefits program to ensure that it is meeting the needs of both employees and the organization.

4. Maintain a payroll system

The payroll system in your HR software should make it relatively low-lift and consistent when paying employees and contractors for their work. This includes calculating wages and deductions, generating paychecks, issuing direct deposits, printing tax forms, and providing detailed reports on payroll expenses.

Payroll systems don’t usually stand on their own as a technology – they’re typically integrated with a company’s accounting software, HR system, and other business systems.

5. Ensure timekeeping & scheduling

Timekeeping and scheduling are important in a business setting as they help to ensure that employees are working the necessary hours and that tasks are completed within the allotted time.

Not only that – they’re a fundamental part of compensation especially when paying by the hour and when overtime is concerned.

A third element is compliance; many countries have legislations in place that regulate the number of hours typically worked in a week.

So, an HR software should ideally include capabilities to cover all of the above.

6. Generate reports

HR software also supports report generation for users to build custom reports from a database. Reports can be customized with a variety of visualizations and exported to a variety of formats.

Some software packages also offer automated report generation, which allows users to schedule reports to run at regular intervals.

The benefits of HR software

Clearly, HR software benefits organizations in numerous ways. If this is your first time learning about HR software, you can also take a deep dive into our HR software guide and learn more about HRIS software specifically.

The post HR software benefits: how HR tech helps you in your work appeared first on Recruiting Resources: How to Recruit and Hire Better.

Human Resource Information System (HRIS) is a software solution that helps you manage your human resources processes. This includes recruitment, hiring, onboarding, document management, training, performance management, and more. Its main goal is to streamline your processes and save time, money and a ton of paper.

An HRIS not only reduces the number of potential human errors but also boosts employee engagement. Offering a self-service option gives your employees some autonomy in managing their employee profiles.

An efficient HRIS program frees up your HR employees to focus on the aspects that should take priority – learning and development, talent management, and creative strategy development to advance your company’s objectives.

Not quite what you’re looking for? Check out our high-level guide to HR software selection.

But it won’t just help your employees. The system’s report-generation capabilities will help you identify trends and address issues before they have a significant impact. It can also include a regulatory compliance module that ensures you comply with regulations at national and local levels.

And data management? Forget old personnel files gathering dust in archives. Now you can access everything you need from a compatible device without calling on an intern to sift through reams of paperwork. It’s a secure way to handle your employees’ important information and documentation, thanks to cloud-based storage.

So the question isn’t “Why do you need it?” but “Why don’t you already have it?”.

Breaking down the different types of HRIS

Separated into five categories, these HRIS software solutions pinpoint the needs of various organizations.

1. Operational HRIS

• Addresses HR’s functions, such as personnel changes, hiring, promotions, and performance management
• Keeps a record of pertinent documents, including employee records, appraisal information and job specifications
• Ideally suited for the standard requirements of HR and employee management tasks

2. Tactical HRIS

• Great for organizations that need a holistic overview of their status and data to support larger-scale decisions
• Helps allocate resources by supplying information on elements such as recruitment, learning and development, job openings, and compensation
• Includes data related to competitors, legal requirements, and union policies
• Assists in the decision-making process but less handy when it comes to daily HR functions

3. Strategic HRIS

• Similar to Tactical HRIS but aims to expand or grow an organization
• The same data is now used to plan the future of the workforce and the goals the organization can attain
• Provides information pertaining to market status and financial implications to help form the foundation for tide-turning maneuvers

4. Comprehensive HRIS

• Embraces all the functions of the other systems and creates a cohesive package for all your HR needs
• Streamlines your HR processes and offers a dashboard for easy review and access
• More costly than the others but proves its worth with the time and money it will save you in the long run

5. Limited-Function HRIS

• Serves a single purpose and are best suited for smaller operations
• Objectives range from payroll to training to benefits
• Modules with alternative functions may be added on as the needs of the organization diversify
• Maintains a central employee information database
• Affordable way to start the digitizing process and easily monitored

Choosing one of these HRIS systems fully depends on the requirements of your organization. Even if you have a starter company, certain features are must-haves. Read on to find out the components you won’t be able to do without.

Essential features of an HRIS

In choosing the best HRIS software for your company, it helps to compile a list of functions you’ll need to run your HR department at an optimal level.

Here are some features that make a good starting point:

• Applicant Tracking System (ATS): An ATS allows you to manage job postings, resumes, and applications in one place, making the recruitment process more efficient. Workable’s own best-in-class ATS comes ready-equipped with its own HRIS, which makes it a good fit for many businesses.
• Onboarding: With a single space for the completion of “paperwork” that relays this information to the relevant departments, you can avoid errors in the capturing of a new employee’s details as well as save time. Along with the necessary introductory process, some HRIS solutions can even perform background checks. Workable’s recruitment solution also comes with a native onboarding feature.
• Employee Self-Service (ESS): This portal links an employee with their personal information, allows them to request time off, and view their paychecks, among other functions.
• Benefits Administration: An HRIS should include a module for managing employee benefits, including health insurance, retirement plans, and paid time off.
• Performance Management: Performance appraisals are recorded, helping to set goals and provide feedback to employees. With real-time performance notifications, managers can respond almost immediately to positive and negative actions.
• Reporting and Analytics: Being able to track key metrics such as turnover rate, headcount, and employee engagement is a powerful tool in the decision-making process of any organization. An HRIS should be able to produce reports that are ready for the boardroom within minutes.
• Mobile Access: Anywhere, anytime, your HR information should be available with just a few taps of your fingertips. With a cloud-based service, the storage capabilities are amplified, making access to all employee information quick and easy.
• Scalability: Sure, your company is small now, but what happens when you begin to build your empire? You shouldn’t have to start fresh with a new software program. Your HRIS must grow with you and meet the demands of your burgeoning business.

There may be other HRIS features that are mandatory for the success of your HR department, such as payroll, learning and development functions, or talent management.

However, even starting with something as simple as a centralized database will show a world of improvement in how your workplace runs.

How to choose the best HRIS software for your needs?

With numerous options available in the market, it’s important to consider several factors before making your choice. Here are some steps to help you select the best HRIS software:

1. Identify your organization’s requirements: Start by clearly defining your organization’s HR needs and goals. Determine the specific features and functionality you require, such as employee self-service, payroll management, performance management, recruitment, and onboarding.
2. Consider scalability and flexibility: Ensure that the HRIS software you choose can accommodate your organization’s growth. Look for a system that allows for easy customization and integration with other software solutions you already use or may need in the future.
3. Evaluate user-friendliness: User-friendly software is essential to ensure smooth implementation and adoption within your organization. Look for a system with a clear and intuitive interface that is easy for both HR professionals and employees to navigate.
4. Assess data security and privacy: HRIS software handles sensitive employee information, so data security should be a top priority. Ensure that the software provider has robust security measures in place, such as data encryption, regular backups, and adherence to industry standards and regulations like GDPR.
5. Review customer support and training: Implementing new software can be challenging, so it’s important to have reliable customer support available. Look for a software provider that offers comprehensive training and ongoing support to assist with implementation, troubleshooting, and answering any questions.
6. Consider your budget: Assess the cost of the HRIS software, including licensing fees, implementation costs, and ongoing maintenance or subscription fees. Consider whether the features and benefits offered justify the investment and align with your organization’s budget.
7. Request demos and trials: Reach out to software vendors and request product demos or trials. This allows you to explore and test the software’s functionality, interface, and overall user experience firsthand before making a final decision.
   By following these steps, you can identify the best HRIS software for your organization, streamline HR processes, improve efficiency, and enhance employee experience.

What’s the difference between HRIS and HRMS?

Being in business these days is no easy feat. It can be bewildering to keep up with technological advances and ensure you have the most suitable systems in place for your requirements. In your search for an HR software solution, you will inevitably come across Human Resources Management Software (HRMS).

It’s essentially the top shelf of HR software that combines the capabilities of HRIS and Human Capital Management (HCM). That means it covers every aspect of HR, from payroll and time off to analyses and strategic HR functions.

Related: Learn more about the difference between HRIS vs. HRMS vs. HCM.

If you have a large number of employees, a complex operation, and a reasonably large budget, then an HRMS will be your best option. However, if your HR needs are pretty basic and you have less than 50 employees, an HRIS that centers on an employee database will serve you well.

What’s the difference between HRIS software and a payroll system?

While both are essential components of human resources management, they serve distinct purposes. HRIS software is a comprehensive solution that encompasses various HR functions beyond payroll. It enables HR departments to efficiently manage employee data, recruitment, performance evaluations, training, and benefits administration. On the other hand, a payroll system focuses solely on processing and managing payroll, including calculating salaries, deductions, taxes, and generating paychecks or direct deposits.

Payroll systems automate the calculation of wages, deductions, and taxes, reducing the risk of errors and saving time for payroll administrators. They generate reports related to pay stubs, tax filings, and employee payment history, which facilitate compliance and ensure transparency.

Although a payroll system can be a standalone software, integrating it with an HRIS software allows for the seamless transfer of relevant employee information and ensures that payroll data accurately reflects the employee data managed in the HRIS.

Cloud-based vs. on-premise HRIS

Another selection to make is whether you prefer cloud-based Software as a Service or retaining on-premises software licensing options. The PwC Tech Survey of 2022 found that while cloud transformation is the third biggest challenge when it comes to human capital for HR leaders, expectations were met and mostly overcome.

These expectations included:

• Greater HR control (89%)
• Increased employee engagement (84%)
• Improved productivity (86%)
• Saving money (82%)

While it would seem like the obvious choice, there are considerations to take into account:

• It’s possible for the system to be hacked without the right measures in place
• While cloud-based doesn’t require the high upfront cost of on-premises software, the subscription fees may add up to a tidy amount
• It’s fairly difficult to retrieve data from the cloud to transfer to another software solution

On the other hand, on-premises solutions have their own drawbacks:

• It’s a costly undertaking as infrastructure such as hardware, software, and servers need to be purchased to put the plan in place
• An IT team will also be required to troubleshoot any issues and monitor the system
• The uploading of data In this solution is done via manual entry, making the information prone to mistakes as multiple departments capture the same data

As per usual, making this decision is mainly reliant on the specifications of your company and your existing equipment status.

A look at the top HRIS providers

If you’ve done your homework, you’ve realized that there are an astounding number of HRIS providers on the market. Here we’ve separated the wheat from the chaff with the top 5 HRIS companies as voted for by users:

1. ADP

• Full suite of HR functions that include talent management, payroll, and benefits administration.
• Flexibility allows them to service organizations across the size spectrum.
• For small businesses that need a basic package, you can expect to have to add on services like ATS, HR training, and HR forms and documents.

Why we like it:

• Features include payroll, onboarding, ATS, compliance, training, and tracking
• 3 month free trial
• Wisely Direct Debit Card
• Suitable for an organization, of any size
• Flexibility

Why we don’t like it:

• Most features are not available on the basic package
• $63/month (add $4 for every additional employee)
• After-sales complaints when it comes to customer service

2. BambooHR

• The basic package offers a central database, reporting and analytics, time-off management, and employee self-service.
• Onboarding, ATS, and training all form part of the advanced package with payroll, performance management, and time tracking categorized as add-ons.
• The quality of BambooHR’s HRIS is exceptional but with its advanced features, it’s perhaps better suited to medium and large organizations.

Why we like it:

• Comprehensive suite of features
• Simple and easy-to-use interface
• Flat rate for organizations with less than 20 employees
• Available in 6 languages (English, French Canadian, German, Spanish, Dutch, or Brazilian Portuguese)
• New Employee Wellbeing tool to improve retention

Why we don’t like it:

• Features like ATS and onboarding are not included in the basic package
• Not easily customized
• Time tracking is rounded off and problems experienced with converting to payroll
• Customers experience difficulty with integrations

3. Freshteam

• They promise to reduce recruiter workload by 75% thanks to the automation of repetitive routines in their ATS.
• They offer a free plan to businesses with less than 50 employees that includes ATS, employee profiles and directory, organizational charts, basic time-off management, and mobile capabilities.
• Freshteam excels on the recruitment front, but seems to provide fewer functions as employees get past the onboarding phase.

Why we like it:

• Free plan forever for small businesses
• Allows for different levels of access across the organization
• Easy to move applicants from one stage to the next
• User-friendly interface

Why we don’t like it:

• Basic HRIS in free plan that does not include document management or onboarding
• Integrations work best with Freshworks apps, but not as well with third-party providers
• Analytics tools could be improved

4. Zenefits

• They offer seamless syncing across HR, payroll, and benefits administration thereby avoiding time-wasting actions.
• Their base plan offers automated onboarding, time off tracking, integrations, analytics, employee management, scheduling, and mobile capabilities at $8/month/employee.
• At double that amount, they’ll throw in compensation management, configurable people analytics, and performance management.
• Add-ons include payroll, advisory services, benefits administration with your own broker, and recruitment.
• For small businesses looking for an HRIS that covers basic HR functions, Zenefits has a minimum five-employee requirement.

Why we like it:

• Great integration across the sections
• Automated tasks free up employees
• Easily locate resources for quick reference
• Convenient clocking in and out capabilities

Why we don’t like it:

• Features are not as comprehensive as other providers
• Less than five employees and you’ll still be charged the five-employee rate
• Customer support could be improved upon

5. Workable

• They offer a seamless onboarding experience with a branded onboarding portal, automations, and an onboarding dashboard
• Employee information and storage of important documents are easily organized and managed
• Updates are made automatically to your company’s org chart
• Compliance, especially in data privacy, is simplified with automated tools for GDPR and EEOC

Why we like it:

• Has the necessary onboarding & employee management functionalities for SMBs worldwide
• Customizable onboarding and management features
• Centralized platform for all HR-related documents
• Branded onboarding portal for a professional appearance
• Automated tools for GDPR and EEOC compliance
• Comes free with the purchase of Workable’s best-in-class recruitment software, eliminating tech clutter and integration headaches

Why we don’t like it:

• Not as expansive as other, more robust HRIS solutions
• Isn’t isolable as an HRIS software
• Other HR features, like payroll, are not yet built

Choosing the right HRIS for you

Selecting the perfect HRIS software solution boils down to one question: What do you need? If your business is just starting out, there’s no need to overextend yourself on fancy features that won’t make an impact.

Your best bet would be a package that covers the most important HR functions while staying within your budget. Keep it clean, keep it simple, and keep an eye on your bottom line.

The post Find the best HRIS software for your business needs appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is HR document management software?

HR document management software (DMS) is a digital solution for employee document organization. You can use DMS to upload employee information, provide storage for these documents, and update any changes. With this centralized digital vault for important paperwork, HR can easily access and manage vital, up-to-date employee information.

What documents can you store using DMS?

Any documents that pertain to employee relations, from recruitment to onboarding to termination, may be stored using DMS. This includes:

• Recruitment collateral (marketing videos, social proof, career pages, etc.)
• Hiring and onboarding documentation
• Employee contracts
• Company policies and regulations
• PTO requests, medical and disability records
• Payroll documents
• Benefits administration documents
• Performance reviews and records
  Accident and safety reports
• Learning management paperwork

The benefits and challenges of DMS

In today’s digital landscape, many businesses explore the benefits of a document management system to enhance their operations. While a DMS offers revolutionary tools for information storage and retrieval, it’s equally essential to grasp both its considerable advantages and potential challenges.

Pro: Your documents are secure. There are all sorts of safety measures that can be put in place to ensure confidentiality – passwords, data encryption, and limited access for viewing and sharing. In contrast, having a physical storage solution for employee records is a huge risk – one bad weather pattern and your tax documents could be floating away.

Con: Even the most Fort Knox-like platforms have experienced security breaches, so there’s always the risk of being hacked. However, paralyzing fear of this means never entering the digital realm – goodbye online banking, social media, and even email. Taking the proper precautions means you’ll have some sort of protection from those cyberpunks.

Pro: Optimized efficiency and workflow with DMS mean you’ll have a lean, mean HR machine. Knowing where every document is and being able to access them in a centralized portal easily will revolutionize your HR department. Your employees will be able to focus on more important tasks rather than spending time searching for documents.

Con: As with most things, there are costs involved. Not every organization has the budget or wherewithal to implement this type of software. However, it’s also possible to start with the basics and work up to a more complex system. There are also payment models that make this an affordable undertaking. (We’ll delve into this a little later.)

Pro: Scalability means the software will grow as your company does. The benefit of this is that you can keep the same processes and workflows in place as you expand without having to introduce new software or training.

Pro: Not only will you save time with DMS, but you’ll also save money and trees. Paperless solutions mean you don’t have to maintain physical storage for your documents or run the risk of loss or damage.

Pro: Company-wide engagement brings an end to running after signatures and multiple communications sharing the same information. With one platform, the relevant parties are notified and are able to access the documents as required.

Why do companies use DMS?

When it comes to planning your organization’s next big move, you need all the data you can get. Quick access to that information streamlines strategizing and allows for decisions to be made in a timeous manner.

It’s also easier to ensure you’re following the letter of the law when your documents are organized and stored in a practical way. Legislative non-compliance carries serious consequences. Not having the relevant information on hand when the Department of Labor auditors come your way could end in disastrous results.

How much does HR document management software cost?

Ah, the crux of the matter. Yes, you’re aware that DMS is becoming mandatory in today’s businesses but will your accountant protest the expense? First, there are a couple of things you should know, such as:

How do you calculate the cost of DMS?

Start with the actual amount paid over to your selected service provider – this could be a once-off, monthly, or per-user fee. DMS doesn’t take up any physical storage; however, there are certain investment costs to consider. This includes software license fees, hardware to run the program, the cost of implementing it, training expenses, and tech support. Cost must be attributed to the time it takes to retrieve documents which is less than 30 seconds. To work this out, Pairsoft has come up with the following formula:

Add this to your service provider costs and investment costs, and you should have a figure for how much you’ll be spending when it comes to DMS. (Still a lot less than a paper-based filing system!)

What drives up the price of a DMS system?

It goes without saying that the more complex the software, the more it will cost. This could include setting up parameters for legislative compliance or increasing your security requirements. Depending on your payment plan, the number of users and features could also affect the price.

There’s also the option of hosting the system yourself or choosing cloud-based administration. With self-hosting, running off the business’s servers means the initial costs will be high, and you will have yearly upgrades and tech support costs adding to the mix. Cloud-based means you have access to your documents from anywhere with any device – but that also requires an internet connection to see your files. A purely online service, the cost is based on a monthly user fee.

Related: HR software pricing: which cost model is right for you?

Different DMS payment models

One-time payment

Several service providers offer an annual or monthly fee that increases with the number of features you sign up for. This is sometimes limited to a certain number of users. Providers like Contractbook charge $115/month/3 users, while ContractWorks charges a flat fee of $600/month for unlimited users.

Pay per user

This is the most popular payment scheme, especially amongst smaller enterprises. Companies like Avokaado have a fee of 49€/month/user for up to 15 users and Juro charges $59/user/month.

Pay per feature

A payment plan like this is perfect for users who only require certain services. However, as your business grows, it might end up being cheaper taking a full package than paying on a feature-by-feature basis. eFileCabinet charges $1,200/ year/feature, while Contract Logic has a fee of $59/feature/month.

Free/freemium

If you’re working with a limited budget – and this is usually the case for a smaller business with fewer than 20 employees – it may make better sense to secure a free HR document management software. Of course, because it’s free, you’re limited in what you can do with it, but it may well be enough if you’re not managing and storing a huge number of documents. Many DMS softwares will have a freemium model with the most basic capabilities, and there are other HR softwares – for example, Workable’s hiring software – that come ready-equipped with a document management system add-on at no extra charge.

How to choose the right DMS

Once you start searching, you’ll realize there are countless options out there. So, before you even click on your browser, have a clear vision of what it is you hope to achieve with HR document management software. How big is your company? What are the specific needs of your organization? What’s your budget, and how many users will need access? These are all questions you’ll need to have answers to before you embark on your journey to find the perfect DMS for you.

The post HR document management software: How much does it cost? appeared first on Recruiting Resources: How to Recruit and Hire Better.

Even a minor malfunction in the onboarding experience can have consequences that lead to an eventual breakdown.

The best HR onboarding software helps establish an organized workflow, automates time-intensive tasks, improves the employee experience, and increases productivity, allowing human resources professionals and new hires to focus on the work that really matters.

Why is employee onboarding important?

Employee onboarding is more than filing some paperwork and making a few introductions; it’s the first impression new hires have of your organization.

Onboarding is an opportunity to showcase your company culture, demonstrate core values, build rapport between team members, and welcome new employees to an environment that supports their growth and appreciates their talent.

The importance of onboarding can’t be understated. Aside from introducing a pleasant and positive workplace, a successful onboarding program also streamlines the logistical details of incorporating a new employee into your organization.

Important information and documentation is collected, company policies are shared, equipment and accounts are activated, and training procedures are established to familiarize employees with their new role.

Why is onboarding important? It’s more than just orientation; it’s a multi-faceted process with a wide-reaching impact on employees and businesses alike. A breakdown in the onboarding workflow can affect everything from brand reputation to the legal liability of compliance issues.

Establishing a proper onboarding process can save time, money, and the hassle of inconvenience for you, your employees, and your business.

What are the phases of onboarding?

Although onboarding is not a standardized, one-size-fits-all process, there are generally four different phases of turning a candidate into a colleague:

1. Pre-Onboarding

When the hiring process ends and a candidate formally accepts an offer, onboarding procedures officially begin with the pre-onboarding phase. At this point, the candidate doesn’t officially work for your organization yet; they’re often satisfying obligations to their past employer and wrapping up existing work.

The pre-onboarding phase includes signing documents, deciding on a start date, and arranging training, equipment ordering, workspace, and software access, and providing information on company policies and benefits.

This is the beginning of what you hope will be a lasting relationship, so be proactive, helpful, and enthusiastic as you communicate.

2. Welcoming

The welcoming phase takes your relationship from hopeful to official and is an essential element to helping new hires feel at home with your organization. Create an onboarding schedule and a checklist of tasks to share with your employee to help everyone feel more confident about the potential for a strong start.

Make introductions, give your new employee a tour, discuss company policies including time off, attendance, benefits, and payroll, and help new hires get settled into their workspace.

Offering a small welcome gift or arranging an informal lunch can ease new job jitters and make a positive impression. Keep the first day simple, friendly, and informative.

3. Training

The training phase is an opportunity to empower new employees. Creating a comprehensive training strategy leads to greater productivity and inspires confidence in a new role.

Set new hires up for success by arranging a mentorship so that they have a touch point for any questions and arrange for role-specific training to familiarize new team members with the day-to-day tasks and responsibilities associated with their position.

4. Transitioning

The final phase of the onboarding process is when the training wheels come off and new hires coast into their position as established employees. Managers should establish clear expectations and schedule regular check-ins to keep the lines of communication open.

What are the benefits of HR onboarding software?

Onboarding is an important part of integrating new employees into your organization and involves a lot of different components. It’s easy to miss a step or to drop the ball on communication among other responsibilities — especially when onboarding several new hires at once.

A disorganized onboarding process can reflect poorly on your business, making new employees question the quality of communication, management, or company culture in general. It can also create administrative headaches for HR professionals.

Implementing HR onboarding software can help and has a wide range of benefits, including:

• Eases the anxiety of new hires
• Reduces the cost of employee turnover
• Improves new hire productivity
• Ensures workplace compliance
• Promotes employee engagement
• Streamlines HR workflow via task automation
• Increases the rate of new hire retention
• Builds stronger company culture

Who should run the onboarding process?

Onboarding may seem like the responsibility of the human resources department, and it’s true that they manage the majority of the associated tasks. However, onboarding is an ongoing process that should also include management or supervisors.

When it comes to truly understanding the role and its responsibilities, the training phase is the most crucial step of onboarding.

An employee’s manager should be directly involved as they are welcomed to the company, trained for their new role, and transitioned into a regular workload.

How to create an effective onboarding process

Clarity and consistency are two of the most essential elements of creating an effective onboarding program.

Everyone involved should know what needs to happen and when, and the process should be easily duplicated so that it can be established as a routine onboarding workflow.

Using an onboarding template, or implementing a repeatable checklist, can save time, reduce errors, and help make sure no important steps are overlooked.

Opening the channels of communication quickly is also helpful. HR professionals, managers, trainers, and new hires should understand the process, scheduling needs, where to find relevant information, and their point of contact throughout various stages of the onboarding process.

HR onboarding software facilitates every aspect of onboarding, from issuing an offer letter to scheduling performance reviews after your new hire is up and running.

Talent is a valuable asset and new hires are an investment in the success of your organization. An effective onboarding program creates a warm welcome, instills confidence, and reflects well on your business and its employees.

It also helps make everyone’s job easier — from the HR professional juggling a checklist of tasks to a new team member getting familiar with the inner workings of their new career path. HR onboarding software is the ideal tool to guide everyone through the process of supporting the growth of your business and its talent.

The post Onboarding software: why it’s important and how tech helps appeared first on Recruiting Resources: How to Recruit and Hire Better.

In today’s fast-paced business world, effective employee management is crucial for success. Companies that excel at managing their workforce enjoy higher productivity, employee satisfaction, and ultimately, a stronger bottom line.

Let’s explore the ins and outs of employee management, its importance and how choosing the right software can make a world of difference for your business.

What is employee management?

At the core of every thriving business is a well-managed team. Employee management is a comprehensive approach to supervising, guiding, and supporting employees, ensuring they achieve their maximum potential and contribute positively to the company’s goals.

It encompasses a wide range of processes, from recruitment and onboarding to performance evaluation, professional development, and conflict resolution. It’s the backbone that ensures a smooth functioning workplace, driving both individual and organizational success.

Effective employee management also takes into account the diverse needs of employees, recognizing their unique talents, strengths, and areas for growth. By fostering a supportive and inclusive environment, employee management encourages a sense of belonging and job satisfaction.

This, in turn, helps employees feel motivated and engaged, leading to higher levels of performance and commitment to the organization’s vision and objectives.

Employee management also involves understanding and aligning with the company’s culture and values, and ensuring that employees are aware of these core principles. By creating a strong connection between employees and the organization, management can foster a sense of loyalty and pride, ultimately resulting in higher retention rates and a more cohesive team.

In addition, employee management aims to maintain a balance between meeting the company’s objectives and supporting employees’ well-being. This involves identifying potential stressors, addressing work-life balance issues, and promoting a healthy and productive work environment.

By balancing the company’s goals with employees’ needs, employee management creates a win-win scenario that benefits both the organization and its workforce.

What are the responsibilities included in employee management?

Employee management responsibilities are varied and essential, encompassing several crucial aspects of the employee life cycle. Effective employee management requires a combination of strategic planning, strong interpersonal skills, and a genuine commitment to the well-being and success of the employees.

These responsibilities are not only crucial for individual employees but also for the overall health and success of the business.

They include:

1. Hiring & onboarding

Hiring and onboarding new employees is one of the most critical aspects of employee management. This involves attracting the right talent, conducting thorough interviews, and selecting the best candidates for the organization. A smooth and efficient onboarding process is essential to ensure that new employees feel welcomed, engaged, and prepared to contribute to the company’s goals from day one.

2. Performance management

Setting goals and performance expectations is another key responsibility in employee management. Managers should work closely with their employees to establish clear, measurable, and achievable objectives that align with the company’s strategic goals. Regular check-ins and progress reviews are vital to monitor performance and provide timely feedback, guidance, and support.

3. Feedback & evaluations

Providing regular feedback and performance evaluations is also essential for employee growth and development. Managers should offer constructive feedback, recognize employees’ achievements, and identify areas for improvement. Performance evaluations should be transparent, objective, and based on predefined criteria to ensure fairness and consistency.

4. Learning & development

Identifying training and development opportunities is crucial for employee management. Managers should assess the skills and competencies of their employees and provide them with relevant learning opportunities to advance their careers. This may include on-the-job training, workshops, conferences or online courses.

Investing in employee development not only benefits the individual employee but also strengthens the organization’s talent pool.

5. Conflict management

Managing employee conflicts and disputes is another integral element. Managers must be adept at addressing interpersonal issues, promoting open communication, and fostering a respectful work environment.

This involves mediating conflicts, providing guidance on resolving disputes, and taking appropriate action when necessary to maintain a harmonious workplace.

6. Workplace safety

Ensuring a safe and positive work environment is a crucial responsibility. Managers should be proactive in identifying and addressing potential hazards, implementing safety policies, and promoting employee well-being. A healthy work environment contributes to employee satisfaction, engagement, and overall productivity.

7. Policies & procedures

Developing and implementing HR policies and procedures is also vital. These policies and procedures should be compliant with applicable laws and regulations, reflect the company’s culture and values, and address various workplace issues, such as equal employment opportunities, harassment, and discrimination.

Managers should also ensure that employees are aware of and adhere to these policies to maintain a fair and inclusive work environment.

Why does employee management matter?

Employee management plays a critical role in the success of any organization, as it significantly impacts various aspects of the business. At its core, effective employee management cultivates a sense of unity and shared purpose, helping employees feel connected to the company’s vision and objectives.

This connection is vital because it drives their motivation, engagement and commitment to their roles and the organization as a whole.

Specific reasons include:

1. Better job satisfaction

When employees are managed effectively, they are more likely to be satisfied with their jobs and demonstrate loyalty to the company. This increased satisfaction and loyalty contribute to reduced employee turnover, saving organizations time and resources that would otherwise be spent on hiring and training new employees.

Moreover, a low turnover rate helps maintain a strong workplace culture and a positive company reputation.

2. Higher productivity

Effective employee management also boosts productivity and efficiency. By setting clear goals, providing regular feedback, and offering the necessary resources and training, employee management empowers individuals to perform at their best.

A well-managed, motivated, and engaged workforce is a key ingredient in driving business growth and achieving organizational objectives.

3. Healthier workplace culture

Another reason why employee management matters is its impact on workplace culture. A supportive management approach fosters a positive workplace environment, where collaboration, open communication, and mutual respect are the norm.

This healthy work environment plays a significant role in employees’ overall well-being and happiness, leading to better work-life balance and reduced stress levels.

4. Lower compliance risks

Furthermore, employee management is essential in mitigating legal risks and compliance issues. By implementing fair policies and procedures, promoting a safe and inclusive work environment, and adhering to relevant laws and regulations, businesses can avoid potential legal troubles and maintain their credibility in the industry.

What is the best way to manage employees?

The best way to manage employees involves a delicate balance of various factors, ultimately focusing on creating a supportive, empowering, and growth-oriented environment. Effective employee management is based on understanding each employee’s unique needs, strengths and aspirations, and using this knowledge to tailor management approaches that foster personal and professional growth.

Here are some key elements that contribute to successful employee management:

1. Clear communication

Clear communication of expectations and goals is paramount in effective employee management. Managers should collaborate with employees to establish well-defined, measurable objectives that align with the company’s strategic goals.

By setting clear expectations, employees have a roadmap to follow and a framework for success.

2. Regular feedback & validation

Regular feedback and recognition of accomplishments are vital in keeping employees motivated and engaged. Managers should provide timely, constructive feedback on performance, acknowledging employees’ achievements and identifying areas for improvement.

This ongoing communication fosters a culture of continuous learning and improvement, helping employees reach their full potential.

3. Collaboration & teamwork

Encouraging collaboration and teamwork is another essential aspect of successful employee management. Managers should create opportunities for employees to work together on projects, share ideas, and learn from one another.

This collaborative environment not only helps employees develop new skills but also builds strong relationships and a sense of camaraderie within the team.

4. Growth & development opportunities

Offering opportunities for growth and development is crucial in retaining top talent and nurturing a high-performing workforce. By identifying skill gaps and providing relevant training, managers can support employees in advancing their careers and acquiring new competencies.

This investment in employee development benefits both the individual and the organization, as it strengthens the company’s talent pool and enhances overall performance.

5. Ownership of work

Empowering employees to take ownership of their work is another key component of effective employee management. By giving employees the autonomy to make decisions, solve problems, and contribute ideas, managers foster a sense of responsibility and pride in their work.

This empowerment leads to higher job satisfaction, increased motivation, and better overall performance.

What is employee management software?

Employee management software is a powerful tool designed to streamline and simplify various aspects of employee management within an organization. It serves as a central hub for storing and organizing essential employee information, automating routine tasks, and facilitating efficient communication between team members and managers.

By integrating essential HR functions into one comprehensive platform, employee management software helps businesses optimize their workforce management processes and make informed decisions.

Employee management software typically includes a range of features that cater to different aspects of employee management, such as time and attendance tracking, performance management, leave management, and scheduling.

These features provide managers with valuable insights into employee performance, enabling them to identify patterns, address issues and make data-driven decisions to improve the overall effectiveness of their teams.

One of the key benefits of employee management software is its ability to save time and reduce administrative workload. By automating repetitive tasks, such as tracking hours worked or managing time-off requests, managers can focus on more strategic activities that contribute to the growth and success of the organization.

Additionally, the software helps ensure accuracy and compliance, minimizing the risk of errors and legal issues.

Another advantage of employee management software is its potential to improve communication and collaboration within teams.

With features like messaging, file sharing, and project management, the software allows employees and managers to stay connected, share updates, and collaborate more effectively.

This enhanced communication fosters a more cohesive and engaged workforce, ultimately leading to better overall performance.

Ultimately, employee management software is a comprehensive solution that simplifies and enhances various aspects of workforce management. By centralizing employee data, automating routine tasks and facilitating communication, this software empowers businesses to manage their employees more efficiently, ultimately contributing to the organization’s success.

Why should you be using employee management software?

The use of employee management software offers numerous advantages for businesses of all sizes and industries. By streamlining essential HR processes and providing valuable insights into employee performance, these tools play a significant role in enhancing the overall efficiency and effectiveness of workforce management.

Here are some compelling reasons to consider using employee management software in your organization:

1. Saves time & reduces admin workload

First and foremost, employee management software saves time and reduces the administrative burden on managers and HR professionals. By automating repetitive tasks such as time tracking, scheduling, and leave management, the software allows managers to focus their attention on more strategic activities that contribute to the organization’s growth and success.

This increased efficiency can have a tangible impact on your company’s bottom line.

2. Improves accuracy & compliance

Another important benefit of employee management software is the improved accuracy and compliance it offers. By automating various processes and centralizing employee data, the software helps minimize the risk of errors, which can have costly consequences.

Furthermore, the software can assist with maintaining compliance with relevant labor laws and regulations, reducing the likelihood of legal issues and ensuring a fair and consistent approach to employee management.

3. Improves communication & collaboration

Employee management software can also enhance communication and collaboration within teams. Features such as messaging, file sharing, and project management tools make it easier for employees and managers to stay connected, exchange information, and work together more effectively.

This improved communication fosters a stronger sense of teamwork and engagement, which can lead to increased productivity and better overall performance.

4. Provides insights into performances & trends

Another benefit of using employee management software is the valuable insights it provides into employee performance and workforce trends. By gathering and analyzing data on various aspects of employee management, the software allows managers to identify patterns, pinpoint areas for improvement, and make informed decisions to optimize their workforce.

This data-driven approach can lead to more effective employee management strategies and ultimately contribute to the organization’s success.

What should you look for in employee management software?

When choosing the best employee management software for your organization, it’s important to consider several factors to ensure the chosen solution meets your specific needs and requirements.

Here are some aspects to keep in mind when evaluating different employee management software options:

1. Features & functionalities

First, consider the features and functionality that the software offers.

A comprehensive employee management system should include a wide range of tools to address various aspects of workforce management, such as time and attendance tracking, performance management, scheduling, and leave management.

Think about the specific needs of your organization and ensure that the software you choose covers those areas effectively.

2. Ease of use

Ease of use is another crucial factor to take into account. The software should be user-friendly, with an intuitive interface that allows both managers and employees to navigate and utilize the system efficiently.

A solution that is difficult to use may hinder adoption and limit the benefits it can provide.

3. Integration capabilities

Integration capabilities should also be a consideration when selecting employee management software. The ability to integrate the software with other systems, such as payroll, benefits administration, and recruiting tools, can streamline processes and provide a more seamless experience for users.

Additionally, integration with communication and collaboration tools can further enhance teamwork and productivity within the organization.

4. Customization options

Customization options are important to ensure that the software aligns with your organization’s unique needs and processes. The ability to tailor the system to fit your specific requirements, such as customizing workflows, forms, or reporting, can significantly impact the software’s effectiveness and overall value.

5. Customer support

Finally, consider the quality of customer support and the availability of training resources. A responsive, knowledgeable support team can be invaluable in helping you navigate any challenges that may arise while using the software.

Access to training materials and resources, such as webinars, tutorials, and documentation, can also play a significant role in ensuring a smooth implementation and ongoing success with the software.

How do you choose the best employee management system for your business?

Choosing the best employee management system for your business involves a careful analysis of your organization’s specific needs, goals and priorities.

Do the following when shopping for an EMS:

1. Assess your requirements

Start by assessing your organization’s requirements and identifying the most critical aspects of employee management.
This may include time and attendance tracking, performance management, scheduling, or leave management, among others.

Create a list of the features and functionalities that are most important to your organization.

2. Determine your budget

Next, set a budget to determine how much your organization is willing to invest in employee management software. While there may be initial upfront costs, the right software can save time, reduce errors, and ultimately lead to a positive return on investment.

Remember to consider ongoing costs, such as subscription fees, maintenance or support.

There are also free employment management software solutions if your business is on a tight budget.

3. Research different EMSes

Once you have a clear understanding of your organization’s needs and budget, begin researching different employee management systems on the market.

Look for solutions that offer the features and functionality you require and fit within your budget. Read reviews, testimonials, and case studies to gain insights into the experiences of other users.

4. Request demos & trials

Before making a final decision, request demos or trials of the top contenders on your list. This will allow you to test the software firsthand, evaluate its ease of use, and determine how well it meets your organization’s needs.

Encourage feedback from team members who will be using the software regularly to ensure that it meets their needs and expectations as well.

5. Look at reviews and customer stories

Lastly, research the reviews and ratings of the employee management software on independent websites. Look for positive and negative ratings and why.

Request customer stories and case studies when you’re evaluating options. Request insights that show the real return on investment (ROI) of the software.

How to implement employee management software?

Implementing employee management software in your organization involves a series of steps that help ensure a smooth transition and successful adoption of the new system.

Here’s a general overview of the process:

1. Define objectives & needs

Begin by defining your objectives and identifying the specific needs that the employee management software should address.

This will help you establish clear goals and expectations for the implementation process.

Communicate these objectives to your team and any stakeholders involved, ensuring that everyone is on the same page.

2. Assign a team of stakeholders

Next, assemble an implementation team that includes representatives from various departments, such as HR, IT, and management.

This team will be responsible for overseeing the implementation process, coordinating efforts and ensuring that the software is effectively integrated into your organization’s workflows.

3. Draft a plan

Once the team is in place, develop a detailed implementation plan. This plan should outline the steps and timelines for each phase of the implementation process, including data migration, system setup and customization, integration with other systems, training, and ongoing support.

4. Transition & standardize data

As you begin setting up the employee management software, migrate any existing employee data from your current system or spreadsheets into the new platform.

This may involve cleaning up and standardizing the data to ensure consistency and accuracy. Work closely with your software provider to ensure a smooth data migration process.

5. Customize the software

Customize the software to meet your organization’s specific needs and processes. This may involve configuring workflows, forms, or reports to align with your existing practices.

Collaborate with your software provider to ensure that the system is properly tailored to your requirements.

6. Integrate with your tech stack

Integrate the employee management software with any other systems your organization uses, such as payroll, benefits administration, or recruiting tools. This will help streamline processes and improve overall efficiency across your organization.

7. Establish a training plan

Provide comprehensive training for all users, including managers and employees. This training should cover how to navigate and use the system, as well as any specific processes or workflows relevant to your organization.

Offer ongoing support and resources, such as documentation, tutorials, or webinars, to help users become more comfortable with the software.

8. Monitor performance & feedback

Once the software is fully implemented, monitor its performance and gather feedback from users. This will help you identify any issues or areas for improvement, allowing you to make adjustments as needed.

Continuously refine your processes and the software configuration to maximize the benefits of the employee management system.

When to implement employee management software?

Determining the right time to implement employee management software in your organization is a matter of assessing several factors.

For example:

1. Your teams are overburdened

One such factor to consider is whether your current processes are inefficient, time-consuming, or prone to errors.

Employee management software can help automate and streamline tasks, making it easier to manage various aspects of workforce management.

2. Your company is growing

Another factor to evaluate is your organization’s growth trajectory. If your company is rapidly expanding and the number of employees is increasing, manually managing employee data and processes can become overwhelming.

Implementing employee management software during periods of growth can help your organization scale effectively and maintain a high level of efficiency.

3. Compliance is a concern

Compliance concerns are also important to consider. Staying up to date with changing labor laws and regulations can be challenging, and non-compliance can result in significant penalties.

Employee management software can assist in maintaining compliance by providing features like automatic overtime calculations, leave tracking, and audit trails.

4. You’re losing people

Employee engagement is another crucial aspect of workforce management. If your organization is experiencing low employee engagement or high turnover rates, it may be time to reevaluate your current management processes.

Employee management software can foster a more positive work environment by facilitating communication, providing transparency and offering tools for recognizing and rewarding employee achievements.

5. You need better people data

The need for better data and insights is yet another factor to take into account. Making informed decisions about workforce management requires access to accurate, up-to-date employee data.

If your current system doesn’t provide the level of detail and insights you need, implementing employee management software can help you gain a better understanding of your workforce and make data-driven decisions.

6. You’re updating other softwares

Finally, consider any upcoming software or system changes within your organization. If you’re already planning to replace or upgrade other systems, such as payroll or HR software, it may be a good opportunity to consider implementing employee management software as well. Integrating these systems can streamline processes and improve overall efficiency.

Are you ready for a new employee management software?

In conclusion, effective employee management is essential for any organization seeking to maintain a productive, engaged, and satisfied workforce. From understanding the basics of employee management to implementing the right employee management software, it’s crucial to consider all aspects of this important responsibility.

By addressing employee management responsibilities, the importance of proper management, and the benefits of utilizing software tools, organizations can create a positive work environment and ensure smooth operations.

Ultimately, implementing employee management software at the right time can be a game-changer for your organization. By evaluating factors such as process efficiency, growth, compliance concerns, employee engagement, data needs, and other software changes, you can determine when it’s best to introduce a comprehensive employee management system.

With the right approach and a well-executed implementation, your organization can leverage employee management software to optimize workforce management and drive success.

The post Employee management software: everything you need to know appeared first on Recruiting Resources: How to Recruit and Hire Better.

Let’s get to it:

What is HR software?

HR software – or Human Resources software in full – is an application or suite of integrated programs that streamlines and automates human resources processes.

It can support a variety of tasks, from tracking employee data and benefits information to managing employee performance and payroll. You can also use HR software for recruitment, onboarding, and training of new hires.

Ultimately, HR software helps companies manage their human resources more efficiently, freeing up valuable time and resources for HR teams and employees to focus on more pertinent strategic objectives.

Want to learn more about what HR software is before going further? Check out our guide titled What is HR software – and how can it help your business?.

What are the different types of HR software?

There are many different types of HR software out there to meet the varying needs and obligations of the human resources function. Those include employee information, time tracking and scheduling, payroll and benefits, recruitment, policies and procedures, document management, and other HR-related priorities.

The range of HR softwares can be categorized into three major buckets: Human Resources Information Systems (HRIS), Human Resources Management Systems (HRMS), and Human Capital Management (HCM).

(There’s a lot more, of course, and that’s documented here.)

HRIS, HRMS, HCM: What’s the difference?

HRIS stands for Human Resources Information System, which is a system used to store and track employee information.

HRMS stands for Human Resources Management System, which is a software application used to manage HR functions in a tactical way.

HCM stands for Human Capital Management, which is an approach to managing people within an organization. It focuses on the development of people to help the organization achieve its objectives.

What to consider before choosing HR software?

If your business is growing in employee size (i.e. FTE count) or looking to significantly add to payroll in the near future, you should consider choosing an HR software.

If you are a business that has more than a few employees or if you see yourself adding to payroll over the next year, you should consider implementing a HRIS so you can streamline hiring, onboarding, tracking, and managing of employees. This includes crucial details such as payroll, benefits, contact information, policy reviews, learning & development initiatives, compliance, and so on.

An HRIS will benefit you and your teams if you find that you are increasingly burdened with menial, resource-consuming tasks in their day-to-day work. It also helps in the case that organization and management of information is becoming an overwhelming process. The automation and optimization capabilities of a good HRIS can be a great solution for your business.

What are the main features of HR software?

When assessing HR software for your organization, there are 10 major features that you can expect to be included in a high-quality application.

There are more, of course, but let’s look at these 10:

1. Recruitment

The first stage in the employee experience lifecycle is, of course, when they first apply to an open role in your company as a job candidate.

Each step of the recruitment process should be covered in an HR software, including initial screening, asynchronous and live video interviews, scheduling, assessments, and other core facets of candidate evaluation.

Just as a candidate is showing their best self as soon as they walk through the proverbial door to your company, you’re showing your best self as a prospective employer. It’s a crucial stage that can and should be effectively managed using high-quality HR software.

2. Onboarding

The next logical step after a new hire signs the job offer is, of course, the onboarding process. Onboarding may seem pretty straightforward on the surface, but that’s what they said about raising a child as well – it can get incredibly complex, because you’re effectively “raising” a new hire to their peak form as an employee in your company.

The onboarding process includes but isn’t limited to setting up one’s workstation, signing documents, familiarizing oneself with company policy and procedures, establishing expectations, getting oriented with teams and processes, etc. You should expect to be able to manage all of these things with your HR software.

3. Payroll management

You want your employees to be paid, and on time too. Plus, will it be delivered via a paper check, PayPal/Venmo, direct deposit or something else?

There are also deductions, tax withholdings (often at multiple levels), perks and benefits, raises, adjustments, and numerous other factors that you and your team must stay on top of.

And your friends in Finance will want to have visibility into this as well. Money is not funny business to them – or anyone. An HR software will make sure it stays unfunny.

4. Benefits management

Benefits are growing in stature and complexity in many organizations – it’s no longer just about an insurance policy or extended healthcare benefits or time off. It’s certainly not about ping pong tables in the office.

The list of benefits made available is growing exponentially, and the right HR software should help you manage them.

5. Employee self-service

Information is stored and managed in a single repository that’s immediately accessible to anyone who wants it.

This includes employees, who need to know how many paid vacation days are available to them, what the company’s org chart looks like, what’s in the employee handbook, who to talk to about a specific work process, and so on.

An HR software should make that easy enough for employees via a login and self-service function. Your employees deserve no less.

6. Communication

Communication is core to business success. This may be a company-wide announcement or a private message to an individual employee about something pertinent, or one-to-one discussions as part of an annual performance review – or even in the review itself.

There’s also employee feedback via all-company surveys to measure engagement and satisfaction, and departmental conversations where goals and projects are outlined.

Communications also includes policies and procedures which, as any HR professional knows, must be clearly delineated in a single place to ensure that everyone is informed and aligned.

HR software should support work-related communications of every kind.

7. Employee management

Managing the workforce – which includes recruitment, training, motivating and compensating your employees – is a lot of work. Proper employee management sets the groundwork and structure in which a business can flourish, and improves communication and collaboration throughout the company.

Employee management runs the gamut from tactical to administrative management, including employee information, KPIs, and bonuses. Any self-respecting HR software should have the tools in place to support you with all of that.

8. Talent management

Talent management is a little different from employee management – it involves a more comprehensive approach, including identifying and developing your top employees, guiding them in their career path in the organization, and ensuring engagement and motivation.

You’re not just looking to recruit, hire, manage and retain your employees – you’re looking for them to thrive. Even if it can appear less tangible on the surface, there are frameworks to follow and manage to success, and HR software makes that a more streamlined experience both for yourself and your teams.

9. Learning & Development

Learning & development is a huge aspect of the employee lifecycle – they’re not just here to work for you; they want to develop professionally and grow in their careers. And while you’re not necessarily obliged to help them in that area, you will find that there are huge benefits to your organization when you do.

When employees feel they’re attaining their professional life goals with you – and they see that you have their back in that area, they’ll stay with you.

It’s a win-win situation, and that’s where an HR software can enable and support your L&D strategy.

10. Compliance

Employee management can feel like a legal minefield at times. In fact, it can sometimes be terrifying when you don’t have all your ducks in a row. There are numerous areas that require some form of compliance with local, national and even international legislation – including data privacy, equal employment opportunity, and yes, workplace decorum (i.e. anti-harassment).

You want to ensure that your employee data is private at all times, your recruitment and workplace remain bias-free and diverse, equal and inclusive, and that everyone respects legal and moral boundaries. You also want to ensure accountability in all cases.

It’s absolutely essential that your HR software be able to maintain central records and ironclad adherence to all of the above at any time.

What benefits does HR software provide?

HR software can help improve the day-to-day work in human resources by automating repetitive tasks, optimizing complex processes, reducing paperwork, allowing for easy access to information, and monitoring key performance indicators.

1. Centralized resource management

HR software provides a centralized storage and administration platform for all the different processes in human resources, which is a huge benefit especially for a small business that may not necessarily have a dedicated HR team or even HR professional.

Honestly, your business is managing processes, payroll, benefits,recruitment, onboarding, learning & development, feedback loops, policies and procedures, org charts, promotions, raises, bonuses, performance reviews, and so much more. These can become a hot mess of paperwork if you don’t manage it properly. That’s where HR software can be a huge boon for your company.

2. Compliance

We went into a lot of detail above about compliance being a must-have feature of HR software. The benefits of having software for managing compliance are abundantly clear: the rise in data privacy and equal opportunity legislation around the world – and the increasing complexity of the same – means you need someone (a lawyer?) or something (a software?) to ensure that your company stays on the right side of the law.

And in this case, HR software is probably cheaper than a lawyer. So, the benefit is clear.

3. Data insights

The people analytics capabilities of HR software give you the ability to identify and predict gaps in workflows and teams, high-performing and lagging employees, ebbs and flows in retention, rising and falling needs for specific perks and benefits, and so much more.

With the right HR software, you’re also able to produce high-quality reports with insights to support strategic business decisions at the macro level.

4. Task optimization

HR software also helps in the day-to-day work in the trenches, including tracking employee attendance, managing employee benefits and payroll, and monitoring key performance indicators (KPIs).

The automation of replicable and menial tasks free up bandwidth and resources for HR professionals to focus on the more pertinent and essential work including in bigger-picture strategizing and decision-making. This ultimately makes HR more efficient and high-performing.

5. Clutter-free work

The hassle of paperwork such as employee records and contracts are stored electronically, making access and organization easier and mitigating the risk of losing or misplacing crucial information.

You’ve seen all those quotes about cluttered desks and cluttered minds (and in this case, cluttered organizations). That clutter can be cleared using HR software because you’re organizing, processing and storing everything in a centralized resource without the need for physical space and menial labor.

This improves efficiency and effectiveness of HR processes and optimizes the overall performance of the HR function.

Not enough? There’s a lot more to HR software than meets the eye – this guide to HR software benefits will give you a deeper dive in this area.

How do I find the best HR software?

When shopping for HR software, you want to settle on an application that meets the current needs of your business. And that may differ based on FTE size, growth plans, industry and location, and tech stack compatibility.

But no matter what, the best HR softwares will always be:

1. Flexible & customizable

An HR software should be flexible and customizable based on the specific needs of your HR team and your business strategy. You don’t want to paint yourself into a corner or be forced to adapt your needs and strategies to make the most of your HR software – the application should work for you.

2. Easy to use

When you introduce new processes, procedures or applications to the company, you want everyone onboarded into the system as quickly and effortlessly as possible, and you want total user buy-in. A great HR software should be plug-and-play with a smooth and intuitive interface, and easy to implement and operate.

3. Budget-friendly

An HR software shouldn’t break your company bank. It should come at a reasonable cost and the return on investment should be clear from the get-go. This should be made apparent in your initial interactions with the HR software provider, and the tool and all its features should be absolutely affordable for your organization.

4. Seamlessly integrated

Most, if not all, organizations have existing technologies in place for varying purposes. If you already have an ATS or benefits technology in place, your HR software should integrate seamlessly with that. In short – your new HR software should plug neatly into your existing tech stack without any hiccups or misalignments.

HR software: the tech that keeps on giving

Every company in this day and age needs a tech stack to manage all the different aspects of business, regardless of size, breadth and depth. HR software is a must-have in that tech stack. In many cases, it’s scalable – and as a result, the payoff grows over time.

Consider the features and benefits that a good HR software can bring you, and decide accordingly.

The post HR software: All the things you need to know appeared first on Recruiting Resources: How to Recruit and Hire Better.

One solution is to use software-as-a-service (SaaS) for HR. These are cloud-based human resources information systems (HRIS), so all you need to access these tools is an Internet browser.

Let’s explore HR SaaS in more depth, and learn what you need to know when evaluating HR SaaS products.

The growth of the HR SaaS market

The future of HR lies in subscription-based SaaS platforms, according to research from 260 global companies. In the next four years, 57% of organizations expect to invest in such software – 46% of which are already using it.

This is driven by cloud technology advances and a trend for businesses to adopt cloud-based business models that support hybrid working models.

It’s not just growing – it’s exploding. The size of the global market for human resources software was estimated at $15.59 billion in 2020 and is projected to reach $33.57 billion by 2028.

What benefits does HRIS software offer businesses?

SaaS HR products can automate several processes, allowing HR managers to save time and focus on their core tasks. After all, allocating more time to specialized and strategic

HR tasks are what all HR professionals should strive for. For example, you can handle data and payroll processing, recruitment, training, and employee performance evaluations quickly and efficiently with cloud software.

A Human Resources Information System (HRIS) platform has many benefits. For instance, it:

1. Provides a one-stop shop for employee data, making human capital management more efficient
2. Can make an HR leader’s job easier and more efficient by storing information in a centralized database, automating tasks, and providing employee self-service
3. Makes tracking hours and doing payroll much more straightforward
4. Can help make compliance with government regulations and requirements simpler.
5. Helps HR teams collect and analyze organizational data to provide insights into headcount, salaries, staff retention figures, employee satisfaction, and more
6. Helps set the tone for new hires and contributes to employee success and retention thanks to automated onboarding
7. Gives employees the ability to manage their own personal information, such as requesting leave
8. Can be used by employees to access training resources and track their progress through assessments so they can monitor their development and set goals for themselves
9. Can help improve communication and morale within a company by freeing up time and resources that can be better spent on things like company culture and values

The importance of SaaS products for hybrid businesses

The way we work is changing. With more and more people working remotely, companies must learn how to create dynamic, high-performing teams in a new world.

For HR teams, it’s essential to invest in performance management solutions that employees can access from anywhere and integrate with the productivity solutions people are already using, like Slack.

Types of HR software: HRMS vs HCM vs HRIS

Common examples of HR organizational tools and human resource management products include the following:

HRMS: A human resource management system (HRMS) is software that helps manage employee data, including recruitment, payroll, and personnel management. Leave approval, attendance monitoring, and promotion are just a few tasks an HRMS can help with.

HCM: Human capital management (HCM) software is designed to help organizations strategically manage their workforce. This type of software provides functionality similar to HRMS but focuses on long-term planning and development.

HRIS: An HRIS is a software that stores employee data and provides tools for human resource management. It can streamline processes and make information more readily available. Although HRIS systems vary in features and functions, they all offer the basic benefits of automation, self-service, centralized databases, and talent management.

Learn more about HRMS vs. HCM vs. HRIS.

To help you choose a system, they can typically be divided into four types, each with unique features. Below is an overview of the different types of HRIS systems and who can benefit most from them.

4 types of HRIS systems

There are four major types of HRIS systems. They are:

1. Operational HRIS

Human resources management can be a time-consuming and repetitive process, but there are HRIS systems that can help automate many of these tasks.

HRIS systems keep track of employee records and performance data. This makes it easier for HR managers to identify top performers and make decisions about promotions and hiring.

For organizations that feel their HR department spends too much time on mundane tasks or searching for employee data, an HRIS system may be the perfect solution.

2. Tactical HRIS

Tactical HRIS systems are used to manage data and resources related to processes such as recruiting, training, compensation, and job openings.

They can help organizations make far-reaching decisions about resource allocation, job analysis, and development.
In addition, these systems often include data on unions, competitors, government requirements, etc.

3. Strategic HRIS

Strategic HRIS systems are an important tool for any company looking to make intelligent, data-driven decisions about its future.

By managing key data points such as market information and operating budgets, HR professionals can gain valuable insight into labor resources and adequately plan for future growth.

In addition, these systems can help set goals and raise awareness of key business objectives. A powerful HRIS system is an important piece of the puzzle for any company planning for expansion or growth.

4. Comprehensive HRIS

The term “comprehensive HRIS” refers to an all-in-one platform that streamlines various HR-related tasks and provides easy access to data.

This system is highly beneficial to organizations as it allows for convenience and centralized employee information management.

What solutions should HR software include?

The range of solutions that HR software offers is wide, but the following are the most common solutions that businesses need.

1. Recruiting and onboarding

Applicant Tracking Systems (ATS) automate the hiring process from start to finish. It is used to search and select applicants, submit job postings, and onboard new employees.

They also manage applicant information so that recruiters can compare applicants and select the best fit for the job. With the ATS, HR professionals can post jobs on various websites and automatically schedule interviews with qualified applicants, making the hiring process easier and more efficient.

Onboarding software can help new employees have a smooth transition into the company. It usually comes with features such as electronic signatures, onboarding checklists, and employee questionnaires.

2. Compensation and benefits

Payroll software is an essential tool that helps companies process and record employee compensation accurately and on time.

3. Employee management and performance reviews

Employee assessment tools help organizations track employee skills, goals, and progress over time. They can also provide managers with valuable insights during formal or weekly performance review meetings.

4. Legal compliance

Compliance solutions are essential for businesses to keep up with ever-changing state and federal regulations. Not only do they help companies comply with regulations, but they also automate classified document management workflows and reports. This makes it easier for companies to communicate and enforce corporate policies while staying up to date on legal compliance.

Choosing the right HR software for your business

To select the right HR software for your business, first, determine your specific needs. Consider what processes you want to streamline and what features would be most beneficial to you. This will help you focus your search and narrow down your choices.

For example, if you are interested in software that can manage payroll and HR together, look for programs with these features.
Ideally, they should offer the following:

• A self-service portal that allows employees to access information and submit requests easily
• Seamless integration with other software already in use at your company
• A user-friendly interface that requires minimal training
• Robust data encryption and security measures
• A cloud-based system for streamlined HR management

It is important to understand the difference between the standard features of the software and the additional features you will need to purchase. Be sure to choose software that already includes the HRIS features you need in the basic package. Otherwise, the decision for additional features may far exceed your planned budget.

Check out our comprehensive HRIS software selection & purchase guide.

What about specialized solutions? When choosing HR SaaS products, you’ll need to consider the benefits and drawbacks of buying “best-of-breed” products versus an all-in-one system. Let’s take a look at the difference between the two.

Best-of-breed HR software

There are many software products available that serve a single purpose exceptionally well.

A typical example of such a product is an applicant tracking system (ATS). These systems are used to help post jobs, track job applicants, and ultimately identify the best candidate for the position.

Many companies that develop ATS products do not attempt to build additional tools or features that fall outside the hiring process’s scope. Their focus is simply on making the best ATS possible.

Some will, however, add extra features to support the overall employee lifecycle – but ultimately they are specialists in one area with a layperson’s approach to other elements of the HR tech stack.

All-in-one HR software

Small businesses often cannot afford or justify the expense of best-of-breed software for every category. They may not have the in-house technical support and know-how to integrate separate best-of-breed software applications to form their own system.

A solution here for small businesses is an HR SaaS product that can manage HR tasks in one place but may not be as strong on any single function compared to best-of-breed software.

Think of it as a one-stop shop for human resources, in the same way that Hubspot provides a one-stop shop for marketing. Workable’s own HR software, already powerhoused with a best-in-class applicant tracking system, also includes an HRIS with onboard & manage features which makes it ideal for many small businesses.

The price of HR SaaS solutions

When it comes to HR software, there is no one-size-fits-all answer with regard to cost. This is because different vendors have different pricing plans based on various factors, such as the features, number of users, mode of deployment, and integration.

Prices can range from as low as $0 for a free plan all the way up to an annual fee of five or even six digits in price depending on your company’s size and requirements.

1. Quote-based HR plans

Different companies have different needs when it comes to software. A subscription package that customizes the program to meet those needs can be very beneficial.

It allows companies to use the software at a price that is estimated according to their unique needs.

2. Monthly payment plans

Paying for a service on a month-by-month basis is called a “subscription.” This is an attractive payment option for people who want to use premium software services but don’t want to make a long-term commitment.

However, subscriptions can be more expensive than paying for the same service annually.

3. Annual payment plans

Annual plans are often the best option, as most software providers offer a 10-20% discount on these compared to monthly plans.

However, this can limit a company’s flexibility to switch programs should their current software fail to meet their standards or should the company grow beyond a select software’s capabilities.

4. Free plans

Pricing is often a deciding factor and free payment packages can be an excellent option for small businesses that want to improve their operations without breaking the bank.

With this type of pricing plan, you can use certain features of the software at no cost. This can be a great way to get started with advanced software solutions without spending a lot of money upfront. You can usually find these as freemium options in many HR SaaS packages.

It’s important to ask for customer references from vendors and be specific about the type of reference you want. This can give you insights into what the day-to-day partnership will be like, and help you assess turnaround times, the process of setting up integrations, etc. A vendor that is unwilling to connect you with a reference is a red flag.

The bottom line

SaaS for HR creates operational efficiencies, reduces costs, and allows the scalability of efforts for the entire team. With access to the right tools, everyone from leaders to employees can view and collaborate on the same information. This helps to remove communication barriers and fosters working together toward shared goals.

The right software can make a big difference for an overworked human resources administrator or executive. Automating and eliminating many of the day-to-day functions can free up time to focus on what truly matters – the people within the company.

The post The ultimate guide to SaaS HR software appeared first on Recruiting Resources: How to Recruit and Hire Better.

The parameters within these categories are constantly expanding. Complete a time off request in minutes. Emergency meeting? Create a boardroom-ready strategy report by the time everyone’s taken their seats. And with just a few clicks, you can issue company-wide alerts and notifications.

HR software has revolutionized the way human resources operate. It’s saving companies time, money, and piles of paperwork. With its ever-growing popularity though, the market has become inundated with software solutions led by numerous developers. HRIS, HCM, HRMS… these acronyms have left many scratching their heads.

We will break them down for you so you can find the ideal HR software for your company’s needs.

Deciphering the different types of HR software

HR software is widely available in a variety of solutions. However, three main systems dominate the digital realm of human resources. These systems are not interchangeable, although there is an overlap in some areas.

Here are the three major types of HR software:

1. Human Resource Information System (HRIS)

This system is probably the most popular of the three, with its main focus on employee data organization. The collection and storage of this data aid in performing functions such as:

Onboarding: HRIS simplifies the induction process as the new employee need only input their information once – records in the relevant departments will be automatically updated. This is just one way it improves the onboarding process.

Recruitment: An Applicant Tracking System (ATS) records an employee’s resume and credentials and also performs job matching from the existing candidate pool.

Time and Attendance: Employee hours are automatically recorded for timesheets when employees clock in and clock out.

Compliance: HRIS issues notifications when there’s a threat of non-compliance, for instance, when breaks need to be taken or overtime has been exceeded. It also checks compliance with the relevant legislation.

Payroll: With hours automatically recorded, payments are made on time and accurately. Employees can also easily view their paychecks.

Employee self-service: This neat feature allows employees to change certain personal details without having to contact HR. They can also request time off via this service with approval and updates taking place within minutes.

Performance management: Executives and managers have easy access to performance records and reviews.

Learning management: The system notes the skills and qualifications of each employee. It also allows employees to view available courses and learning opportunities as part of a company’s L&D strategy.

Analytics: Reports are quickly created once parameters are defined. Templates are also available for typical HR metrics.

The efficiency of the system saves a lot of time on the admin end of HR. It also provides opportunities for personnel to strategize thanks to its accurate record-keeping and efficient reporting process.

The self-service portal also helps to keep employees engaged through regular interaction. HRIS is the ideal starter software for any business that needs to streamline its HR processes.

2. Human Capital Management (HCM)

HCM is an extension of HRIS in that it covers all the same features but becomes more complex in its solutions. HCM spotlights the employee’s journey through the company, from talent acquisition to management to optimization.

Here’s what these aspects involve:

Acquisition: This is the process of recruiting and onboarding a candidate. Candidate experiences during this initial period can easily go wrong when there’s a lack of organization. With 33% of new employees quitting within the first 90 days, it’s easy to see how important a structured and comprehensive onboarding program is. HCM inspires confidence in new employees by allowing them to focus on integrating into the workplace instead of mountains of paperwork.

Management:  Throughout an employee’s career, HCM will keep track of the high and low points through time and attendance, as well as performance assessments and reviews. This category also looks at company culture and how it can be developed while managing the day-to-day events of an employee’s work life.

Optimization: This aspect revolves around getting the best out of your employees. Factors such as employee engagement, learning and development, remuneration, competency, and succession planning are taken into account when curating a fulfilling career journey for the employee.

As you can see, HCM takes a deep dive into the career paths of employees to ensure job happiness and high retention rates. The system can also be customized to each organization’s needs, highlighting certain people management practices and processes.

3. Human Resource Management System (HRMS)

And now, we come to the most sophisticated of the three – the Human Resource Management System (HRMS). This powerhouse HR software includes the features of HRIS and HCM while putting extra emphasis on the administrative aspects of employee relations.

The management of time and labor has a new level of complexity including an automated payroll system that calculates wages. HRMS is geared towards improving efficiency by creating productivity reports and analyses.

Choosing the right HR software

There are certain components that your chosen HR software should cover: recruitment and onboarding; employee management; compensation and benefits; employee development; performance management; and compliance.

Consider whether you prefer cloud-based or on-premises software, your budget, and scalability options. The level of security, the system’s flexibility, and how user-friendly it is should also be taken into account when making a decision.

A good starting point to finding the best HRIS software for your needs is to find one that covers all your basic requirements simply and efficiently.

Whether you have a small home business, a medium-sized enterprise, or a large corporation, there’s a perfect HR software solution for you. It’s just a matter of considering your needs as well as the expense and intricacy of the system you require. Whatever your choice, HR software is a must in any modern-day organization.

Need more? Check out our comprehensive HRIS purchase guide: HR software selection: Your guide to purchasing an HRIS

The post The different types of HR software: a quick overview appeared first on Recruiting Resources: How to Recruit and Hire Better.

1. Boardon

Boardon’s gamification features make it the perfect onboarding solution for companies focusing on Gen Y employees. You can create your own onboarding content. Interactive quizzes, informative articles, YouTube videos? Check, check, check. Once all the content is in place, simply add your candidate’s details and send an invitation.

The candidate can view a detailed schedule of planned activities and events and an onboarding plan. Boardon is free for one admin member working with one candidate at a time, which makes it suitable for those who onboard less than 20 new employees per year.

2. Wrike

Wrike is so versatile – you can use it for project management as well as employee onboarding. It’s easy and efficient to assign each step of the onboarding process to new employees in the same way you would with a project task. There’s even a free onboarding template to get you started.

HR managers can track progress and save forms, documents, and information as employees move through each step. Bonus: New employees can get familiar with the software they’ll be using daily and find everything they need without opening a dozen apps.

3. WebHR

Use of the WebHR system is free for companies with up to five employees. The onboarding solution allows new employees to complete their paperwork from anywhere, at any time, using any device – so handy for hybrid setups.

Automatic reminders and alerts provide convenience and remind employees to complete the onboarding process to access their personal dashboards.

4. Scribe

Scribe is the perfect tool for quickly and easily creating employee onboarding documents. With its Chrome extension or desktop app, you can capture any workflow you want to document and turn it into step-by-step instructions with screenshots. This makes it easy for HR teams and hiring managers to create professional onboarding guides that you can share with individuals, teams, or company-wide.

Its extension is free with unlimited use but you may want to top up to the Pro plan at $29 per month per user for other features like a desktop recorder and image redaction.

5. Click Boarding

Click Boarding is the perfect tool for creating impactful onboarding experiences thanks to pre-built templates and content. They make it so easy to set up your onboarding flow exactly how you want it and you don’t need major tech or design skills. With the drag-and-drop builder, you can create a completely customized flow.

Plus, you can track employee progress during onboarding and seamlessly integrate with most major HR software platforms.

Final thoughts

When bringing aboard a new employee, it is essential to have onboarding software at your fingertips that covers all the bases from a compliance standpoint. The software sets the stage for success and a positive employee experience from day one. The best free employee onboarding software will help maximize onboarding success and ensure key moments are memorable for all the right reasons.

The post The best free employee onboarding software for 2023 appeared first on Recruiting Resources: How to Recruit and Hire Better.

First, a quick look at the importance of employee onboarding and what it should entail.

What is employee onboarding and why is it necessary?

Employee onboarding is an imperative process when introducing a new employee to your organization. It’s a way to help your new recruit integrate into your company in a welcoming and efficient manner – and to calm any nerves they may feel. This can include, but is not limited to:

• Workstation setup
• Meet and greet with fellow employees and managers
• Guidance on organization processes
• A company culture briefing
• Presentation of mission, vision, and values
• Administrative paperwork for tax and benefits
• On-the-job training
• Security clearance
• Provision of technology requirements (hardware and software)

The process of employee onboarding is exactly that – a “process”. It can take anything from a week to a year for your new employee to truly acclimate to their surroundings.

“My new employees go through orientation; why do they need onboarding too?”

Orientation is vital to a person’s new work role, but it’s just the tip of the iceberg when it comes to proper induction. Orientation is a once-off event that usually takes place in one day to give that first welcome to the company. Onboarding is a process that is made up of a series of events meant to provide your new hire with everything they need to perform at optimal levels.

“This sounds expensive; do I have to do it?”

According to SHRM, 69% of employees who have had a good onboarding experience are more likely to stay with a company for three years.

Higher retention rates means lower turnover rates. This means money saved.

How so? The average cost per hire is about $4,000 and takes 24 days to fill a role. With a high turnover rate, you spend that amount of time and money whenever you hire a new employee to replace the last. So, make sure you’re giving your recruits a great onboarding experience – it will save you thousands in the long run!

What are the major challenges of employee onboarding?

While it’s entirely possible that your onboarding process won’t go off without a hitch, here are a few challenges for which you can prepare yourself:

1. Paperwork, paperwork, and more paperwork

Multiple copies of the same document, forms for IT, clearance information for security, contracts…it’s an endless ream that’s sure to result in paper cuts and ink-stained fingers.

2. Immediate access to information required for work

Your poor new employee has copious amounts of information thrown at them that’s near impossible to remember. A quick-access guide to the most important bits will be appreciated.

3. Struggling to keep track of upcoming events

There are workshops and training sessions aimed at getting your latest recruit up to speed. Creating a schedule that alerts them to when their presence is needed and allows them to track their movements during onboarding gives them some control.

4. Feelings of isolation and incompetence

Joining a new company can be stressful and new hires getting lost in the shuffle is a serious risk. Being bogged down with a backlog of work while expected to perform under pressure can lead to rapid burnout and a swinging door as they throw in the towel. Checking in regularly with new employees and keeping an eye on their progress will make them feel supported and appreciated.

How can HR onboarding software support you?

All these challenges you just read about? Forget about them. Employee onboarding software takes care of the nitty gritty so you can get on with the fun stuff. Let’s see how it stands up to the challenges you could face in onboarding new employees.

1. Paperwork is a thing of the past

Electronic signatures, remote access so they can fill in documents before they even enter the building, and immediate delivery to all the relevant departments – it’s a simple process that can be done within minutes. This will give you the opportunity to focus on employee integration. Time saved, money saved, trees saved.

2. Electronic handbook of work processes and important information

HR onboarding software allows you to create a central repository of documents to which your new hire will have access, guiding them as they find their way through your organization. This knowledge base inspires independence and saves you all from time-consuming queries.

3. Built-in, customizable schedules

When your new employee joins (whether in office or remotely), they will already have a clear idea of what their day looks like, where they need to be, and when they need to be there. Any system that allows a new recruit to operate somewhat autonomously and gives them a sense of self should be instantly incorporated.

4. Communication portals and dashboards

A simple “Hi, how are you doing?” can mean the world to an employee who feels alone or overwhelmed. HR onboarding software usually has a chat function that will allow you to communicate easily and instantly. There are also dashboards for projects allowing those involved to see completed tasks and those that need to be done. You might be able to pick up on red flags by keeping an eye on this data.

What are the essential elements of onboarding software?

Now to consider the absolute must-haves when you’re selecting the best HR onboarding software for you. Here are the essentials every system should have:

1. Includes cloud-based technology

Your employee could be sitting in an office, their home, or a random workspace – you need the seamless integration that cloud-based technology provides for easy but secure sharing.

2. Simple, user-friendly interface

With every new employee, there’s a possibility of a tech knowledge gap. Don’t take it for granted that your new hire is tech-savvy. Choose a software provider that offers a great layout, requires simple inputs, and won’t have your employee calling tech support for every little curveball.

3. A welcome portal

This is where your knowledge base goes. Your new employee’s introduction to the company via this portal should be engaging, fun, and personalized. Videos, welcome messages, quick presentations, etc., should be available to your new recruit as well as instant communication with their colleagues and managers.

4. Automated workflows and processes

A shared task list of everything that needs to be completed should be accessible to everyone involved. The conveyance of information from your employee’s fingertips to the relevant stakeholders should be effortless and once-off. Not only does this ensure the data is accurate across the board, but it also allows your employee to focus on acclimating to their new environment and less on “paperwork”.

5. The ability to set goals

Setting daily and weekly targets allow managers to track their employee’s progress and gives the employee a sense of accomplishment when these targets are met. Any struggles can easily be identified whereas quick completion can indicate potential untapped strengths.

6. Reporting and analytics

There’s always room for improvement, but you need data to implement a plan. Good onboarding software will keep track of your high and low points, allowing you to make changes where necessary and measure the effectiveness of your processes.

7. Easy integration

Some onboarding software is offered as a standalone product, whereas others form part of a Human Resources Information System (HRIS). Opting for a separate program means the onboarding software must complement your current HRIS. A full HR suite might be your best bet to avoid the hassle.

Top HR onboarding software providers

There are hundreds of options when it comes to HR onboarding software. Here are our top picks:

ApplicantStack

This software combines an applicant tracking system (ATS) with an onboarding package. Operating through WorkforceHub and powered by swipelock, ApplicantStack has won G2’s Leader and Fastest Implementation awards for Winter 2023.

Pros

• Highly customizable – easily add training videos, upload forms and information, and you can include your employee handbook
• Constant rollout of updates and new features – the system is developing as the needs of new employees evolve
• User-friendly and intuitive – simple to set up and creating workflows is easy

Cons

• Combining the ATS with onboarding software costs extra
• Lack of reporting options
• Limited search capabilities
• No notifications of changes to the system

ClearCompany

Operating for close to a decade and having helped over 2,500 clients, ClearCompany considers itself to be customer-led, professional, and ethical. The software is modular, so it’s possible to just choose the onboarding software and not the other options.

Pros

• Autofill technology – carries information from one form to the next
• Introduce team members via the Employee Self-Service Portal
• Bulk onboarding – onboard groups of new hires at the same time

Cons

• After-service customer care is lacking
• Not easily customized
• Hard to navigate workflow stages especially when multiple managers are using the same requisition

Enboarder

This onboarding software has been used by the likes of McDonald’s, Fujitsu, and Deloitte. It won G2’s High Performer award in Fall 2022 and claims to have previously increased employee productivity by 25% and decreased 6-month leavers by 20%.

Pros

• Provides data-led coaching to managers
• Best practice journeys are offered as well as personalized experiences
• Great training and support made available

Cons

• Difficulty integrating with other programs
• No notifications when managers or employees haven’t completed a stage in the process
• Cannot track when changes have been made or see a version history prior to those changes

What should you base your decision on?

Before taking a leap of faith with any of these software providers, consider the characteristics, needs, and future of your organization. Clarifying your position, your affordability, and your goals will help simplify the decision-making process. Here are some factors you should take note of:

1. How much do you need your onboarding software to do?

If your needs are complex and call for intricate detailing, an all-inclusive HR software suite might be best suited to your requirements. If your operation is smaller and you need basic functions performed well, then a simple ATS and onboarding package will be more than enough.

2. What are your thoughts on scalability?

If the onboarding software needs to grow with you at an exponential rate, then buying a more advanced program now will save you in the future.

3. Will it integrate with your current HRIS?

If not, do you plan to replace the entire system? Or will you set your sights lower/higher? And if you don’t have an HRIS, will the uncomplicated ATS and onboarding software suffice?

4. Mind the tech gap

Take on software that is easy to customize and straightforward to use. Your tech-challenged employees will thank you. It’s also best if the visual layout is bright and attractive – your new hires must be inspired by the warm welcome they receive.

5. Let’s talk money

Very few have the ability to dismiss a price tag. Figure out how important onboarding software is to you and work out your budget accordingly. Although, as we mentioned earlier, HR onboarding software is worth the expenditure if it increases your retention rates.

Conclusion

Whether it’s remote or in-person, onboarding is a vital element of recruitment that lays the foundation for the new employee’s tenure at your company. Do your utmost to keep them engaged, happy, and fulfilled during their onboarding process with the support of HR onboarding software to perpetuate that good feeling even once the program has ended.

The post Choosing the best HR onboarding software for your new employees appeared first on Recruiting Resources: How to Recruit and Hire Better.

There’s no doubt that hiring, onboarding, retaining, and managing the operational needs of talent is essential work, but it’s work that involves a lot of seemingly mundane tasks.

Those include scheduling interviews, posting to job boards, sending emails, making follow-up calls, and filling out, reviewing, and filing paperwork – all aspects of the job that aren’t glamorous or celebrated.

But those tasks are incredibly important. In fact, the reason the work of the HR department often goes unnoticed is because when it’s performed effectively, it helps keep an organization running smoothly.

Missing any one of those routine tasks can have a ripple effect of negative consequences, which is why helpful HR tools like a human resource information system (HRIS) are so valuable. HR software selection is an important process that can change the way you do business for the better.

The benefits of HRIS software

Any tool that makes essential work more efficient and effective is an investment. Human resources software simplifies HR processes and boosts productivity by freeing up HR professionals to focus on the more personal aspects of managing candidates and employees — which is the largest and most significant benefit — but there are other advantages of implementing an HR system as well:

1. Central resource for employee data

An HR information system serves as a convenient, searchable repository for employee records and information.

With cloud-based HR software solutions and permission settings, employee data can be safely and easily accessed by stakeholders.

2. Streamlined hiring and onboarding

Successfully attracting, hiring, training, and onboarding new employees involves a lot of people and moving pieces.

An HRIS system can double as an applicant tracking system, scanning and sorting resumes, and organizing important candidate information. It also adds an organized structure to hiring processes and workflows.

3. Organize scheduling, payroll, and benefits

There’s a lot of information involved when it comes to scheduling, leave requests, sick days, payroll, and benefits administration — and that information is multiplied by each employee.

An HR platform serves as an easily-accessed reference and makes HR functions scalable as your organization grows.

4. Ensure compliance

A failure to maintain compliance with local, state, federal, or industry-wide regulations can leave your business vulnerable to legal liability.

Collect, retrieve, and store appropriate documentation for the correct amount of time with the help of an HRIS.

5. Increase employee engagement

Some HR systems offer an employee self-service option that allows team members to log on to view training modules, performance reviews, or information about payroll or benefits.

Empowering employees to access relevant information improves productivity for team members, management, and HR professionals.

6. Track employee-related metrics

Data is the key to improved decision-making. Track analytics and compile reports on time-to-hire, cost of hire, recruitment, retention, engagement, performance, demographics, absenteeism, turnover, employee profiles and more to help identify patterns and potential areas of improvement.

7. Automation of time-consuming tasks

An HRIS can greatly improve the efficiency of HR workflows through automation. Posting job descriptions, sending follow-up emails, scheduling interviews, and collecting signatures are all examples of time-intensive tasks that can be automated. This improves the applicant experience and simplifying the responsibilities of HR professionals.

There’s a lot more. Check out our comprehensive deep dive into HRIS benefits.

Key questions to ask (and answer) when choosing an HRIS

The first, and most important step, of the HR software selection process is research. Finding the best HR software requires more than comparing features and cost — it involves finding a solution for your organization’s specific business needs.

Before you start looking at specific software systems, sit down with stakeholders and find answers to the following questions:

• What are the challenges that your HR team faces?
• What is the main goal you want to achieve by purchasing HRIS software?
• How much budget are you willing to assign to an HRIS software?
• Which teams will be involved in the selection and implementation of the software?
• When are you planning to implement the HRIS software?

Having a thorough understanding of existing pain points, what problems you’re hoping to solve, how much you can spend, who needs access or may have input, and how and when you’ll make the transition to the HRIS will help narrow down your HR tech options.

5 key functions to look for an HRIS software

Once you’ve established how your organization would implement, utilize, and benefit from HR technology, it’s time to start comparing your options. Evaluate these five functions as you research:

1. Flexibility

The main objective of using an HRIS is to improve the efficiency of core HR tasks and responsibilities, so it’s important to find a system flexible and functional enough to enhance existing workflows.

2. User complexity

HR professionals should be experts at human resources-related work — not experts at HRIS software. Your HRIS should feature intuitive design and functionality that makes it an asset almost immediately.

Users should be able to quickly access employee information easily and in real-time, using a variety of search methodology.

3. Cost

The budget carries a lot of weight when you’re evaluating the pros and cons of a new tool. Look for options that can grow as your business does, but don’t fall into the trap of paying for features that you don’t need if they come at a greater cost.

4. Implementation time

Making significant changes to existing workflows is always a challenge, particularly since the day-to-day tasks don’t stop as you integrate a new piece of software. Estimate how long different HRIS options may take to get up and running.

5. Customer service & ongoing support

Having easily accessible support is often the difference between a seamless transition and total turbulence.

Make sure the HRIS you choose has live support options and a library of resources to reference outside of traditional office hours.

Your step-by-step guide to choosing an HRIS software

Let’s face it — a little bit of discomfort or disruption is inevitable whenever new software is introduced, even if the potential value is evident. It’s not a process anyone wants to needlessly repeat, so take the time to find a good fit and follow these steps during your HR software selection process:

1. Ensure the right team(s) are involved

The human resources team may not be the only ones accessing information contained within the HRIS. Managers, executives, and trainers are often part of the hiring, onboarding, and performance management processes, too.

Consider who will be using the software and decide if their input would be helpful during the selection process.

2. Understand your businesses needs

An effective way to avoid paying for features you don’t need is to have a clear understanding of what problems you’re hoping to solve with an HRIS.

Also, the ideal HRIS can be incorporated into an existing workflow instead of forcing your organization to completely reinvent the way they’ve handled human resources work in the past.

3. Research software vendors

As you research software vendors, compare cost, features, and functionality, but also check customer testimonials and independent reviews.

Be especially cognizant of complaints around customer service.

4. Create a shortlist

Narrow down your options to a list of two or three possibilities, set up sales calls with those companies, and do your own in-depth research on those vendors.

Make your own list of advantages and disadvantages and ask other stakeholders to contribute opinions.

5. Test as much as possible

Spend some time trying out demos or free trials of any potential options. Good marketing can sell software that may not be the best solution for your organization, so take advantage of opportunities that allow you to evaluate user experience first hand.

An easy decision – but an important one

HR software selection is a serious decision that can pay off for years to come. The right HRIS can streamline HR workflows and optimize talent management, boosting productivity and ultimately improving the overall employee experience.

The post HR software selection: Your guide to purchasing an HRIS appeared first on Recruiting Resources: How to Recruit and Hire Better.

And although it’s crucial to running a legitimate business, dealing with paperwork is very rarely the most fulfilling part of anyone’s job. One of the most significant benefits of document management systems is that they streamlines some of the most time-consuming and cumbersome aspects of HR work.

Want to learn more about document management software? Check out our article titled: What is HR document management software?

What kinds of document management systems are there?

When it comes to selecting a document management system (DMS), the first decision to make is what type of document storage solution will work best for your business:

On-site

An on-premise DMS stores data on servers that are physically located on the premises of your organization. The upfront costs, technical knowledge, and office space required to implement and maintain an on-site DMS makes it a better option for larger organizations who have a dedicated IT staff.

Since files are stored locally, it’s essential to have a reliable strategy to back up critical documents. Document retrieval may be easier with an on-premises DMS since no internet connection is required, and some organizations feel more confident about document security since there’s no third party vendor involved.

Off-site

A cloud-based electronic document management system means your documents are stored off-site in an external data center managed by a third-party provider. The server space is rented, with fees paid monthly or annually.

With no hardware costs or a need for dedicated staff, costs are often lower and maintenance and updates are included. Files on a cloud-based DMS can be securely accessed from anywhere, making it an ideal solution for disaster recovery. There may be risks involved with relying on a third-party provider to keep the system running smoothly, but an on-site system may have vulnerabilities, as well.

What are the primary functions of a document management system?

A document management solution is a central repository that facilitates the collection, management, and archiving of digital documents.

It’s like filing cabinets stuffed full of physical documents — only it’s all digital, making it infinitely easier to store, search, and share documents on a DMS. Paper files take up more space, require office supplies, offer less security for sensitive information, and are much easier to misplace. There are also environmental impacts and added costs when all that paper piles up.

A document management system makes it easy to locate the right document in far less time, which frees up HR professionals to achieve tasks that can’t be automated or outsourced to software.

What are the key benefits of a document management system?

A document management system has benefits that extend beyond convenience and organization, although those two advantages are significant. Other key benefits include:

1. Less paper usage

Digital documents save office supplies, workspace, and the valuable time of team members who need to search, share, or store documents.

2. Easier document access

Indexing classifies documents based on date, format, metadata, unique identifiers or other information, facilitating the document retrieval process.

3. Reduced storage space

Cloud-based document management systems don’t require any physical storage space, unlike on-premises document storage.

4. Greater productivity

Storing documents in a central location increases productivity by reducing the amount of time spent filing or retrieving documents. The audit trail created by a digital system also makes it easier to track edits or changes to important documents.

5. Increased compliance

Collecting and maintaining specific information or documentation for a set amount of time is often a compliance requirement. A DMS helps automate the archiving process.

6. Better collaboration

A central repository for documents offers easier access and sharing options for stakeholders in need of information.

7. Tighter security

Use permission settings, data encryption, password protection, and access control to protect confidential information.

8. Assured data backup & recovery

You can schedule automatic data backup and recovery to prevent the loss of important documents.

What are the must-have features for document management software?

HR document management software options vary in features and functionality. The business processes of your organization will help you decide which features are essential, but the following are worth considering:

1. Cloud storage

Cloud storage ensures that your files are backed up in a third party location, which offers convenient access and expedites data recovery.

2. User-friendly interface

An intuitive dashboard and user-friendly design reduces the learning curve and increases efficiency.

3. Powerful search feature

A DMS with advanced indexing skills, full text search, and optical character recognition (OCR) makes your filing system searchable and scalable.

4. Version control

Easily identify the latest version of a document, track edits, or restore earlier versions.

5. Permission levels

Protect sensitive information by limiting access control to appropriate parties.

How do I pick the best DMS?

An HR document management system is a significant investment, not only in terms of cost, but also due to the time spent implementing a new document storage workflow. Take the following steps before you begin researching your potential options:

1. Determine your needs

Consider the size of your organization and your current archive of files. Try to choose a solution that can scale with your organization.

2. Review your current document workflow

Assess your current system for collecting, searching, and storing documents and identify pain points that could potentially be solved by a DMS.

3. Check your security needs

Ask your IT specialist if there are any special considerations or features necessary to support security needs.

4. Consider your budget

Although you want a solution that can grow with your business, it’s important to choose a system that fits within your current budget.

How do I implement my document management software?

Finding a promising solution may feel like success, but there’s still work to be done. Change can be difficult, but a little upfront discomfort can lead to lasting efficiency. Follow these steps for a more seamless transition as you implement your new DMS:

1. Emphasize the importance of the transition

Even the most committed employee is reluctant to make their day-to-day work more difficult, even on a temporary basis. Discuss the transition with involved parties well in advance, and make a point to highlight the disadvantages of your existing workflow. Explain the proposed timeline of the transition and use specific examples to demonstrate how your new DMS will make everyone’s jobs easier.

2. Set a schedule for the training of your staff

Make sure staff members who will be using the DMS receive comprehensive training that covers the software, its features, and a step-by-step overview of the new document management workflow.

3. Turn your paper documents into digital alternatives

If your current system involves paper documents or physical files, come up with a strategy and schedule to scan, store, and upload them to your document management system.

4. Don’t hesitate to turn to customer support

Prioritize systems that offer good customer support and reach out as often as needed to help take the guesswork out of troubleshooting your new system.

5. Check in regularly with your staff

Collect feedback from your staff to assess how the transition is going, if more training is necessary, if there are any unexpected bottlenecks or challenges, and to increase engagement.

Your document management system can be your friend

Employee management is the heart and soul of human resources, however, people come with a lot of paperwork. The most significant underlying benefit of document management systems is that they allow HR professionals to focus on what really matters — the people that power your business and its success.

The post HR document management software benefits appeared first on Recruiting Resources: How to Recruit and Hire Better.

What does a HRIS do?

An HRIS – or Human Resource Information System – store and manage employee data in a centralized location. It is used to track employee records, such as contact information, job descriptions, salaries, benefits, performance reviews, and much more.

It can also be used to automate repetitive HR processes, such as screening applicants for a new job posting, implementing onboarding plans, and managing schedules and payroll – and numerous other day-to-day tasks.
In short, it’s a software that helps HR teams optimize their workflows.

How does a HRIS work?

A standard HRIS tracks and analyzes employee performance, attendance, benefits, payroll, contact information, and more. It usually includes a database that stores details on all of the above and allows users, including employees, to enter, view and update employee information.

More complex HRIS softwares can include features such as employee self-service portals, directories, time-off request approvals, and more. They can also include data-driven report capabilities for insights on employee performance, benefit allocation, diversity metrics, and other analytics to help drive strategic business decisions.

Who needs a HRIS?

An HRIS can be used by any business or organization that has a need to maintain and track employee information and make decisions based on insights in that information. HRIS platforms are typically used by members of HR departments, but they can also be used by other departments within the organization as well and even by employees who wish to access information that’s personally or professionally important to them.

As above, HRIS systems automate many of the administrative tasks associated with managing employee data, such as payroll, benefits, and attendance tracking – which makes it a practical necessity for resource-strapped HR teams.

HRIS systems can also be used by team managers and executives to monitor and analyze employee performance, and provide a portal for feedback on how an employee might grow and prosper.

The many benefits of an HRIS

There are two fundamental benefits of having an HRIS for your company: first, it evolves HR processes from manual to semi to even fully automatic, and second, an HRIS pulls all the information together into one centralized location for easy monitoring and access by all users.

Not only does it help your HR team, it helps your employees as well.

First, an HRIS benefits your human resources professionals massively, both in easing their day-to-day work and improving their macro-level organization. For your HR team, an HRIS can:

1. Increase efficiency

Managing human resources is like juggling numerous balls at once – you’re onboarding new hires, tracking PTOs, ensuring benefits are up to date, resolving workplace conflicts, communicating with employees, holding training sessions, planning events, and so much more. An HRIS helps you be more efficient in managing all these things without dropping one of those balls in the process.

2. Free up time

It takes time to ensure all of the above elements of human resources management are maintained. But even the best HR pro will fall behind in some processes due to work overload and limited bandwidth. An HRIS will help you recoup valuable time and resources through automation of processes – so that you can commit to work that deserves more attention.

3. Reduce errors

Humans are flawed, and consequently, so are processes when they’re run by humans. Crucial paperwork and processes can be forgotten, misplaced, or misscheduled , and information can be inaccurately recorded.
But when you have an HRIS in place, with predesigned workflows, automated systems and centralized information, the window for error is drastically reduced because you now have a failsafe software doing much of that work for you.

4. Maintain compliance

Compliance is what keeps executives and managers awake at night. GDPR was only the beginning, and now, data privacy legislation is popping up everywhere.

In your HR work, you’re handling personal information on a regular basis, be they in the form of bank account details, tax records, health and benefits, or even employee phone numbers and addresses – all of which need to be contained within your records.

Equal employment opportunity is also legislated in many countries, including EEOC in the United States and EOC in the United Kingdom. These all require some degree of compliance, which HRIS software can help you maintain.

5. Enable data-driven decisions

Employee analytics are crucial to workforce planning and management, and when you can track metrics in retention, salary adjustments, performance, productivity, time off, etc., you can make better decisions as a business.  An HRIS benefits this hugely, because you’re now recording all employee information and data in one centralized location – and therefore, can pull up any data that you need at a moment’s notice.

We’re not done here!

Now, let’s think about how an HRIS benefits your employees. When a company has dozens or even hundreds of employees, it can be a long time before a given employee can get information they need from HR. An HRIS eliminates that inconvenience for employees, giving direct access to that information for anyone in the portal. For your employees, an HRIS can:

6. Make a better onboarding

The first few weeks and months of a new employee’s experience in a company is crucial for success. You want to ensure they’re onboarded efficiently, and this requires participation by all stakeholders.

Hiring managers, HR practitioners and even the new hire themselves can be readily organized via predesigned and replicable onboarding regimens. This includes familiarization with workflows and teams. All of this can be developed within an HRIS and executed at scale. This makes that onboarding experience all the better for the incoming new employee.

7. Increase empowerment

Adding to an HRIS-supported onboarding experience for employees is the instant access to information across the company.

With an HRIS, an employee can get the details they need in order to do their job better, be it in a workplace policy, org chart, or even their own insurance details.

In the same way that banks allow you to skip the lineup and instantaneously access your account, process-heavy roadblocks for employees are eliminated through the self-service capabilities that a good HRIS can provide.

8. Improve collaboration and trust

What if one employee needs to get ahold of a colleague in another department – whether it’s to move a project forward or even just to discuss a potential collaboration? Or what if they want to join an employee resource group (ERG) but want to do it discreetly?

All of these things can establish stronger rapport, connection and trust between colleagues and within the company itself – and this is made easier with an HRIS.

Benefit the organization as a whole

The macro-level benefits of an HRIS for an organization are, of course, at the bottom line. When employees stay longer, processes are optimized, teams are more productive, and the big picture is more visible, then an organization can be more efficient and ultimately more profitable.

How do you know if your business needs a HRIS?

If you are a business that has more than a few employees or if you see yourself adding to payroll over the next year, you should consider implementing a HRIS.

With this software, you can streamline hiring, onboarding, tracking, and managing of employees – including crucial details such as payroll, benefits, contact information, policy reviews, learning & development initiatives, compliance, and so on.

An HRIS benefits you and your teams if you find that you are increasingly burdened with menial, resource-consuming tasks in their day-to-day work. It also eases organization and management of information which can be overwhelming even for the most organized HR professional. The automation and optimization capabilities of a good HRIS can be a great solution for your business.

What should you look for in a HRIS?

To make sure your HRIS benefits you in the best way possible, it should include the following items – and do check out our all-inclusive HRIS guide if you’d like to dive deeper:

1. Employee database

Personal information, previous employment history, pay rates, and other pertinent data should be stored in a secure, centralized, and easily accessible platform.

2. Payroll systems

Calculation of wages, taxes and other deductions – and payout of the same – should be managed within an HRIS software.

3. Attendance and schedule management

You should be able to track employee time and attendance, as well as allocate time slots and schedules – including variables such as overtime and holidays.

4. Benefits administration

Employee benefits including health insurance, retirement plans, vacations, food and lodgings, and other employee perks can and should be managed and administered with an HRIS.

5. Performance management and monitoring

Your HRIS should have tools in place to monitor and manage employees’ progress towards stated key performance indicators.

6. Analytics and reporting

People data such as retention, staffing and compensation metrics should be tracked in an HRIS and included in reports and analytics to inform strategic decisions.

7. Recruitment and onboarding

Even a basic HRIS should have tools for managing the recruitment process – all of which can be covered with an applicant tracking system (ATS). This includes tracking job applications, scheduling interviews, evaluating candidates, and signing job offers. Subsequently, an HRIS should also have both practical and morale-boosting efficiencies in place for onboarding new hires in a company.

8. Learning & development

Developing and training your employees should also be manageable via an HRIS. A learning & development program includes implementing performance improvement programs, tracking employee progress, and awarding certifications for successful completion of programs.

9. Compliance

An HRIS should have ISO-certified systems in place to ensure compliance with local laws and regulations around employee data privacy, equal opportunity and compensation, and wage and hour laws.

10. Employee self-service

Employees should be able to access and manage their own information, including personal data, paystubs, benefits enrollment, time-off requests, and other standard aspects of employment.

HRIS benefits are broad and far-reaching

It’s pretty clear. Having HRIS software as part of your overall business tech stack can be hugely beneficial both to your workflows (tangible) and your employee morale (intangible). Consider looking at one for your own organization, and reap the rewards.

The post HRIS benefits: grow and prosper with the right HRIS appeared first on Recruiting Resources: How to Recruit and Hire Better.

When choosing an HRIS software, there are various options, each with its own feature set. It can be challenging to decide which one is right for your organization. Here’s a list of the top features to look for in a potential HRIS software solution.

1. Employee self-service

Self-service HR portals are a boon to employee productivity, enabling them to quickly find and view their leave balance, payslips, and other HR information without having to hunt for it. And because you can access them on multiple channels, including mobile devices, workers can manage their HR information anytime, anywhere.

2. Recruitment management and onboarding

The best HRIS software automates the recruitment process, integrating with job portals and internal websites to simplify hiring. By integrating with job portals, internal websites, and employment-service providers, an automated recruitment process can help eliminate hiring stress.

What happens once you have employed them? Here, an HRIS system comes into its own. The key to successful onboarding is making sure new hires are able to hit the ground running. An automated onboarding process using an HRIS can take care of the paperwork and notifications so that HR managers don’t have to chase down employees and managers. This way, the process is smoother.

3. Employee database

Keeping accurate employee data is essential. But with so many different places where this data can be stored (spreadsheets, individual documents, etc.), tracking everything can be a challenge. This is where HRIS software comes in handy.

By storing all of your employee data in one central database, you can ensure that everything is always up-to-date and accurate. Plus, the software can communicate with other features and third-party integrations, making the job for an HR professional even easier.

4. Payroll systems

Employees can use HRIS systems to process their payroll and view their previous pay stubs. To calculate gross pay, these systems capture employee data, including pay rates, time data, selected benefits, and tax liabilities. Employees can log into the system to view their year-end tax records too.

5. Attendance and schedule management

An HRIS can help take the guesswork and hassle out of managing employee attendance and leave. With an HRIS, companies can quickly and efficiently track employee attendance, schedule changes, and absences. This data can then be seamlessly exported into the payroll system, saving valuable time and resources.

6. Benefits administration

An employee benefits management HRIS feature allows employees to sign up for benefits offered by the company, such as health, dental, and vision insurance. The deductions are then automatically converted into tax-correct payroll deductions.

7. Performance management and monitoring

An effective performance management system is critical for any company that wants to ensure that its employees work effectively toward achieving its strategic goals. Such a system allows supervisors and teams at HR to focus less on manually managing performance appraisals and more on the value-added parts of the process, such as coaching, supporting, and training employees.

With an effective HRIS performance management system, companies can ensure their appraisal process is unbiased, link employee performance to compensation, and establish performance-based pay systems.

8. Learning and development

HRIS systems can monitor employee morale and identify potential problems by conducting regular pulse surveys. In addition, some HRIS systems can conduct compliance training or learning courses to keep employees up to date on new regulations.

9. Analytics and reporting

Reporting and analytics are one of the less common features in HRIS systems. However, some systems have automated HR reporting features that can provide insights into employee turnover, absenteeism, performance, and more. Analytics goes further by analyzing this data to enable better decision-making.

10. Compliance

Companies can use HRIS systems to automate compliance and reporting on various regulations. By tracking employee data, hours, benefits, and other data points, HRIS can help identify areas where compliance may be lacking. This way, you can take corrective action quickly and efficiently to ensure that the company meets all regulatory requirements.

Why is HRIS software important?

HRIS software is a crucial tool for organizations of all sizes and industries and plays a vital role in streamlining human resources processes and improving overall efficiency. One of the key reasons why HRIS software is important is because it automates various HR tasks, from employee onboarding and offboarding to time tracking and attendance management.

This automation not only saves time and resources but also minimizes errors and inconsistencies that can occur with manual data entry.

Another reason why HRIS software is important is because it centralizes employee data and ensures data accuracy.

With HRIS software, organizations can securely store and access important employee information, such as personal details, employment history, performance evaluations, and training records. This centralized and structured approach enables HR professionals to quickly retrieve and analyze data, facilitating better decision-making and strategic workforce planning. Furthermore,

HRIS software often includes robust security measures, ensuring that sensitive employee data is protected and accessible only to authorized personnel.

Moreover, HRIS software empowers employees and managers by providing self-service functionalities. Through employee portals, individuals can easily access and update their personal information, view pay stubs, request time off, and participate in company-wide initiatives.

Managers, on the other hand, can use HRIS software to streamline performance management, conduct performance appraisals, and track employee goals and objectives.

Benefits of HRIS Software

HRIS software offers a wide range of benefits for organizations. Here are some of the main advantages of implementing HRIS software:

• Streamlined HR processes: One of the primary benefits of HRIS software is the automation of time-consuming HR tasks. From employee onboarding and offboarding to managing time and attendance, HRIS software significantly reduces manual work, allowing HR professionals to focus on strategic initiatives. This automation not only saves time and effort but also reduces the risk of errors and inconsistencies that can occur with manual data entry.
• Improved data accuracy and accessibility: HRIS software centralizes employee data, ensuring consistency and accuracy. With all information stored in a single, secure system, HR professionals can easily access and update employee records. This centralization also enables better record keeping and compliance with labor laws and regulations. Additionally, HRIS software often includes reporting and analytics capabilities, allowing HR professionals to extract valuable insights and make data-driven decisions.
• Enhanced employee self-service: HRIS software empowers employees by providing self-service functionalities. Through employee portals, individuals can access and update personal information, view pay stubs, request time off, and participate in training and development programs. This self-service approach not only improves employee satisfaction but also reduces the administrative burden on HR departments. Moreover, managers can use HRIS software to streamline performance management processes, conduct appraisals, and track employee goals and objectives.
• Increased efficiency and cost savings: By automating HR tasks and reducing paperwork, HRIS software significantly improves overall efficiency. This increased efficiency translates into cost savings, as organizations can allocate their resources more effectively. Moreover, HRIS software helps eliminate duplicate data entry, eliminates manual record keeping, and reduces the risk of errors, resulting in cost savings associated with data management and correction.

Features to look for in HRIS software

An effective HRIS should allow users to customize fields and reports, and it should also be mobile-ready. Whether your employees are in the office, working remotely, or on the road, a sound HRIS system should also be secure and accessible so employees can update their information from any location.

A user-friendly interface for your applications and platforms is not just a trend but an expectation. After all, who wants to use a complicated system that is difficult to learn and use? That’s why companies need to do their best to ensure that their HRIS systems are as user-friendly as possible. That way, they can encourage widespread buy-in and adoption throughout the organization.

There are a variety of HRIS software vendors, each targeting a different type of customer. Some focus on small businesses, while others target large enterprises. Knowing which category you fall into is vital before looking for a new solution. Otherwise, you might choose something that does not meet your needs.

Along with the size of your company, consider what your specific requirements are. Be aware that certain vendors charge per feature, so take this into account when you calculate the budget you’re working with. Equip yourself with this knowledge prior to selecting the best modules for your organization.

The post Top 10 must-have HRIS software features appeared first on Recruiting Resources: How to Recruit and Hire Better.

So why would you want to do it? Look at the benefits:

• 35% said they wanted to access a wider talent pool
• 32% said they wanted to build a more diverse workforce
• 29% said they wanted to build a global workforce

Ultimately, the big attraction of borderless working is… attraction itself. Today’s workers like having the flexibility to work from anywhere. But this does mean fresh challenges – how do you get the attention of candidates in different locations and get them excited about working for you? Moreover, how do you evaluate their candidacy when you’re in one place and they’re in another?

Let’s go through the top tips one by one. And we also have a full e-guide where we go into greater depth on borderless hiring including actionable tips.

Decorate your shop window

Treat everything external facing as your “shop window” for the candidate – job ads, social media pages, careers pages. Consider where your workers live – Millennials and Gen Zers tend to be more active on social media than their older counterparts, and there are niche job boards both for industries (i.e. construction, tech workers, teachers) and in each individual location.

Engage your existing employees

Your current employees may be your top advocates and allies when it comes to attracting candidates to a new job. Not only can your talent pool increase by 10 times through employee referrals, but referred candidates move more quickly through the recruitment pipeline, and are more likely to stay longer in their new role.

Promote your social contributions

If your company is actively involved in the community or if you grant volunteer days, emphasize that in your recruitment marketing. Ditto for your diversity, equity and inclusion (DEI) efforts – that goes a long way in making an impression on a candidate.

Build and perfect your comp package

The nuances of borderless working also include being prepared when it comes to salaries and benefits. Do your homework there, and ensure that you have a diverse range of compensation packages to meet the needs of your increasingly diverse workforce.

Source those hard-to-find candidates

Sourcing is already a challenge in some sectors – and it becomes doubly so when you’re hiring in a different location from your own. Do your due research in each of those locations where you’re planning to be active – including localized and niche job boards, online communities, and even in-person gatherings and conferences.

Focus on potential, not experience

Experience is huge – but when you focus on identifying a candidate’s potential to be a star, you not only get talented applicants but also people you can grow and train to become the very best in their field. Look for the soft skills and intangibles both in their CV/resume and in your interviews with them.

Identify the passive candidates

Often, a candidate doesn’t know they want to work for you until you’ve convinced them that you’re a great next step in their career. Those are the passive candidates – the ones who are fine where they are, but are open to a conversation about a new job even if they’re not actively applying.

Structure your recruitment process

A well-planned, replicable hiring funnel is crucial to your success, especially when you’re working with hiring teams distributed across locations and doing your recruitment in yet another location altogether. You need to set clear expectations with your team, keep all information in one place, prepare for interviews beforehand, and utilize tech every step of the way.

Align your work culture

Perkbox’s survey of UK business leaders saw 42% reporting an increase in productivity due to improved DEI policies. But having a common goal and a unifying culture is still crucial. You want candidates who can be comfortable being themselves as employees but can also fit into your overall company ethos. Promote your company values in your brand and evaluate the candidate’s own values when recruiting.

Make it scalable

Establish a recruitment process that’s free of breakdowns if you scale your efforts There are numerous areas of hiring where you can optimize the process this way, including in screening, interviewing, assessments, compliance, and more.

Borderless hiring is here to stay

Borderless success is found in sync – be that between colleagues in your organization, or in strategies, policies and processes. When you’re running a business without borders, you want to keep those loose ends tied up.

Remote work has enabled organizations to find and retain talent all around the world, and this is a huge opportunity for you. It’s important to remember that a ‘business as usual’ approach isn’t going to work – throw out that old playbook and start establishing new rules of engagement.

That means a finely tuned talent attraction strategy, a seamless recruitment process,
and a resilient, agile system that can adapt quickly to the ever-changing business landscape.

Again, read our extensive guide on borderless working and hiring – which goes into greater depth on all of the above.

The post Workers sans frontiéres: Attracting talent beyond borders appeared first on Recruiting Resources: How to Recruit and Hire Better.

Fortunately. we’ve done the heavy lifting for you, analyzing various companies and plans across multiple categories such as general features, additional features, third-party reviews, and popularity.

We have created an easy-to-read list for you to identify which features work for you and the needs of your company.

First things first, do you know what features you need to look out for before making your choice?

Let’s delve into the best features to assist you with it.

Features of a good onboarding software

A good onboarding software should offer more than just digital documentation and automation.

It should include the following general features:

• onboarding checklists
• compliance tools
• mobile apps for on-the-go onboarding
• time and attendance tracking and peer reviews

Some unique features you may consider include the following:

• shift scheduling
• engagement tools
• integrations with other HR software
• tax functionality
• live customer support

Additionally, a good onboarding software should offer a user-friendly interface that makes it easy for HR professionals and new hires to navigate. It should also be customizable to fit the specific needs and branding of your organization.

Moreover, a good onboarding software should offer robust analytics and reporting features. This allows HR teams to track the effectiveness of their onboarding process and make data-driven improvements.

Top employee onboarding software

Here is our list of the top 7 employee onboarding software.

1. Workable

Long story short, you are reading this article from Workable’s resources center, so we think you are in the right place to choose a top onboarding software.

By using Workable, you can not only onboard and manage your new hires, but you can also source talent using AI technology, create your own workflows while hiring, and manage your employees through the same software.

Workable is considered a top Human Resources Information System (HRIS) due to its comprehensive suite of features. It provides a centralized, structured source of truth for employee information, making it easy to find and update details about employees.

The system also securely stores company documents, ensuring easy access and safety.

Additionally, Workable’s HRIS enables teams to visualize the company structure and plan for hiring needs, aiding in strategic planning. It manages paid time off, ensuring accurate tracking of employee leave.

Lastly, the software automates the onboarding process, allowing new hires to get to work faster.

These combined features make Workable a robust and efficient solution for HR teams.

2. BambooHR

BambooHR is a comprehensive HR platform that includes a dedicated onboarding solution. The software allows HR teams to automate many of the administrative tasks associated with onboarding, such as filling out paperwork and setting up benefits.

BambooHR’s onboarding solution also includes a customizable onboarding checklist, ensuring that all necessary tasks are completed in a timely manner. The software allows HR teams to track the progress of each new hire through the onboarding process, ensuring that nothing falls through the cracks.

3. Zavvy

Zavvy is a complete HR onboarding software that ties all onboarding processes together while creating a standout and personalized onboarding experience. It helps businesses and organizations carefully manage the growth path of their employees.

Zavvy’s automated employee onboarding process turns complex, repetitive processes into beautiful and rich experiences. It offers features like preboarding, automated workflow management, event scheduling, buddy programs, and rich content among others.

4. Rippling

Rippling‘s onboarding software automates the manual work involved in onboarding a new hire. From sending offer letters to setting up payroll and benefits,

Rippling makes it easy to onboard new employees. It also helps with IT tasks like ordering new equipment and setting up apps for the new hire, ensuring they have everything they need to start work on day one.

5. Zenefits

Zenefits offers a comprehensive onboarding system that allows HR teams to turn a candidate into an employee with just a few clicks. It automates many of the administrative tasks involved in onboarding, such as filling out paperwork and enrolling in benefits.

Zenefits also offers a mobile app, making it easy for employees to complete their onboarding tasks on the go.

6. UKG

UKG provides a powerful onboarding solution that helps organizations engage new hires from the start. It allows HR teams to create personalized onboarding experiences that align with the company’s culture and values.

UKG Pro also offers interactive onboarding checklists and the ability to track progress, ensuring new hires complete all necessary tasks.

7. ADP Workforce Now

ADP Workforce Now includes an onboarding module that automates many of the tasks involved in bringing a new hire onboard. It allows HR teams to create a step-by-step onboarding plan, complete with tasks and deadlines. ADP Workforce Now also integrates with other HR functions, allowing for seamless data transfer and reducing the need for manual data entry.

By considering the features of various software options, you can find the solution that best fits your organization’s needs.

Remember, a good onboarding software should be user-friendly, customizable, integrable, analytical, and scalable.

It’s not just about automating the process, but enhancing the experience for both the HR team and the new hires.

The post Employee onboarding software – check our top list appeared first on Recruiting Resources: How to Recruit and Hire Better.

He arrived at the office only to find his workstation was not set up. His computer was still in its box, and there was no sign of any office supplies. He was handed a stack of paperwork to fill out, with no guidance or context provided.

His manager was tied up in meetings all day, leaving him with no one to answer his questions or provide direction. He felt like an afterthought, rather than a valued new team member.

By the end of the day, John felt overwhelmed and unsure about his decision to join Alpha Corp.

What was missing? A concrete employee orientation plan – also referred to as an onboarding plan.

What is employee orientation?

Employee orientation is a process that introduces new employees to their job, the organization, and its culture.

It is typically conducted by the human resources department or a designated orientation team and is designed to help new employees feel welcome, informed, and prepared for their new role.

During employee orientation, new hires are typically provided with information about the company’s policies, procedures, and benefits, as well as any necessary training or paperwork.

The orientation process may also include introductions to key personnel, tours of the workplace, and opportunities to ask questions and clarify expectations.

The goal of employee orientation is to facilitate a smooth transition for new employees and set them up for success in their new position.

Benefits of employee orientation

It was that day when John believed that this bad onboarding experience would make him search for another job very soon. “How can I work for someone who doesn’t respect me from day one?” he thought. He wished his employee orientation process was better.

Indeed, the benefits of a well-structured orientation program are numerous and backed by compelling data. According to a 2023 report by Octanner, 43% of employees said that their onboarding was completed after only one day, affecting retention rates.

Furthermore, according to research by Brandon Hall Group, there is a strong correlation between company culture metrics and the onboarding process. A significant 88% of organizations consider it crucial for employees to have faith in the organization’s values and principles during onboarding.

Employee orientation offers concise and accurate information that helps the new employee feel more comfortable in their new role. By providing them with a clear understanding of their job responsibilities, expectations, and company policies, orientation encourages employee confidence and helps them adapt faster to their new job. This, in turn, contributes to a more effective and productive workforce.

Lastly, orientation promotes communication between the supervisor and the new employee, fostering a positive working relationship and setting the foundation for ongoing feedback and development.

Now that we have knowledge of all these, we can structure better strategies for onboarding new hires.

Best practices for employee orientation

Working on HR today means staying abreast of current trends. One significant trend is the shift towards hybrid onboarding, accommodating both in-person and remote employees.

This approach has become increasingly important in the wake of the global shift towards remote work.

Another trend is the increased focus on integrating company culture and values into the orientation process. This helps new hires feel connected to the company’s mission from day one.

These trends can help you build an employee orientation strategy that will create a positive environment for your new hires.

Let’s delve into these best practices to assist you further:

• Preboard before day one: Send new hires necessary information and paperwork before their first day. This allows them to hit the ground running
• Create an orientation schedule: A clear, comprehensive schedule helps new hires understand what to expect and reduces first-day jitters
• Automate paperwork: Use digital tools to streamline administrative tasks, freeing up time for more valuable orientation activities
• Introduce managers and colleagues: Personal introductions help new hires feel welcomed and part of the team
• Be mindful of information overload: Break down information into manageable chunks to avoid overwhelming new hires

To help you implement this strategy we built an employee orientation checklist for you.

Checklist for a successful employee orientation

• Prepare for the new hire: Set up their workspace, provide necessary tools, and complete any administrative tasks
• Hold a formal company orientation: Discuss the company’s history, values, and culture
• Define job responsibilities clearly: Ensure the new hire understands their role and expectations
• Provide ongoing support: Check in regularly with the new hire, provide feedback, and address any questions or concerns

Related: New employee orientation program checklist

In conclusion, effective employee orientation is more than a nice-to-have—it’s a strategic necessity. By implementing these best practices and staying abreast of evolving trends, you can create orientation programs that not only welcome new hires but also set them up for long-term success. Remember, as HR professionals and SMB employers, our role in a new hire’s journey is pivotal. Let’s make it count.

John would be happy too.

The post Employee orientation: checklist, benefits, and best practices appeared first on Recruiting Resources: How to Recruit and Hire Better.

That’s why a structured employee onboarding framework is so critical – it’s more important than onboarding itself.

That’s the 30-60-90 day onboarding framework for you – it’s to provide a consistent, uniform and thorough onboarding experience. It clearly outlines the activities, resources, and expectations for those first three months of an employee’s journey, setting them up for success in their role.

The benefits for the employee are clear – they reach higher productivity in a shorter time (in other words, their ‘time to ramp’ is shorter).

They’re more vividly engaged, they understand what’s expected of them, and they know how to do the work.

For the organization, this results in greater average revenue per employee, lower turnover, and a stronger reputation as an employer that believes in developing their people.

This 30-60-90 day onboarding blueprint is structured in three phases with end goals for each: at the 30-day mark, you’ve set a foundation for that employee.

By the 60-day mark, you’re establishing a clear momentum for the employee to thrive.

And, finally, at the 90-day mark, you’re ensuring that this fully onboarded employee is ready to work autonomously and independently because they’ve learned what they need to know to succeed in their role.

Let’s go into these three stages in depth.

30-day plan: the foundation

We’ll start the 30-60-90 onboarding plan with this famous adage: “Culture eats strategy for breakfast.”

It’s a given that you’ll be spending a fair bit of time during the first 30 days giving job-specific training to your new starters. But equally, a key focus should be on embedding them into the company culture and helping them build connections.

Here are some ideas to get started:

1. Designate a work ‘buddy’

This should be someone from the team who isn’t their manager. They can be the go-to person who shows them the ropes and gives advice. As this person will be a peer, rather than a manager, they’ll probably have gone through the same experience themselves so can empathize.

Link up new starters who are in a similar boat to each other. For example, you could set up a dedicated Slack or Teams channel which joiners are part of for their first few weeks.

2. Organize a team lunch

Ideally this can be done together in the same place, but if it’s not possible, you can still do it virtually. Why not send the new starter a voucher for them to order the meal of their choice?

Regardless, you should send them a small reward and note of appreciation after their first week – it’s a nice gesture which will put a smile on their face!

3. Set up casual meetings

Arrange “get to know” meetings with people the new starter will be working closely with. This is not a work-related induction, but more of a social meeting to break the ice and find out about each other. These meetings should be quite casual and don’t need any sort of agenda beforehand.

You can group people together – for example, instead of meeting all the web developers individually, they can be part of the same meeting. At the same time, try to keep the number of people in these chats quite small, perhaps to a maximum of four or five. Any more can make them feel daunting, which is the opposite of what you’re trying to achieve!

Basically, it should feel more like a coffee date, and less like you’re being grilled on a reality show!

4. Set up daily syncs

At this stage, managers should have a quick 10-minute catch-up with the employee at the end of each day, just to see how they’re getting on. Meeting lots of different people can be a little overwhelming, so having a regular chat with the same person each day adds a sense of routine.

5. Keep a finger on their pulse

One constant throughout the 30-60-90 day onboarding plan (and beyond) is wellbeing, so ensure managers are still checking in regularly. Pay particular attention to signs of burnout – it’s not uncommon for employees to push themselves extra hard during these opening few weeks.

6. Ensure a solid training plan

As mentioned earlier, training is very important during this stage of the 90 days plan. If you aren’t giving people the tools they need to be successful, it won’t work out for you or them. Things which should be included within the training plan are:

• Company strategy
• Sales positioning
• Department objectives
• Individual KPIs
• Best practice methods
• Systems and ways of working

7. … and be clear about those KPIs

A quick word on those individual KPIs: ensure you are completely clear on what these are – the employee needs to know three things, exactly:

• what’s expected of them
• how that links into the wider organization goals
• what metrics you’ll be using for their work

Setting expectations properly reduces the chances of confusion later on down the line.

8. Make it a two-way street

When it comes to training, try to make this as interactive as possible. People should be able to ask questions and even make suggestions. When training them for the tasks they’ll be doing, incorporate a mix of different learning methods. There may be some things which they can study and practice in their own time, whereas others may require them to learn on the job or be shown step by step.

If you have an online L&D program in place, select the courses which you think will be most relevant to their job. This tailors their training and saves them from having to scroll through lots of different ones.

9. Keep it fun and engaging!

As for the actual work your new starter will be doing, this can vary based on the role and level of seniority. Try to make it engaging though – enthusiasm levels are normally super high at this stage, so you want to tap into this as much as possible. Perhaps you could set them a list of things to do each week and turn it into a fun challenge with points and prizes?

60-day plan: the momentum

Now you’re at one month in the onboarding plan. Your employee should be mostly familiarized with their work and the company’s processes, but that’s just the first step to success. Here’s what you need to think about in the second month of the 30-60-90 day onboarding plan.

1. Maintain a feedback loop

Feedback is crucial, and it’s a very important way to keep the new starter engaged and focused. Managers should give this on each piece of work. Remember it’s still early days, so don’t expect perfection.

At the same time, employees appreciate honesty so give them constructive feedback, and ask for theirs as well. Is there anything they think should have been done differently in the opening weeks?

2. Check on goal progression

It’s also a good time for managers and employees to have an honest discussion about the goals that were set early on. Does anything need to change? Does the employee feel like there are more things they could take on? Either way, do what you did the first time and communicate clearly.

3. Celebrate the small ‘wins’

It’s also important that people feel appreciated. Make sure you celebrate the small successes. If they work in Customer Service, make a big deal of the first ticket they resolve. If they’re in Marketing, recognise them for that first blog they wrote.

This could be a formal shoutout on the recognition platform you use, or even just a round of applause during your end of week wrap-up.

Try and link these recognitions to your company values – this is a great way to remind the employee what you stand for. Try to back the recognitions up with a reward as well. By getting a reward for displaying the right behaviors or for good work, it gives them a morale boost and a sense of gratitude.

You’re now building on the learning

Remember, learning doesn’t just stop after day 30 – but now it continues with the act of building. This is where you trust them to do more independent work and go deeper into their responsibilities. Normally, there are two routes you can take.

If there’s a specific project that was earmarked for them before they joined, allow them to run with this.

If the type of work they do is naturally quite repetitive – perhaps they work on the tills at a shop – ask them to come up with ideas to improve some aspect of what you do. This is a great way to keep them engaged and shows that you see them as a valuable part of the business. It also usually involves them needing to collaborate with other departments, which brings its own benefits in terms of relationship building.

Whichever one of the two routes you choose, ask them to follow the Plan, Develop, Implement model. Here’s a quick breakdown.

Plan

This is where the employee does their research, asks the questions they think are relevant, and puts together a strategy for what they think needs to be done. Give them the time, space and tools to do this.

Develop

Once the plan has been put together, the employee uses it to develop a solution. For example, if they’re in Business Development, maybe they have a better way to reach out to prospects. They can get these new ideas together and test them internally.

Implement

Now the employee takes the results from their tests and puts them into practice. This is where they’ll feel like they’re doing what they were brought in to do, and managers will be able to judge how far along they are.

At all times, managers should ensure help is available if needed – but allow the employee to take control.

Now, we mentioned how this type of task allows employees to build relationships with others in the company. But there’s other ways to do this as well, for example organizing social events. For example, Perkbox has monthly ‘Meet ‘n’ Greet’ events which are an opportunity for new starters to meet with people in social settings.

90-day plan: the independence

This last phase of the 30-60-90 day onboarding plan should help employees feel like they’re a fully-fledged part of the business. All being well, by the end of this period, they should have less of a ‘new starter’ feeling.

The employee should by now be nicely bedded in from a cultural point of view. This doesn’t necessarily mean they run to the karaoke machine on nights out – but they should feel comfortable with their colleagues. If they still seem a little uncomfortable, it’s the manager’s job to get to the bottom of this.

1. Assign full ownership and independence

A core measure of success at the 90-day stage is whether or not you’re able to grant full ownership to the employee. You should be able to confidently assign them projects without walking them through the steps of how to see it through to completion.

At the 90-day mark, that employee is equipped with the knowledge – and experience – to independently make decisions to move the project forward. They no longer will need to ‘check in’ with their manager or seek approval or validation before moving forward.

Of course, there’s always that question of making a mistake – can you trust your employee to do the right thing to ensure success? Well, that’s what onboarding is for in the first place – when you can trust your employees, you’ve onboarded them successfully.

2. Conduct a performance review

What else? Performance reviews. While you no longer require the employee to be checking in with you or other colleagues to get a job done, you do check in with them at the end in the performance review.

This is your opportunity to go through their performance, both in the first 90 days and in the long-term, and identify areas where they can do better and shine a light on areas where they’ve done well. In fact, it’s not simply a review – think of it as a refinement.

3. Ask them about their onboarding experience

A little different from the performance review is a simple check-in with HR. Ask the employee how they’ve found the onboarding process to date. Is there anything they feel should’ve been done differently?

Not only does this help you improve the process for the future, but it shows the employee you take their opinions seriously.

4. Identify their passions – and support them

Hopefully by now they can also let some of their other passions shine through. For example, do you have any Employee Resource Groups or social clubs that appeal to them? Send a reminder of these and encourage them to put themselves forward if they want.

Often, people who join up with these things early on in their time at a company, develop really strong connections with colleagues. This can only be a good thing from a retention point of view!

Those first three months are key for success

Those first 90 days of an employee’s journey within an organization, a new strategy, a different process, etc., sets the tone for their entire tenure going forward. A bad onboarding plan has obvious adverse effects – someone who isn’t properly familiarized with their roles won’t be able to rise to expectations. They get frustrated, demoralized, and worst of all, toxic. Cue ‘quiet quitting’, costly turnovers, and overall disenchantment.

Think of it as keeping a car properly maintained. When every part of the car is well-maintained, the engine is tuned regularly, the tires are leveled, the exterior is washed, the interior deep-cleaned, then the car lasts longer and performs better.

Your organization is your ‘car’ – keep it attuned, updated and optimized with a well-structured, 30-60-90 day onboarding plan for every step of the way, and it’ll pay dividends for you in the long run.

The post Your 30-60-90 day onboarding plan: set your people for success appeared first on Recruiting Resources: How to Recruit and Hire Better.

That’s right. Signatures in the digital medium.

But first, the burning question: what is e-signature software?

E-signature software is a digital solution that enables you to affix your signature to documents electronically. It provides an efficient and secure method of handling documentation – without needing to navigate the cumbersome in-person requirements, fax machines and paperwork of yesteryear.

The e-signature concept has matured over the years since its inception in the late 20th century. Now, with advanced technology and the shift towards remote and distributed work patterns, e-signature software is more than just a modern replacement for ink-and-paper signatures.

It’s an essential component of a digital-first strategy and is widely adopted by businesses across various industries – with North American businesses expected to lead the way with 35% of global market share by 2023, and other regions rapidly catching up.

Now, let’s go into details about how e-signature software works, the various types of software available, and the benefits of having it in your business. You’ll also learn how to choose the right e-signature software for your needs.

You’ll ultimately gain a comprehensive understanding of e-signature software and why it’s a critical tool for your business or personal transactions.

First, let’s understand how e-signature software works and what types are available in the marketplace.

How e-signature software works

E-signature software simplifies the process of signing and validating digital documents. Its primary function is to facilitate the electronic replication of your signature on digital files, making the endorsement of documents faster and more convenient.

Here’s how e-signature software typically works for you:

Document Preparation: You upload a document to the e-signature platform. It could be a contract, a form, an agreement, or any other type of document that requires a signature.

Signature Request: You specify the individuals who need to sign the document and send them a request via email. The platform generates a unique, secure link for each recipient.

Signing: The recipients click the link, open the document, and electronically sign it within the platform. They can use a pre-designed e-signature, draw their own, or type their name, depending on the software’s capabilities.

Verification & Storage: Once signed, the platform verifies the signature and securely stores the document. You, the sender, will receive a notification once all signatures are in place.

This process varies somewhat between different software providers, but the core functionalities are consistent across the board. It’s a more efficient and secure alternative to the traditional way of signing and managing documents.

Different types of e-signature software

There are several types of e-signature software available on the market, all with their own features, advantages, and limitations. The three primary categories of e-signature softwares are:

Basic e-signature tools: These are simple tools that allow for the creation and addition of a signature to a document. They typically lack advanced features like audit trails or integration capabilities. Examples in this category include DocuSign, Dropbox Sign, and Acrobat Sign.

Integrated e-signature software: These tools come with additional features like CRM or document management system integrations, which are beneficial for businesses looking for a more comprehensive solution. Workable, PandaDoc, SignNow, and the business & enterprise versions of Acrobat Sign fall into this category.

Specialized e-signature platforms: These software platforms are designed to meet specific industry needs, such as real estate or legal services, where unique compliance standards and document types exist. Notarize, dotloop, and Secured Signing are leaders in this area.

When choosing the right software for your needs, consider the nature and scope of your operations, the volume of documents you handle, and the level of security and compliance required.

Now, we’ll delve into how e-signature software can be utilized in various settings.

Applications of e-signature software

Really, there are two main uses for e-signature software: professional/business and personal.

1. Business applications

Business operations can gain immensely from the adoption of e-signature software. Here are some typical uses:

Contracts and agreements: E-signature software makes the signing of contracts and agreements swift and straightforward, saving businesses the time and resources usually spent on physically signing and sending documents.

Human resources: From offer letters to policy acknowledgments, HR departments often need a secure and efficient way of getting signatures from employees. E-signature software provides a solution for these needs.

Sales and marketing: Sales contracts and marketing agreements can be signed and processed rapidly with e-signature software, accelerating sales cycles and improving customer experiences.

Legal documents: Legal teams can use e-signature software to sign and store important legal documents securely, ensuring compliance and accessibility.

2. Personal use

On a personal level, e-signature software can be used to sign various types of documents electronically, including:

Tax Documents: Filing tax returns can be made easier and more secure with e-signature software.

Lease/rental agreements: Whether you’re renting a car or leasing an apartment, e-signature software allows for quick, convenient signing.

Personal contracts: Any form of personal contract, from loan agreements to freelance work contracts, can be signed using e-signature software.

Next up, we’ll explore the benefits of e-signature software.

Benefits of e-signature software

There are many different benefits to using e-signature software in place of traditional signing processes.

1. It’s more efficient

E-signature software increases the speed at which documents are signed and exchanged, thereby improving workflow efficiency. The software eliminates the need for printing, signing, scanning, or mailing paper documents, thereby reducing delays and manual errors.

2. It saves on cost

Think about the costs associated with traditional paper-based signatures: the paper itself, ink, mailing, and storage. E-signature software significantly reduces these expenses. Furthermore, by expediting workflows, it indirectly contributes to cost-savings by freeing up time that can be used for other productive activities.

3. It’s more secure and compliant

E-signature software comes with robust security features such as encryption and access controls, ensuring that your documents are kept safe. Additionally, it can provide detailed audit trails, which are crucial for compliance and legal validity.

4. It’s easier to use

Whether you’re working from home, on vacation, or on a business trip, as long as you have internet access, you can sign or send documents for signature. This convenience isn’t limited to a particular industry; anyone can take advantage of it.

5. It’s better for the environment

By reducing the use of paper, e-signature software is an environmentally friendly solution. It’s a simple and effective way for your business to contribute to sustainability efforts.

Now let’s take a look at how to choose the right e-signature software for your needs.

Choosing the right e-signature software

As always when shopping for new tools or products, there are several factors to consider when selecting the right e-signature software.

1. User-friendliness

A good e-signature software should be easy to use and navigate, both for you and for the people signing your documents. A software with a user-friendly interface reduces the learning curve and increases efficiency.

2. Security

As mentioned earlier, security is paramount when dealing with sensitive documents. Ensure that the e-signature software you choose has robust security features like encryption, two-factor authentication, and secure storage options.

3. Integration

If you’re using other business software like CRM or document management systems, consider an e-signature software that integrates with these platforms. It simplifies your workflow and allows for more seamless operations.

4. Customization

Look for software that allows you to customize the signing process to fit your needs. This could include custom branding, adjustable signature fields, or tailored notifications.

5. Pricing

E-signature software comes at various price points, usually based on features, number of users, and the number of documents signed per month. Choose one that fits your budget but also meets your needs effectively.

6. Customer Support

Consider software providers that offer reliable customer support. It can prove invaluable when you’re faced with technical issues or have questions about the software.

Choosing the right e-signature software is an essential step in optimizing your document signing process. By considering these factors, you’ll be able to select a solution that best fits your needs. I hope you found this guide helpful as you embark on your journey to adopting e-signature software.

E-signing into the future

Remember, adopting e-signature software isn’t just about changing how you sign documents. It’s not even an evolution – it’s ultimately about stepping into a more efficient, secure, and eco-friendly future.

Interested in how Workable’s own e-signing tools can help you in HR? Check it out for yourself.

The post E-signature software: all the things you need to know appeared first on Recruiting Resources: How to Recruit and Hire Better.

There are numerous employee management software systems available. When you look for one in your business, here are things you want to consider.

1. Does it integrate with your existing tech stack?

Of course, you can choose employee management software software that does it all, but you can also pick and choose different software for different tasks. Software that can track employee performance goals and the time clock can make for easier reporting.

2. Is it easy to use?

Some software systems are intuitive; others are difficult. Some are plug-and-play, others will need some customization and coaching so you can get the most out of it. Remember, not everyone can be an expert in this software, yet you’ll still want them to use it regularly.

3. Can you manage access?

If you’re using employee management software to build career plans and track progress, you’ll want your employees to be involved, and allowing them to see and update their own records takes work off your plate.

4. What reporting options are there?

If you have to customize reports or download data into Excel and build your own reports, it’s not as valuable as having solid reporting characteristics.

5. Can it handle multi-state options?

Employment law is largely state-based. If all your employees are in one state, this isn’t an issue, but with today’s mobile workforce and an increasing number of people working from home, you may end up being multistate before you know it. What capabilities does your software have?

6. Can it keep up with the organizational structure?

Will it display reporting relationships and allow for easy maintenance of these structures? Can you quickly update the org chart when someone leaves, when a new hire enters, when there’s restructuring, or when there’s cross-company migration? Some softwares even have a drag-and-drop tool that allows you to do all of that.

7. Can it handle leave management, including multi-state and multi-country rules?

Legally protected leaves of absence vary from state to state and from country to country. Staying on top of this is crucial when maintaining compliance.

8. What is their customer service record?

You will need help from time to time because we’re not all so tech-savvy. Is the company known to be responsive and helpful? Can they work with you in a pinch?

Of course, there are company-specific questions you’ll have to ask to make sure your software works for you, but these should be a good start.

Sound employee management is key to retention

If you’re looking to improve your employee management, going through these steps can help get you on the right path towards happier employees and a stronger culture.

Four out of five employees will leave their jobs because of bad management according to a 2022 GoodHire study. Because management practices are so important to employees, improving your employee management methods can make a huge difference.

Your KPIs as an employer likely include employee retention, engagement and turnover. You’ll see a difference there when you have a solid employee management strategy and a software to strengthen that strategy.

Related: What is employee management?

The post Choose the right employee management software: 8 top tips appeared first on Recruiting Resources: How to Recruit and Hire Better.

That’s not all. There’s the extra burden placed on your day-to-day with legal and moral expectations to meet diversity, equity and inclusion metrics, increased compliance obligations including data privacy, employee vs. contractor classifications, and wage regulations.

And all of that while working on the same hiring budget you’ve had on your desk since before the pandemic – but with one or two less people in your team. That’s a lot to ask of a hiring team – especially in terms of time.

So, to help you out, here are 11 recruitment time-saving tips to help you optimize your hiring process while working with a lean budget and lean team. Spoiler: Workable’s recruitment solution can help you with pretty much all of them.

11 recruitment time-saving tips to speed up hiring

1. Automate the process
2. Offer self-scheduling options for candidates
3. Take advantage of templates
4. Enable mobile-friendly recruitment
5. Introduce e-signatures
6. Utilize a user-friendly career page builder
7. Take advantage of AI
8. Clone the process
9. Post to multiple job boards with one click
10. Automate your reporting
11. Remote interviewing

1. Automate the process

When handling large numbers of applicants, it becomes nearly impossible to engage each and every one of them personally, even when shortlisted.

Luckily, there are tools available that allow you to automate different steps in the process. Steps that can be automated include:

• An initial thank-you email in response to an application
• A rejection message for those who are not the right fit
• Moving candidates through the pipeline based on assessment scores
• A calendar self-schedule link sent out to someone who’s been moved to the next stage (more on that later)

Remember, you’re still dealing with human beings in the process. An automated, impersonal, careless rejection email can be off-putting for the candidate and may even impact impressions of your company in their network. Ensure that the tone and style of the email is appropriate, and always prioritize that candidate experience!

Workable’s automated actions tool can help you preset emails and processes while providing the templates (more on that below) to help you get started on recruitment time-saving.

2. Offer self-scheduling options for candidates

Whether you’re a recruiter or hiring manager, you know how much time can be spent communicating back and forth when planning for a phone screen, a video interview, or an in-person interview at any stage in the process. Factor in the number of candidates involved, and you can see how you might be wasting time that’s better spent on other, more applicable tasks.

All of that can be eliminated, however, by giving the candidate the opportunity to reserve an available time slot right through a link to your calendar. Workable’s self-scheduling tool enables easy scheduling from start to finish – and is one of the leading recruitment time-saving tips in this list.

3. Take advantage of templates

Writing a job description or a series of interview questions from scratch for every job opening can be a time-consuming task, especially when you’re hiring en masse after a new funding round or expansion to a new market. It’s also potentially susceptible to bias in terms of the language used, job requirements listed, and questions asked.

Save your time by utilizing templates. Templates, of course, don’t need to be posted as is – rather, they provide a great foundation for you to start to customize to each job. Plus, they save you a lot of time in the workflow.

Workable has more than 700 job description templates, 390 interview question templates, dozens of company policy templates, checklists, emails and much more that can be imported right into your applicant tracking system.

4. Enable mobile-friendly recruitment

Recruiting is a full-time job for recruiters, but is an added workload for hiring managers and executives whose decisions are needed to move candidates through the pipeline. Bottlenecks will happen as a result.

You can alleviate those breakdowns by giving busy hiring managers and executives the option to sift through candidates on their smartphone. Think about it – they’ll be able to check in during their commute, while taking a break in their day, or when (ahem) taking care of other business. That’ll speed things along.

Workable’s mobile-friendly app enables all of that, and more. Ben O’Mahony, from Cytora, commented on why the mobile app is awesome for busy hiring managers:

“They don’t need to see the entire recruiting pipeline at all times. They just need to see who they’re interviewing. And this is quickly done through the Workable app.”

5. Introduce e-signatures

Getting candidates to sign that job offer so you can close the books on the process is easier said than done, especially when it’s a remote hire or a new employee from another location. Having contracts delivered to and from the new hire is a time-consuming process, and that piles up when you’re handling multiple hires at once.

E-signing can solve all of that hassle. Everything’s going digital now – especially as the work world becomes increasingly remote. That includes all the legal stuff, like contracts, in a fully secure online environment to boot.

Workable’s ATS comes ready-made with its own e-signature tool to meet those important signature needs and is a small but important recruitment time-saver.

6. Use a user-friendly career page builder

Careers pages, like anything else in your website, can involve a lot of design work involving a team that’s already busy working on marketing and sales materials day in and day out. Plus, there’s a lot of back-and-forth involved where you have a ‘perfect’ careers page in mind and you’re working with design to make that happen.

You can skip all of that by bringing in a feature that enables even the least tech-savvy HR manager to build an impressive careers page using click-and-drag options.

Workable has its own advanced careers page builder built into its software. And this tutorial can help you whip together an amazing careers page in a short time, putting your employer brand on a pedestal and attracting the very best candidates to your company.

7. Take advantage of AI

We’re now in a strange time where many companies are experiencing difficulty finding the right candidates – or even a satisfactory number of candidates – for specific job postings. This especially applies when you’re hiring in a hyper-competitive space, such as developers or software engineers, or when looking to fill a niche role – both situations that often result in a shortage of candidates. This can put the onus on the recruiter to seek out potential applicants – including passive candidates – which involves a lot of legwork and time invested.

But there are ways around that. Artificial intelligence, when used in the right way, can seek out and find great candidates for you based on your job description and other parameters that you set – including specific keywords, qualifications, and other directives.

Workable’s AI Recruiter was introduced specifically for this purpose. And it can come in especially useful for you right now.

8. Clone the process

When someone – especially one of your top employees – puts in their notice, it feels like you have to start all over again. Not only is it like capturing lightning in a bottle, it also takes time to set up a new job ad, put together a new series of interview questions, create a new assessment, etc., etc., etc.

What if you just went back to that original process that led to the hire of this amazing employee, and simply cloned it? Not only can you replicate what was successful before, you can skip those steps doing this for high-turnover roles such as in sales and hospitality.

9. Post to multiple job boards with one click

Your job description is approved and you’re ready to distribute. Next steps:

• Step 1: Post job ad to LinkedIn.
• Step 2: Post job ad to Facebook Jobs.
• Step 3: Post job to Indeed.
• Step 4: Post job ad to Glassdoor.
• Step 5: Post job ad to Monster.
• Step 6: ….

You get the point. Doing that over and over and over again can eat up all the hours in a day, and that’s just for a single job opportunity. Although it’s standard to expect an ATS to deliver job ads to numerous job sites automatically, you want to be sure you have the right ATS to post to not just the most job sites, but the right ones.

Check out the list of Workable’s existing job site integrations to get an idea of how many job sites you can post to with one click using our recruitment software.

10. Automate your reporting

Reporting on recruitment metrics is crucial to successful hiring, but it can take quite a bit of time to analyze data and then break it down into reports for the C-suite who are most interested in how your hiring process impacts the bottom line.

There are many different reasons you need reports in hiring, such as:

• Identifying breakdowns and bottlenecks in the process that can prolong time to hire and time to fill
• Understanding where your best candidates are coming from
• Tracking diversity metrics in your candidate pool
• Staying compliant with government-mandated requirements, including EEOC, CCPA, and GDPR protocols

All that data in your recruitment process can be automatically turned into reports to benefit all of the above, including having reports sent directly from your software. Workable’s software has reporting functions to meet each of the above needs.

11. Remote interviewing

While it’s not necessarily time taken out of your own work day, you’re asking a lot of a candidate when you schedule an in-person interview. Assuming the commute takes an hour each way door-to-door, you’re making the candidate spend three full hours – or more – for a one-hour interview. Not only that, it doesn’t bode well for candidate experience, especially in an increasingly digital work world. A recruitment time-saving tip here will be invaluable.

With a few exceptions – such as the more intensive later-stage interviews – do your candidates a favor and carry out your interviews via phone or, ideally, video. There’s a multitude of tools out there that can help you – including Workable’s one-way video interviewing tool which can take care of the screening stage and even that first “interview” stage in one step.

Optimize and grow

Of course, these time-saving recruitment tips won’t free up your entire day – but they can free up a good number of hours in your workflow that can be better spent on the more in-depth work.

You can now invest time and energy into branding yourself as an employer, meeting with hiring managers to best understand what they want and need in a new hire, and overseeing new employee onboarding.

Not only do these increase your profile within the company as someone who can do the job without fail, you can better participate in more high-level discussions around workforce planning. It’s a win-win all around – for yourself, for candidates, and the company as a whole.

The post 11 recruitment time-saving tips for the overburdened recruiter appeared first on Recruiting Resources: How to Recruit and Hire Better.

SuperAwesome creates products and services that make the internet safer for kids and has distributed teams in the UK and the US. SuperAwesome’s Global Head of Talent Acquisition, Nick Yockney, kindly explained to us how they managed to onboard around 18 people remotely in March 2020, amidst the pandemic. Below, you’ll find his remote onboarding best practices.

Related: Learn how Nick Yockney built an effective hiring plan and increased SuperAwesome’s workforce from around 55 to 160 employees in two years.

Onboarding remote workers – the essentials

First of all, Nick highlights the importance of having a stellar People Operations team to reach remote onboarding success:

“Our People Ops team who manage the onboarding are the real stars of this show,” Nick says. “They’re the ones that make everything happen, really. I take things up to the point of getting an offer accepted, and then they take over, and they run a brilliant process.”

Yes, a top-notch operations team can definitely save the day, but Nick admits that they had an additional asset that enabled them to quickly transition to a fully virtual set-up: Remote technology. With distributed teams in different countries, they already had functional tools in place which proved to be valuable when onboarding employees fully online.

Which brings us to the first remote onboarding essential – that of technology.

1. Make the most of technology

How can you replicate in-person meetings and training sessions in the digital world? First off, with e-conferencing platforms such as Meet and Zoom, you can easily set up a virtual appointment with your teammates. All training can be transferred online, as well. Pro-tip: if the learning material is complex, you can enable an e-learning platform for better structuring and outcomes (e.g. TalentLMS).

According to Nick, tech can help new hires get to know people in the company quickly, which is very important to feel comfortable when joining a new business, especially in the remote world, where, Nick says, “everyone is working slightly more siloed than previously”.

With the right communication tools and live-chatting options, such as Slack, and the video options we mentioned above, you could organize online quizzes or daily challenges to bring people together to interact for non-work related matters. It would be beneficial to maintain that spontaneous socialization that can go missing in the digital work world.

Nick points out how socializing at work will change in virtual environments:

“There would regularly be team lunches, evenings out, all of this kind of stuff, and always as well just that social thing of after work, maybe going for drinks or going for some food with colleagues or going to the gym at lunchtime with them,” Nick explains. “That kind of stuff has kind of fallen a little bit by the wayside, which there’s nothing you can do about. It’s the new world that we live in, unfortunately.”

2. Prepare a structured remote onboarding plan

Nick’s last point on how social relationships among colleagues change in remote work setups shows that not everything can be replicated equally online. But certain parts of onboarding can be transferred without much disruption. Having a standardized process makes the difference:

“We have a very, very structured way that anyone joining SuperAwesome comes into the business.” Nick says. “We call it a 30/60/90. And when someone comes in, they will have a list of tasks that they need to do for their first 30 days, and they will be specific to the role that they’re doing, but there’s also a core foundation of exactly what they do.”

Apart from consistent and structured, the remote onboarding process should also be flexible enough to accommodate potential changes, such as additional meetings:

“Every hiring manager knows that they’ve got to have this 30/60/90 written for the day that their person starts. And part of that will be to get that person to go out and to set up these meetings with various different people. So, they need to go out and organize those meetings themselves.”

3. Communicate your vision and mission

Communicating remote culture is not a piece of cake – especially if you’ve never done it before. Apart from revealing bits of your culture during meetings, get-togethers with teammates, or through your careers page, it’s critical to get your business leaders onboard in this journey.

Nick explains the role SuperAwesome’s CEO Dylan Collins and other C-suite employees play when onboarding remote workers:

“Everyone in the business, regardless of if you come in at a senior level or a junior level, will have a talk with Dylan, our CEO, around the history of the company, what we’re doing, what the strategy is. Everyone in the business will have a meeting with our chief product officer who will talk us through all of our products and what they are.”

So, when onboarding remote workers your leaders can work on getting everyone on the same page and walk them through the product’s or services’ details:

“Our product marketing managers will take everyone through how we talk about SuperAwesome, how we talk about the products, the lexicon of all these different definitions that you need to learn.”

4. Craft a careful logistics process

Your new remote hires will need access to tech gear to get the work done. According to Nick, it was hard to get laptops quickly during the lockdown and this was a challenging task for them:

“Bizarrely during lockdown a lot of people started to find that they didn’t have as long notice periods, or they wanted to start very, very quickly. So, that kind of put a bit of strain I think on our office ops who’re amazing”.

So if you plan to hire and onboard remote employees, especially in different regions or even countries, keep logistics in mind. Ask your people ops or office management team to set up a solid and agile plan and partner with vendors and suppliers you trust.

You don’t need to start from scratch

SuperAwesome’s onboarding story is definitely a positive one. Based on Nick’s description as long as you have some basic digital tools that are easy to use and a well-structured onboarding process, you can easily transfer them to the virtual world.

But what is going to matter the most to rate new hire experience as successful? Is it the culture or a different factor? Nick shares a wise thought:

“Well, I think a lot of the things will come down to adjusting how people measure companies and how they measure whether a company’s doing the right thing or the wrong thing”, Nick says.

“I can’t remember where I read this, but it’s around that people kind of shift from talking about company culture or measuring culture as a benchmark of how they appreciate a business to actually whether the company does what they say they’re going to do. I think that’s going to be a really kind of interesting change for them.”

So, if you’re moving operations remotely make sure to revisit your employer branding and culture and stick to your promises as much as you can. Transparency and consistency will be crucial going forward to the new work world to ensure talented employees stay with you.

The post Onboarding remote workers: SuperAwesome’s success story appeared first on Recruiting Resources: How to Recruit and Hire Better.

1. How can I train & empower our managers to manage their teams remotely?
2. How can we keep employees accountable and productive?
3. What are creative ways to maintain team morale, relationships and cohesion?
4. In-person companies are able to have social events and happy hours. How do you replicate this digitally?
5. How can you create a meaningful buddy system?
6. How can we train hands-on, direct-care, or field workers remotely?
7. I work for a school system and many of our employees are not tech-savvy. Have you put together trainings for employees like this on how to use video conferencing softwares and how to be creative with technology?
8. How do you find the right balance in over-communication and make sure important things don’t get lost in the noise?
9. What software do you use/recommend for remote working? (communication, conferencing, team recognition?)
10. If you had a friend who was going to move their business remote and they’re going to open their laptop at 9 a.m. tomorrow, what is the one piece of advice that you would give them?

1. How can I train & empower our managers to manage their teams remotely?

One of the biggest challenges of managing remotely is the relative isolation that a manager may feel from their team. There are logistical challenges in getting synced and on the same page. These can easily be overcome using technology and regular communications to maximize the connections and “team spirit” within a squad.

There are several ways you can help your managers succeed when their teams are remote working:

Utilize technology

Darko Jacimovic, co-founder of e-learning company Whattobecome.com, pointed to technologies that enabled his colleagues to overcome the physical remoteness between colleagues, mentioning Slack and Hubstaff as tools he uses to ensure teams are aligned and productive.

Hope Weatherford, Head of Talent Attraction at InVision, highlighted the power of video technology in maintaining connections. While it’s not a perfect substitute for in-person interaction, Hope says it’s still key to successful communication in a remote working environment:

Regular check-ins

If possible, set up regular checkins with your teammates at the same time every day or when it works best for you. These do not need to have specific agendas – you can save those for other, more targeted meetings. The purpose of this check-in is for colleagues to have an opportunity to give general updates on work projects, share ideas for future undertakings, talk at length about campaigns, or even just engage in regular chit-chats. Many colleagues within a team sync naturally as they’re desk neighbors or have a coffee break together – this is your way of making sure that energy continues in a virtual environment. Workable’s marketing department started doing this as soon as the company shifted to a fully remote working environment and it’s worked very well.

Ensure everyone is accessible – even at the top level

Melissa Bruno, VP Head of People at Stack Overflow, encourages the concept of a weekly “virtual gathering” where even the top person in the company participates to talk about business as a whole:

“We actually do fireside chats where our CEO comes up on a weekly basis and we talk about the business and we all record each other. And we actually have different people who come in and talk about different pieces of the business.”

Also, work gets busy and managers need a bit of a nudge at times. If your boss is reaching out to you to see how you’re doing, that overcomes the physical separation in a powerful way, as Melissa says:

Communicate early and communicate often

Because you can’t simply walk up to your team and update them on something crucial at work, you have to be more diligent in using every virtual channel available to you – be it chat programs, email, even a quick recorded video that you share with the team as recommended by Smartbug Media founder and CEO Ryan Malone.

Ryan also notes that this communication outreach doesn’t have to be only professional. You’re both humans – it’s important to nurture that relationship. He admits that it can be “awkward” to reach out and dedicated time to that, but it’s still beneficial to open the channels and say, ‘Hey, I haven’t talked to you in two weeks. How are you?’. You just have to make it happen.’

Make sure your team knows you’re available

Ensure your calendar has regular 1-1s and team meetings each week, giving each team member the opportunity to sync with the team and meet with you one on one. Think of it as the virtual version of the “open door policy”.

Remember, it’s not about whether or not you can get the work done. It’s about making sure your team is fully accessible and your managers are available to them – and it takes a few proactive steps to ensure this continues to happen in a fully virtual environment.

2. How can we keep employees accountable and productive?

The easy way would be to introduce a productivity software that requires employees to clock in and clock out throughout the day so you can monitor how much they’re spending in work. While useful for workers who are paid by the hour or for contracted workers, it’s not an optimal setup for your full-time employees. If you’ve trained them well, and you’ve shown them that you value them, they will respond in kind.

A few tips for you to ensure accountability and productivity:

Results-based approach

Be clear to your employees that it doesn’t matter where, how, or what time they’re doing the work – the emphasis is on the results. If you’re looking for X project to be delivered by a specific date, simply specify that, and be confident in their ability to do it. Empower your teams to create their own ideal environment – be it time of day, location of work, surrounding scenery, accompanying music, etc. – in which they can thrive.

Train your employees to succeed independently

The best time to ensure an employee base that can succeed independently without intensive direction or micromanagement is in the hiring process, when you’re vetting their ability to work in ambiguous and remote environments – Smartbug Media founder and CEO Ryan Malone has that down to a T.

The second-best time is to train your existing workers to operate in that kind of remote working environment. Empower them to take steps without needing extra direction. Do this by communicating clearly to employees that you’re fully confident in their ability to do the job. Also, remember to include incentives for the best performers and stage regular “celebrations” where everyone gets a chance to be recognized for their contribution in front of the entire company. That’s a powerful motivator when people realize they can have their time in the limelight for something they’ve done well.

Regular check-ins

Instead of the “clock-in” approach, do the “check-in” approach. Check- in regularly with your staff, not to show them that you’re monitoring them but to keep that connection strong. The questions you ask can make a lot of difference, i.e. “How’s that project coming along? Can I do anything to help?” as opposed to “Will that project be ready for Monday?” Your staff knows Monday is the deadline – don’t talk down to them about that but show confidence and support.

Even as a CEO, Ryan at Smartbug makes sure he does that with people in his company:

“I personally call everybody at our company over a period of time to just say, what can we do to make [it] healthier? What does your roadmap look like here? And is there a path to see it? Because you don’t have that office kind of chatter that you typically see.”

3. What are creative ways to maintain team morale, relationships and cohesion?

Maintaining that all-important team morale is more challenging when you don’t get to see your team every day, because you’re missing out on the crucial nuances. But that doesn’t mean it’s impossible – here are some tips to make it happen:

Be aware of the non-verbal signs

Hope Weatherford, Head of Talent Attraction at InVision, highlighted in response to question #1 the importance of video to catch the non-verbal cues. Ryan Malone, CEO and founder at Smartbug Media, agrees that those important nuances are harder to see when you can’t just walk by someone’s office:

“When somebody gets on camera during the work day, you know they have their game face on, but you don’t know what’s really going on,” he says. “In fact, we had an employee who had a death in the family like an hour before a call and when she got on the phone call, she was completely buttoned up. But you had no idea, if you were in the office you would have seen that and said you need to go home. Like you do not need to go on this call.”

So, it’s crucial to be aware that there’s a lot more going on behind the scenes. If your colleague walks into the office space with hunched shoulders and a sunken face, you know something’s up. Sometimes you just have to reach out with regular, personal check-ins and be actively observant of their current mood.

Don’t do texting/email if you can do video

While texting and emailing have their place in a work environment, there’s a tendency to resort to those even more often in a remote working environment because you just can’t shout over to your coworker about something in the moment. Hope at InVision urges video even in those quick one-off interactions, saying the technology shouldn’t be reserved just for meetings.

Ryan at Smartbug Media agrees, and says this is even more so for a manager when it comes to announcements and updates.

“If they’re going to do an announcement, do an announcement on camera and don’t script it,” he says. “Just let it rip, because when your team sees your own emotion, your own kind of non-verbal cues on your face, I think it’s really, really impactful to them. And it comes across really cold, if in a remote environment as a leader, you just send out email announcements all day. It’s a tiny little change. It’s actually easier than writing a big old email. And it’s really impactful.”

Be clever with your resources

Hired’s Head of Customer Success, Will Alexander, says we have the opportunity to be clever and innovative in boosting team morale in a virtual environment – and shares his own real-life examples:

Stage regular meetups

Melissa Bruno, VP Head of People at Stack Overflow, admits that you can’t always replace those in-person interactions and gatherings virtually, but it can be done to some degree. She suggests breaking your company into regional teams to have virtual meetups – even with a budget::

Make it more personable

Ryan points out the importance of personal interaction even during those formal blocks in a workday set aside for meetings. As he says, in a virtual environment, “you miss out on that five minutes before a conference call where everybody is sitting at a conference table chatting about whatever.”

So, Ryan says “I always encourage people to take some piece of a call that they have with a client or with themselves and just shoot the breeze because that’s how relationships are made and if it’s all business, you miss that opportunity.”

Remember the ‘well-being check-in’ as well

Ryan also adds that it’s important to do a ‘well-being check-in’ – not for work purposes, but for making sure everyone’s doing OK within a team. Not only does it send the message to your team that you’ve got their back, but it’s also about looking after your employees to make sure they’re happy and healthy:

Technology may not be an ideal substitute for authentic human interaction, but when you set the stage for people to willingly participate – and help them overcome their tech hurdles – you may see a high level of engagement within your company.

4. In-person companies are able to have social events and happy hours. How do you replicate this digitally?

It’s definitely hard to have a ‘happy hour’ when everyone’s in a different location. However, Will at Hired has made it work at his organization. In his team’s ‘remote’ happy hours, they gather weekly in Zoom after work is done for the day:

“Everybody’s got their drinks together and everyone’s having a conversation. It’s a different sense of connection, because people are in their homes.

He notes there’s another kind of connection happening that doesn’t actually happen in the physical workplace:

“You’re dialed into the actual homes of your colleagues. […] And they’re preparing their dinner and their partner’s walking by, and we’re grabbing them and asking some questions. And [one colleague] has been showing us how to make particular drinks, and what’s she’s been cooking and stuff. And so, yeah, I actually find that more connection-driving than you could argue even in person.”

Hope Weatherford, Head of Talent Attraction at InVision, takes a similar approach, with a weekly ‘fun day’ free of the burden of an agenda. This, she says, can boost connections both between colleagues and with management:

You can also set up virtual ‘drop-in’ meeting rooms and online chat rooms. Have a chat channel titled ‘Cabin Feverrr’ – as Workable’s own employees have done. Distribute “happy hour gift cards” – i.e. $10 at the local supermarket to spend on something to consume during this time.

These events can also be gamified. There are numerous apps out there that support virtual games with participants tuning in from different locations. You can also stage competitions for best work-from-home environment, best ‘work companion’ (a pet, toy, kid, etc.), and more. Make it fun for everyone.

5. How can you create a meaningful buddy system?”

Touchpoints are as crucial in a remote working environment as they are in a physical work environment. Feeling socially distant from your colleagues is commonplace when someone’s a new kid on the block – that’s the importance of having a buddy system in place so they don’t feel so far removed from work social circles.

It becomes even more crucial in a remote setting. When everyone’s fully remote from one another, you need to replicate every part of a normal buddy or mentor system in the workplace. Those in the onboarding buddy or mentor system will touch base at regular times throughout the week – whether it’s dedicated meetings or going for lunch/coffee together. These can easily be set up remotely, bearing in mind that face-to-face interaction through video isn’t ideal but still very beneficial.

Do it the “mentor” way. Set lesser experienced/new workers with the more experienced. Don’t do them within departments – do them across departments and emphasize confidentiality “safe space” throughout.

6. How can we train hands-on, direct-care, or field workers remotely?

Regardless of the reason for it, there are many solutions for when you’re working remotely in a relatively normal situation and wondering how you might train new hires.

Get boots on the ground

When you’re setting up shop in a new location – whether you’re entering a new market, expanding, or opening an additional outlet – have at least a couple of employees native to that location who can be tasked with training new hires on site. When we reached out to organizations on their recommendations for successfully opening up business in a new location, hiring local talent was one of the most popular tips. It applies here as well.

Build a ‘training team’

A common strategy adopted by companies is to have a ‘mobile training team’ who travels to locations to train new hires and existing employees. The concept is widely utilized in the military, but has been adopted by businesses who have many workers in the field or are aggressively expanding to new areas. These training teams can be ‘trained’ at headquarters, and then carry their knowledge and expertise with them to multiple locations for team-building purposes.

7. I work for a school system and many of our employees are not tech-savvy. Have you put together trainings for employees like this on how to use video conferencing softwares and how to be creative with technology?

According to Melissa Bruno, VP Head of People at Stack Overflow, it’s critical to have an educational system in place to make sure everyone is well informed on how to use that technology and tapping into the willingness of people to learn. She also recommends appointing two or three highly motivated employees as tech ‘champions’ to help rally their colleagues:

8. How do you find the right balance in over-communication and make sure important things don’t get lost in the noise?

Think of it the same way you would in a normal workplace setting. If you simply get an all-in email from HR or from the company at large communicating various things every week, that usually doesn’t have a lot of impact, especially if sent out at a frequent cadence. What carries a lot of power, instead, is what Ryan at Smartbug Media suggests above: record yourself, warts and all, talking about the ‘important things’ and put that in an email or a chat channel. Better yet – do it live, pulling everyone together into a virtual room.

You aren’t necessarily holding meetings that could be an email. That challenge doesn’t change if you’re working remotely. Emails, text messages, phone calls, video check-ins, 1-1s – they all have their part in workplace communications. A good manager should know when to bring all hands on deck for important messages and when a quick note to the team will suffice.

Hope Weatherford, Head of Talent Attraction at InVision, notes that every company will have a different threshold around how much is too much in terms of communication. If you’re finding your messages lost in the ‘noise’, you can switch things up a bit – and be creative and engaging at some point in your messaging to maximize the response:

9. What software do you use/recommend for remote working (i.e. communication, conferencing, team recognition)?

There are hundreds of tech tools out there – we have our own extensive list of the best tools that can get you operating in a fully remote fashion, broken down by function and purpose.

Hope Weatherford, Head of Talent Attraction at InVision, notes that it’s important not to get stuck in one software to get most of your work done. Keep it variable and interesting, and monitor what’s working and what’s not. She explains:

“Use your messaging, Slack, G Chat, whatever it is that you’re using, use that along with maybe a video. Right? […] Don’t overcomplicate it. Just do a quick video and look at [your] email. And if you don’t feel like something’s working, don’t be afraid to change that in the middle, and really think about how things are communicating.”

Primarily, look at what your team already does, and see how that work can be continued at a high level using a tool from our above-mentioned list. And keep monitoring the efficiency of that tool – not just for the tool’s capabilities, but the way in which your team is using it to excel in their projects.

10. If you had a friend who was going to move their business remote and they’re going to open their laptop at 9 a.m. tomorrow, what is the one piece of advice that you would give them?

It’s a hard thing to do, moving your entire operation to a fully remote working environment. It’s easy to think that not everything can be done fully virtually – but as the saying goes, there really is an app for everything. And It’s been done before – as proven by those who’ve been there and done that.

When your teams open up that laptop at 9 a.m. on their first day of remote work, Hope Weatherford, Head of Talent Attraction at InVision, says it’s important to remind them to go easy on themselves:

“Give yourself a little bit of grace. You’re not going to be perfect at everything. You’re going to have some things that go amazingly well, and then you’re going to have some areas where you can learn from, and just make sure and give yourself grace. And don’t take yourself too seriously.”

Ryan Malone, founder and CEO at Smartbug Media, is more succinct:

“Trust people and don’t over-analyze things.”

Finally, Melissa Bruno, VP Head of People at Stack Overflow, builds on that element of trust and having faith in things to work out:

“I would say trust that every interaction, that comes with good intent and that everybody wants you to succeed and that everybody wants the company to succeed, that intention piece where if you make a mistake, it’s really not a big deal. What Hope talked about, don’t take yourself too seriously. Because at the end of the day, we’re all in it together.”

The post Remote Working FAQs appeared first on Recruiting Resources: How to Recruit and Hire Better.

If you’re in a hiring freeze

Most candidates will expect a hiring freeze at this moment. This doesn’t mean that you shouldn’t still inform them about it, though. You’ll still want to attract candidates when this is all over, so you need to think about your employer brand.

If you have open roles and candidates in your pipeline, send them an email to let them know that you’re pausing hiring for the moment. If you have already interviewed some of your candidates, it might be best to call them in order to add a personal touch – particularly if they’re in the later stages of the process. You don’t want to make any promises, but you can ask to keep their contact details and reach out again when you re-open the position.

You may be in an awkward position to announce you’re freezing hires, but highlight that you hope that it’s a temporary situation. For example, during your direct communication with candidates (through email or phone) or in your careers page, say something like:

“In light of COVID-19, we are now freezing our hiring to concentrate on other areas of the business. Our priority is to protect our team’s health and we hope that we’ll be in a position to hire again soon – we’ll keep you posted on that. Thank you for your understanding. Stay safe! ”

Mitsubishi Electric Research Laboratories has added the following note for jobs that can’t be done remotely:

Likewise, ClearScore, a UK-based fintech company, prompts job seekers to apply so that their hiring team can quickly reach out in the future:

If there are delays in your hiring process

It’s normal if you can’t put your entire focus on hiring and interviewing right now, but don’t keep candidates in the dark. Update your open job ads and your careers page to let them know there’ll be delays in your hiring process.

You could write something along the lines of:

“In response to the COVID-19 outbreak and in order to protect our employees’ and candidates’ health, there will be some delays in our recruitment process. The role will remain open and we encourage you to apply, but please bear in mind that it may take us longer to respond than anticipated. In the meantime, we’ll re-evaluate the situation and keep all applicants updated.”

For example, Silverstripe, the open office content management system with offices in New Zealand, has added this note in all open roles:

For candidates who have already applied, you can touch base with an email to update them on the status of their application.

Subject line: Update on the [Job_title] position / Your application at [Company_name] for the [Job_title] position

Hi [Candidate_Name] / Dear [Candidate_Name],

I hope all is well with you. I wanted to check in and update you about the status of your application for the [Job_title] position.

[Hiring manager_Name/Our hiring manager] is currently reviewing all [assignments/applications] but, due to the COVID-19 outbreak, there’ll be some delays in the process. We’ll be monitoring the situation and schedule onsite interviews when this is safe or arrange video interviews instead. I will contact you again as soon as I have any news. Thank you for your patience.

In the meantime, please feel free to reach me via email or at [e.g. 1-444-555-2222], if you have any questions.

All the best / Kind regards / Stay safe,

[Your name]

[Your email signature]

If you’re still hiring – but remotely

Don’t rely on posting your job ads as usual. Add key phrases such as “still hiring” or “hiring now” and relevant hashtags when you promote your open positions on social media. Candidates will likely use those keywords during their job search to make sure they apply for jobs that are still open.

If you were laid off this week, here’s a tip to see what industries are still hiring right now.

Please retweet, this can help. #coronavirus #Hiring #jobs pic.twitter.com/Ty1Yw3WCV7

— Katrina Kibben (@KatrinaKibben) March 27, 2020

Here are some examples of current job ads on social media:

We may be #workingfromhome but we’re still #hiring! As we continue to support & deliver for our clients, we continue to #hirethebest with a number of roles to fill in #London & #Vienna. These can be found here>>> https://t.co/c5UTg190WT#TeamTrayport #techjobs #softwarejobs pic.twitter.com/iDyzzS8uh1

— Trayport (@Trayport) March 20, 2020

Keep in mind that candidates might be wondering about your hiring process considering that many countries have taken precautionary measures that forbid non-essential traveling. Therefore, highlight that you’re interviewing candidates remotely (whether it’s a permanent process at your company or a temporary alternative).

Here’s how Farewill, a UK will-writer business, mentions its virtual interviewing process:

Another example is from Ding, a mobile top-up platform with offices across the world:

If you’re currently interviewing candidates remotely, it might be useful to send some guidelines on how to conduct a video interview. Not only you’ll help them shine during a type of interview they might not be familiar with, but you’ll also make a great first impression and boost your employer brand.

If you have urgent hiring needs

Due to the COVID-19 crisis, certain jobs are currently in high demand, for example, healthcare staff and drivers. If that’s the case in your business, capture candidates’ attention by adding key phrases such as “urgent need” and “immediate start”.

The following job ads are from Medmetry, a healthcare consulting firm:

Candidates might be worried about getting a job in the midst of a health-related crisis, so be clear about the measures you take to protect your employees. Here’s a statement from Camile Thai Kitchen as written in a job ad for delivery drivers:

Consider posting your job ads on websites and job boards that are dedicated to job opportunities relevant to the pandemic. For example, check out:

• Stillhiring
• CoronaHub
• MassHire Central Region Workforce Board

Finally, your company’s response to the crisis

Your approach to this pandemic outbreak has a long-lasting impact on your relationship with candidates. Being honest and empathetic will help you build trust. Here’s an example from Atticus, a legal consulting firm, that proactively addresses candidates’ concerns:

Even if it’s not directly related to hiring, sharing the steps your company is taking during these times is also important. Because it’s one thing to say you value your employees’ well-being and a totally different – and more impactful – thing when you actually support your employees and the community in general in any way you can.

The post Communication with candidates in the midst of COVID-19 appeared first on Recruiting Resources: How to Recruit and Hire Better.

The post COVID-19: All the resources you need to survive and succeed appeared first on Recruiting Resources: How to Recruit and Hire Better.

NOTE: Those tools marked with an asterisk (*) are seamlessly integrated with our recruitment solution.

CONTENTS:

1. 1. 1. Tools for the recruitment process
      2. Tools for HR
      3. Tools for overall communication
      4. Tools for projects involving multiple people
      5. Tools for organization
      6. Tools for compliance/security/legal purposes
      7. Tools for finance

Tools for the recruitment process

Your recruitment process can be a huge beneficiary of your digital transformation. Learn more about how and why.

1. Virtual recruiting/screening/hiring

Hiring remotely can be a challenge at times, but with the right software in place, it’s a very easy process even if the final hire is someone you have never met in person. Workable’s own ATS – with its new one-way video interview feature – is equipped with all the tools you need to build teams virtually.

• Workable

2. Assessment tools

Assessments are an integral ingredient in the hiring process, to help you identify the best candidates for the position. Workable has numerous integrated tools that will help you along the way – the full list is here, and some top tools are below.

• HackerRank* (technical skills assessments)
• Hireselect – Criteria Corp* (aptitude, personality, skills)
• Bryq* (cognitive skills, personality traits, job match, etc.)

3. Onboarding

Just as hiring can be done entirely remotely, the onboarding process can be done via an online platform as well to bring your new hires to full production mode. These tools will help you get there quickly.

• Rippling*
• Click Boarding*

4. Background Checks

The background check is an integral part of the recruitment process.

• Checkr*
• InfoMart*

Tools for HR

5. HRIS

Benefits, payroll, compliance, all these things that are part and parcel of human resources management can be done entirely via digital tools such as the following.

• BambooHR*
• Bob*
• Namely*

6. Training/Knowledge Base

Upskilling and retraining your workforce is a crucial part of company success. Also, all company-wide documents, policies, know-hows, etc. need to be accessible by everyone at any given time whether it’s for training, best practices, or other purposes. These tools will help you get it done.

• TalentLMS
• Confluence

7. Employee feedback

When you’re not regularly mingling with your colleagues, it’s hard to gauge employee engagement or happiness. But that doesn’t mean you can’t do it at all.

• Chimp or Champ

Tools for overall communication

8. Email communication

Obviously this goes without saying. But if you’re in a company that operates largely in face-to-face communication and paper-based processes – and not email – it will be a good idea to quickly get your team signed up with email accounts so you can share crucial documents in a pinch.

• Gmail*
• Outlook*

9. Online chat functions

Sometimes it’s cumbersome to write out an entire email. Quickly pinging a colleague with a pertinent question can save a lot of time. Think of it as texting via your computer.

• Slack
• Microsoft teams

10. Virtual Meetings and presentations

When everyone is working remotely across locations or checking into meetings from home, a virtual meeting platform will work wonders for having everyone together in one place. Many platforms have options for you to share your screen to assist you in your presentation to the team.

• Google Hangouts* (available when sending interview requests within Workable)
• Zoom
• Zoho Remotely

Tools for projects involving multiple people

Note: You can see a full list of collaboration tools here.

11. Documents

Many of us need to collaborate within a single document, which is easy enough when you’re sitting together in front of the same computer or a single paper document together. You can still work together in the same document online from different locations.

• G-Suite
• Office 365

12. Cloud Storage

It can be a nuisance when colleagues update a document and then email it around as a new file, making it hard to track which one is the most updated. Why not save it in an online drive – in other words, cloud storage – so everyone has access to the same document at any time?

• Google Drive
• OneDrive
• Dropbox

13. Project management

Seeing a big project reach completion requires clean collaboration and careful planning between individuals and teams. This is especially challenging when teams are distributed across locations, but these services can help you keep watch from the big picture down to the granular level to ensure things keep running smoothly.

• Trello
• Asana
• Jira
• Wrike
• Jell
• Podio
• Project Manager

14. Timezone management

Many companies work across different time zones, which does make collaborating on projects somewhat of a challenge. Face it, it’d be incredibly useful to be able to see what time it is for each colleague in each location so you can better align efforts.

• TimeZone.io

15. Screen sharing

Sometimes you don’t need full video integration to make presentations – you just need to be able to share your screen so you can walk colleagues through something. These will do the trick.

• Join.me
• TeamViewer
• ScreenLeap

16. Dev & design

Your dev and design teams are unique such that simple document collaboration won’t cut it. They’ll need more specialized software to continue working together at peak performance – these softwares should do the job.

• GitHub
• Cloud9
• CodePen

Tools for Organization

17. Calendar Management

A work calendar is crucial not only for your own organization, but also for aligning your efforts with others via mutual touchbases, meetings, 1-1s and other purposes. Also, with the right integration, you can see how busy your colleagues are at any given time during the work day without needing to walk by their work station.

• Google Calendar*
• Calendly
• Schedule Once

18. Time management tools

When a portion – or all – of your staff is contracted or paid by the hour, tracking their time when they’re on the clock is a must so you can ensure they’re paid appropriately.

• Teamwork
• Hubstaff

19. Notetaking apps

Having a notebook handy is always useful for keeping track of what you’re doing. You can also do this digitally as well – and even invite others to collaborate in team notetaking sessions.

• Evernote

20. Social Media Management

Social media isn’t just about tweeting photos of your dinner. It’s integral to external business communications. It’s easy enough to go directly to Twitter, Facebook or LInkedIn to push out your latest news, but it’s much easier to do it all via a single portal.

• HootSuite

21. Business Intelligence

Tracking and reporting is essential to business success. Fortunately there are great tools to help you take a deep dive into your business processes to fine-tune your processes to maximize your results.

• Tableau* (can be used with your Workable data)

Tools for compliance/security/legal purposes

22. E-Signature

There really is a digital tool for everything – even signatures for contracts if you can’t be in the same room at the same time to sign those urgent papers to keep things moving along.

• HelloSign (native integration with Workable’s offer letter feature – no separate HelloSign account needed)
• DocuSign

23. Password Management Solutions

Password management is an absolute must when it comes to IT security and compliance. Data breaches can happen via hacking, but sometimes all it takes is for the wrong person to have the right password for things to go haywire. Keep it all contained using a centralized password management system.

• LastPass*

Tools for finance

24. Receipt & Expense Management

Collecting and processing receipts from your team can be a nuisance. It’s also a pain for your colleagues when they need to pull it all together into a report for you. Not to mention – finance has to process this stuff. You can manage all this in one place via these tools.

• Expensify
• Rydoo

25. Accounting Software

Accounting is a real part of business. Manage and keep track of it all in one place, so you can keep those books balanced.

• QuickBooks
• Xero

26. Billing Tools

Billing and invoicing goes without saying. In a remote environment, those paper invoices don’t go very far even if your postal delivery system is great. These tools will help you manage invoicing virtually – for tracking who’s paid what, and collecting on those outstanding.

• FreshBooks
• Bill.com

27. Financial Dashboards

Optimize your business plan so you can get off on the right foot during your growth and expansion initiatives, and line up your expectations with industry benchmarks while consulting with experts.

• LivePlan
• InDinero

28. Budget Management

Manage your budget in every area, from cash flow expectations to real-time financial performance – so you can make quick decisions to capitalize on current trends and mitigate what might come ahead.

• Float
• Scoro

The post Best tech tools for the virtual workplace appeared first on Recruiting Resources: How to Recruit and Hire Better.

There are many different red flags to look for when hiring a sales rep. But keep an eye out for these four in particular, and you’ll avoid many headaches down the road when looking for salespeople:

The “great interview” rep

The “great interview” rep is the candidate who absolutely crushes your recruitment process. They’re the ones who just ooze charisma. They answered the “sell me this pen” challenge with a well-executed response showing they had done their homework. During a role-playing activity where they pitched one of your products with you as an executive buyer, they dropped a great joke on you that fit perfectly with your brand narrative. You even laughed, when you normally don’t during that phase.

So, it’s a no-brainer for you. After walking them out of the office, you head straight to HR and tell them to take the job ad down. You’ve found what you’re looking for.

But not so fast…

You’re interested, of course – that’s your job – but it’s also your job as the interviewer to keep the interview on track by asking pointed questions and making sure those questions are answered. You might have been blinded by the glare of the hypothetical sales pitch, be it about the “pen” or one of your company’s products.

They’re good at pitching when it gets to that stage, but can they open and close? Can they generate something out of nothing with an uninterested audience? Can they stay on track, drive the conversation from cold call to lead to conversion, and meet quotas? Sales isn’t just about the pitch – it’s also about organization, lining up leads, picking up the phone and asking pointed questions, being on time, following up with additional requested information, identifying new opportunities… and of course, closing deals.

When evaluating sales reps, keep in mind that they are still here as a job candidate, and your mission is to hire the best sales rep. End of story. They can impress all day if they want, but will they bring business to your bottom line? It’s all about the results in the end.

The “wandering” rep

You’re looking through the applications, and you see a resume that has five, seven, or more entries, all for Sales Development Representative or Business Development Representative positions. Perhaps there’s an account executive or two in there. You’re interested – clearly, they’ve been around the block a couple of times. And nowadays, tours of duty are more normal than career-long jobs, especially in sales. Plus, many of the companies they’ve worked for are in your industry. Perfect, they look like a good fit.

But not so fast…

High turnover is one thing, but if you see in their resume an oddly consistent turnover around the 11th month of every job they’ve worked in, that’s a very telling red flag. The life cycle of a sales rep job involves two or three months of onboarding, plus a couple of quarters of selling and approaching or reaching sales quotas. The expectation is that they’re comfortable meeting quotas well before one year in the company. If they haven’t succeeded in bringing revenue to your company by the end of their first year, then hard decisions have to be made – including letting them go.

That’s what’s going on when you see a resume full of “11th-month stints”. You don’t want to spend all that time onboarding someone only to have them fizzle out in the 11th month. But before you take a pass on them, know that coincidences do happen and perhaps they just had a bad streak with companies who either didn’t succeed in the game or didn’t onboard them properly. Make sure you ask for their side of the story if you do see that 11-month trend.

The “big company” rep

You sift through your resumes and you stop at one: wow, this candidate’s worked at a couple of multinationals or startup unicorns, and their sales numbers are just off the charts. They’ve brought in amazing revenue for their company. They blow everyone else out of the water. Of course, you want star reps like that in your organization.

But not so fast…

These sales reps are potentially passengers on a ship much bigger than themselves. They don’t have to work as hard to land the sales – there’s a refined marketing machine working to bring in hardcore leads, and the company brand is powerful enough that all you have to do is produce the business card, and watch leads’ eyes light up when they see who you represent.

Take a deeper look at their sales numbers, and inquire as to how their numbers stack up against their peers in that same company. Also, ask about their numbers at other companies and see how those numbers line up. If they don’t, then you’re interviewing a passenger, not a pilot.

The “right place, right time” rep

Again, just like the “big company” rep, this candidate’s numbers are stellar. And they’re for a smaller company, or a more niche startup where it’s harder to sell. Their numbers look great, and they tell you in the interview that they actually doubled their required quota in the last quarter. Perfect, you think – it’s time for them to double down on quotas in your own sales team.

But not so fast…

Ever heard the saying, “a rising tide lifts all ships”? It’s possible this rep just happened to catch the wave as it was rising, and reaped the benefits. Perhaps the company they were working for just landed a massive funding round, opened an IPO, got some major exposure in the mainstream media because of a breakthrough in their product, or launched a new product to great acclaim – all things that inevitably lead to a spike in sales. And this sales rep just happened to be there when it happened, but it doesn’t make them great sales reps.

Again, look at it in context. Ask about their sales numbers in other quarters or with other companies. If those numbers are not impressive or, worse, if they insist on talking only about their aforementioned success, perhaps they’re a one-hit-wonder.

A convincing sales talent pool

Every good company has a well-oiled sales machine – after all, that’s what brings in revenue – and you need to make sure you have the right nuts and bolts to keep the engine running smoothly. It’s all about finding the right fit and the right talent in the end. You can’t afford to suffer with less when hiring a sales team.

There are always going to be exceptions to the rule, but remember, when hiring in sales, you’re also assessing candidates who can be very convincing about their capabilities. They’re skilled at selling – that doesn’t change when they’re selling themselves as a candidate. That’s fine, but be mindful of the associated pitfalls when hiring a sales team. Keep this cheat sheet at the ready so you don’t end up sending job offers to the wrong sales reps – your bottom line will thank you.

The post Hiring a sales team? Avoid these 4 candidates appeared first on Recruiting Resources: How to Recruit and Hire Better.

1. Prepare and plan (1 – 2 hours)

Business plans are formulaic, but they take time. You should anticipate putting aside dedicated time on your calendar to hold yourself to deadlines. To help you plan, I’ve put rough time estimations next to each step of this checklist. However, it all depends on what you’d like to spend on the system, how complex your needs are and how many people are involved in your procurement process.

At this stage, ask your manager or someone on your procurement team what their process is for bringing on a new tool and what requirements they have for submissions. You may find unexpected red-tape or allies. Additionally, see if they will give you an idea of a budget so you can keep your evaluation reasonable. Successful business cases can overcome many budget objections, but knowing the potential issue from the start is crucial.

2. Identify business goals and pain points by reflecting on your team (1 – 2 hours)

Business cases become tactical by bringing in pain. Consider your daily workflow, what an hour of your time is worth and how much time you spend on tasks that can be automated with an ATS. Now extrapolate: How much time and money is invested on these tasks by your team or department? You may find that in hiring for a single role with your current process, you spend as much (or more) than the annual cost of an ATS.

3. Research and combine the power of software review websites with your network’s feedback ( ~1 week)

Now that you know the resources that are under-utilized with your current process, it’s time to research three to five potential solutions that can solve this pain. You can do this solely through Google and rely on websites like Capterra, Trustpilot and G2Crowd. However, management will also want to see feedback from people in your network who actually use these systems. I’m a member of a local Sales Operations group and about a dozen similar ones on LinkedIn. Any time I’m evaluating a tool, I turn to my network first to get a sense of the landscape. Rave reviews about specific software might have been accurate a few months ago, but current customers will tell you that support is lacking or key features have yet to be released. Or there could be tool you’ve never considered that people swear by. After combining feedback from your peers with review sites, you’re well on your way to making your business case for recruiting software.

4. Evaluate your shortlist and distill your findings (1 – 2 weeks)

One of my favorite aspects of software evaluations is that they follow the same process: Discovery Call, Demo, Pilot/Trial (if applicable), Negotiation, Signature and Implementation. When you go to your boss, having a list of feedback isn’t enough. They’re going to want to know what you think of the tools and how it will help their team. To do that, solicit your ATS shortlist for demos, explain your pain, watch a quick demo, compile notes alongside peer feedback and, if possible, pilot the software.

Believe it or not, sales reps are there to help you make your business case and can offer additional competitive intelligence for tools on your list. I’ve gone into plenty of calls in the name of due diligence thinking I would eventually rule out the software, only to have the sales rep show another feature that put them at the top.

After you’ve gone through demos and received initial pricing, you should have a decent number of notes in a spreadsheet or notebook. Take these thoughts and condense them into a succinct pro-con sheet so when your manager asks for details, they can see their business pain and how each software would address those issues.

Your condensed pro-con sheet should outline:

1. Software you evaluated
2. Features that will solve your team’s pain – If there’s anything particularly exciting your team wants, highlight it.
3. Implementation & Training Timeline – Describes how to make the switch from your current process and/or tool.
4. Price – Remember that SaaS pricing is negotiable to ward off any “sticker shock”, but your business case is going to assuage any concern.
5. Notes – This column is key as many software have similar features and prices making it tricky to determine competitive differences. Use this section to be specific about why you think a tool is a strong fit for your team. If you noticed any “red flags” when speaking to the sales rep, put them here too. The procurement process is a strong indication of what your implementation and support experience will be like.
6. Present your findings in a thoughtful and compelling format (2 hours to create, 1 hour to present)

Through your evaluations, you learned the ATS landscape and you understood which tool(s) can solve your pain. To make your work truly digestible for your audience, it’s time to present. Do so in whichever manner makes sense for your team. Personally, I opt for short, concise slide decks and have my pro-con sheet ready should I be prompted for details.

Whatever you choose, remember that this is your chance to present return on investment (ROI) – make it count. You’ve made yourself a subject matter expert in the ATS space with this project, so carry yourself accordingly. The combination of team pain, network feedback, and software capabilities come together to make ROI. Start by reminding your team how painful the current hiring process is and what you lose by spending time on tasks that can be automated. Feedback from your network lends additional credibility to potential vendors and shows others have successfully solved the pain you described. Outlining key features shows how time and money are saved so your team can tackle more meaningful projects you’ve had to put on hold. Long story short, your business case for an ATS shouldn’t have to “spell out” ROI, it should be evident from your thoughtful work.

All business cases follow the same rough framework: Prepare to invest time in the evaluation, find pain in your existing process, research by engaging your network, run careful evaluations of top contenders, and distill your findings into a presentation for your team. Good luck and may you get the ATS of your dreams!

This post was written by Samantha Thompson, Senior Sales Enablement Specialist at Workable.

The post How to make a business case for recruiting software appeared first on Recruiting Resources: How to Recruit and Hire Better.

What factors are important when choosing sourcing tools?

No one tool is perfect, so knowing what matters most to your talent sourcing strategy is essential. Prioritize all factors you care about. Here are four important ones:

• Price. Some companies are willing to pay extra to find the most powerful tool, while others prefer to keep a tight budget. But, in the end, it’s important to find a tool with a price that matches its usefulness to your business. Consider:
  • Negotiability. How much room for negotiation do you have? For example, ask senior leaders if they will approve a more expensive tool if you are determined it’s the best tool that can shape and improve your sourcing process.
  • Necessity. Consider whether your sourcing strategies require an expensive and multi-featured tool. Ask yourself whether you could use inexpensive or free tools to accomplish your goals.
• Type. Determine the type of tool you are looking for based on your sourcing challenges and strategies. For example:
  • If your recruiting team wants access to many candidate resumes, then a resume database would be a good choice.
  • If social media sourcing is a big part of your strategy, build a strong social media recruiting strategy. For more on how, read our FAQ guide.
  • If you’re looking to connect with qualified candidates in talent-strapped markets like tech, use tools like Hired and JamieAi.
  • If you’re considering reaching out to passive candidates and want access not just to resumes but deeper insight into candidates’ motivations and skills , consider People Search, a rounded sourcing tool that scours the web to find candidates’ resumes, online social and professional profiles and contact information.
• Functionality. The most important factor is what your tool can actually do. For example:
  • Do you want your tool to let you search for names, locations, industries and keywords? If you are used to crafting Boolean queries, it’d be helpful to have a tool that enables Boolean commands.
  • Search quality is important. If you get a free trial, search for people you know or with useful keywords (e.g. “Java” if you’re hiring Java developers often) to check whether the tool delivers. Test the tool many times throughout your trial to ensure it performs consistently.
  • Legal compliance. For example, if you want to source EU residents, you need to follow the guidelines of the General Data Protection Regulation (GDPR). Before you invest in a sourcing tool, ask the provider about any compliance problems that may occur.
• Customer support. Customer support is important for every service or tool you purchase. Without quick and competent customer support, you may end up losing time trying to understand the tool and finding workarounds to problems. Check to see if your preferred sourcing tool’s support staff provides:
  • Online resources. An informative and well-written support section can help you and your team resolve any quick issues with the tool.
  • Varied contact methods. How do you prefer to reach the support team? Consider how you can reach the support staff (e.g. by phone, live chat or email) and whether those methods suit your team.
  • Accessibility. Around-the-clock support is a huge advantage, particularly for remote teams. Find out if your preferred tool’s support team is available during the hours that your teams usually work.

How to evaluate talent sourcing tools

Decide how you will find and evaluate products. To ensure that recruitment tools will meet your needs, use these methods to understand your options:

• Search for lists of sourcing tools. If you are just beginning your search, evaluate a few tools initially to establish a point of reference and familiarize yourself with different types of online sourcing tools. Look for lists to get started.
• Ask for referrals. Your friends, colleagues or acquaintances may have some good tools in mind. Reach out to them in-person or ask open-ended questions on your social media profiles. When you receive some recommendations, begin your evaluation process.
• Check online reviews. Sites like Getapp and Software Advice have many product reviews and let you sort tools by criteria like industry and features. But remember: different people have different criteria and what works for one company may not work for yours. Check out the overall ratings but also be sure to read some reviews in full to learn what exactly each user likes or dislikes.
• Sign up for free trials. Take advantage of any free-trial options. Use trials to try out products firsthand and see if you like their interface and capabilities. Free trials also help you evaluate customer support services with real questions.
• Ask for a demo. If a tool doesn’t offer a free trial or if you’ve been intrigued by the trial and want to know more, ask for a demo. Salespeople will be able to show you the full range of features and also present the benefits of their tool. Here are some things to look for in a demo:
  • Ease of use. How many steps are actually involved in finding a candidate? Ask salespeople to walk you through a sourcing scenario.
  • Mobile capabilities. Recruiting on the go is a huge advantage and time-saver. Ask about any mobile apps or capabilities with your preferred software.
  • Pricing and other services. How is the pricing structure set up, and what other services might you get within the price point?

Sourcing is also about engaging candidates

Talent sourcing tools will help you find the right candidates. But what you do to contact them and build relationships is the next important step. To be able to engage passive candidates:

• Personalize your email templates. Sourcing email templates save you a lot of time but the most effective emails are personalized. Use information about candidates (e.g. interests, achievements, previous work experiences) you found online with the help of your sourcing tool to connect with them more naturally.
• Meet candidates in person when possible. If you found a great potential candidate using your sourcing tool, look for event overlap. For example, they might mention that they are attending the same conference you are going to on Twitter or Meetup.com. Once at the conference, be prepared to introduce yourself to them and get to know them.

The post How to evaluate talent sourcing tools and choose the right ones for your business appeared first on Recruiting Resources: How to Recruit and Hire Better.

Here’s a guide on how to hire seasonal employees:

Before hiring seasonal employees

• Make sure you need to hire temporary staff and not permanent employees. Ask yourself:

• • Do we have peak periods during the same time every year? (e.g. holidays and tax time)
  • Do we need more employees because of an increase in business (e.g. opening a new store) or because of a temporary staff shortage? (e.g. due to maternity leave)

• Comply with your country or state legislation on:

• • Minimum wage
  • Pay regulations (overtime, nights, weekends)
  • Requirements to offer health insurance
  • Labor regulations for teens aged 14-17

How to attract seasonal employees

Start your hiring process well before you reach your peak season. For example, summer resorts could begin their recruiting efforts in February or March and aim to close all hires by May.

Here’s how to start:

1. Write targeted job descriptions

Your job ad should clearly state that you’re hiring seasonal employees. It’s best to mention that in the job title. Here’s an example:

In your job description:

Be clear about requirements. Most positions don’t require relevant work experience. But, make sure to highlight necessary certifications (e.g. for a lifeguard.) Also, describe physical requirements (e.g. if employees need to stand for long hours or carry heavy items) so that qualified candidates apply.

Here’s how Guest Services lists requirements for a Ski School Director at Giants Ridge:

Note how specific Guest Services is when listing physical requirements for the job:

Mention work schedule. Candidates want to know how many days and hours they’ll be working and whether there’s any flexibility around work schedules. By being clear about working hours, you avoid dealbreakers and scheduling conflicts.

This is especially important for retail seasonal employment. Macy’s describes its available shifts for Seasonal Customer Service Associates in this job ad:

Explain your compensation structure. Being vague about whether you’re hiring hourly or salaried employees will turn applicants off. Clarify how (and how much) you’ll pay your employees and mention if the position is commission-based.

Here’s how YMCA Camp Orkila describes its compensation and benefits package for Outdoor Educators:

2. Select best places to advertise your seasonal jobs

Large, global job boards include many listings for seasonal jobs that job seekers can find by searching on the term “seasonal” or applying filters :

• Indeed
• Monster
• CareerBuilder
• Snagajob (for hourly employees)

You can also post your job ads to websites dedicated to seasonal employment:

• CoolWorks: Seasonal jobs in the U.S., mainly in resorts and national parks, categorized by state and field (e.g. food & beverage, transportation and retail.) Listings include jobs for teens, interns and retirees.
• SeasonalJobs: Mostly entry-level seasonal positions for U.S. employees.
• BackdoorJobs: Job opportunities for temp positions and internships worldwide.
• Caterer: Hospitality positions in the UK.
• SeasonWorkers: UK-based job board with global positions by category (e.g. summer, ski and childcare jobs.)

Bonus: Check our list of the best job sites in the UK (Free and Premium)

If you’re looking for local candidates, consider advertising on local radio stations. You could also place print ads:

• in schools and colleges;
• in community centers;
• or outside of your stores, if you’re in retail.

How to evaluate and recruit seasonal employees

One of the biggest challenges with seasonal hiring is the tight timeframe: you need to hire staff before busy season begins. Optimize your recruiting in a way that reduces time to hire, without losing quality of hire. Here’s how:

Organize recruitment events

Events will help you meet potential candidates en masse. You can host events in various locations to reach local candidates. Advertise your event and remind interested candidates to bring their resumes or completed application forms beforehand.

Make sure to schedule and host your recruitment event in advance so that you have enough time to screen candidates.

Interview candidates in groups

Group interviews can speed up the hiring process, especially if you’re recruiting more than one employee for the same position (e.g. salespeople for your stores.) This will also be helpful if the role involves communication, presentation and collaboration, as you’ll have the chance to see how candidates interact in group settings.

Hire for culture fit, not just skills

Don’t overlook culture fit simply because you’re hiring temp employees. Seasonal employees:

• interact with customers;
• promote your products and services;
• and represent your company.

Look for candidates who are not only able to do the job, but understand your values and business objectives and will be advocates for your brand.

Here are some examples of culture fit interview questions to ask candidates:

• What do you hope to achieve during your time working here?
• What would make you quit a job in the first week or month?
• What would you do if a customer approached you with questions right before the end of your shift?

Looking to streamline your hiring and interview process? Request a demo or start a 15-day free trial of Workable’s applicant tracking system. 

How to retain seasonal employees

The way you treat seasonal staff can make or break your employer brand. Here’s how to retain seasonal employees and increase the chances of them returning next season or recommending your company to others as a potential place to work:

Offer end-of-season bonuses

Employees who quit during peak season create gaps in your workforce when you want to be as productive as possible. To avoid recruiting from scratch, consider offering an end-of-season bonus. This will motivate employees to stay with your company through the entire season.

Lagoon, a summer fun park in Utah, lists an end-of-season bonus in its job descriptions to attract seasonal employees:

Offer loyalty bonuses to returning staff

Former employees who are already familiar with the job and will require less training for the next peak season. When you begin hiring seasonal workers, attract former staff by offering them an extra bonus. Or, proactively reach out to them to learn if they’re available.

Also, when suitable, promote past employees to senior positions. Or, offer permanent jobs to high-performing employees, if that makes sense for your business. Advertise these tactics to motivate applicants who are not only looking for a temp position, but wish to develop their careers.

Amazon advertises how one employee kickstarted his career with the company once he took up a seasonal job:

When he needed a new path in the workforce, Todd turned a seasonal job into a career https://t.co/M41jzvo4ZY

— Amazon News (@amazonnews) 7 November 2017

Create realistic expectations for candidates

While you want to entice potential hires with an engaging job ad, don’t sugarcoat responsibilities. Otherwise, you risk attracting non-qualified candidates. For example, work at a retail store during holidays can be chaotic, so it’s best to hire candidates who fully understand those job conditions.

Here’s how Macy’s describe the role of a Seasonal Jewelry Sales associate:

Offer creative benefits or perks

Be honest about what the role entails, offer benefits that will make up for long working hours and deliver on what you promised.

Above & Beyond Alaska, a company that organizes trips in the wilderness, describes the employee experience and explains how they try to balance work and life for their seasonal employees:

The post How to hire seasonal employees appeared first on Recruiting Resources: How to Recruit and Hire Better.

Mobile recruiting

Create a mobile hiring process

The data proves that candidates apply to jobs on their phones. Twenty-eight percent of Americans use their smartphone in their job search, and half of them have used their smartphone to fill out a job application, according to a Pew Research Center survey. Create a mobile-friendly hiring process by optimizing the following for mobile:

• Job ads
• Recruiting emails
• Careers pages
• Job applications

Make these elements of your hiring process easily accessible from any device to appeal to a broader base of potential candidates.

Use your ATS app to recruit

You can source and manage candidates through your smartphone by using a mobile Applicant Tracking System. Mobile recruiting facilitates team collaboration and quick access to important data from everywhere. In her blog post, Workable’s VP of Sales Rachel Bates explains how she hired twenty new employees for her team using Workable on her smartphone.

Looking for a mobile recruiting app? Take a look at how Workable’s industry-leading iOS and Android apps can improve your hiring process.

Video interviewing

Video calls are a convenient alternative to traditional in-person interviews, especially when candidates and interviewers are in different locations. The rise of live streaming via social networks (see Facebook Live and Periscope broadcasts on Twitter) is an indicator that live, unfiltered video sessions are a growing trend.

Screen candidates using video tools like Skype, Hangouts, SparkHire or HireVue before inviting them to your offices. You could also ask them to record and send a quick video so that you can evaluate their presentation skills, if they’re relevant to the role you’re hiring for. Or, save time by recording your interview questions once and prompting candidates to submit their answers in their own time.

Webinars and podcasts

Participate in webinars and podcasts to get ideas on how to boost your recruitment without leaving your office. Consider learning about topics such as new sourcing tools, Boolean search tips, HR software and social recruiting guides. Try hiring webinars from:

• LinkedIn
• Recruiting Daily
• Eremedia
• Glassdoor

If you prefer recruiting podcasts, tune into:

• HR Happy Hour
• CIPD
• Recruiting Future

Online courses

Take online courses to brush up on HR-related topics or delve into a new field of study. Consider courses from well-known HR institutions and online training programs. Here are some options:

• Study.com
• Lynda
• Coursera
• Harvard
• Oxford

Consider online courses that will help you understand the skills you should be looking for in candidates and how specific teams work. For example, if you’re a technical recruiter, coding courses may explain basic technical terms for you so that you can ask pointed interview questions. If you’re hiring salespeople, take a course on sales and marketing techniques to prepare simulation activities for your candidates.

Productivity tools

New HR product launches and regular upgrades and integrations to your favorite tools can make your life easier. You can find out about software news in places like Product Hunt and Flipboard. Here are some tools that can help you work more efficiently:

Time management

• Zapier performs back-office tasks for specific triggers that you set, e.g. if your ATS integrates with Zapier, you can schedule to send a customized email to each new applicant.
• RescueTime tracks how much time you spend on daily tasks to help you create a more productive schedule.

Email management

• Boomerang is a Gmail integration that sends you follow-up reminders, lets you schedule messages and snoozes low-priority emails.
• Calendly helps you reduce back-and-forth emails with your team members; set your availability preferences, share your calendar with your team and quickly book meetings.

Sourcing

• People Search will automatically search millions of online profiles and multiple data sources in real time. The result is a single, unified candidate profile.
• Hired connects employers with developers, designers and product managers who’re looking for job opportunities. You can advertise your open roles, browse candidate profiles and schedule interviews.

Social media groups

Social media can help you network with human resources professionals you’ve never met. Here are a few groups to consider joining on social media:

Facebook groups for recruiters

• Recruiters Online
• The Facebook Corporate Recruiters Network

LinkedIn groups for recruiters

• HR Professionals
• The Undercover Recruiter

Slack communities for recruiters

• DBR
• #People

The post How recruiters can benefit from technology appeared first on Recruiting Resources: How to Recruit and Hire Better.

Source of hire

Source of hire shows what percentage of your overall hires entered your pipeline from each recruiting source (e.g. referrals, social media sourcing.) This information helps you plan your recruiting budget and allocate resources for the most effective recruiting channels. For example, if employee referrals bring in a high percentage of hires, consider investing in a fully-fledged referral program.

It’d be a good idea to track candidate sources too. For example, a source that brings you a large number of high quality candidates is valuable, even if you end up hiring someone from another source. Use recruiting data from your Applicant Tracking System (ATS) to find out what percentage of your most qualified candidates each source brings in.

Candidate conversion rates

Candidate conversion rates show how effective recruiters are in enticing passive candidates and moving them further along in their pipeline. Imagine your talent pipeline model has the following main stages:

• Contact passive candidates, often via email or cold-calling.
• Engage candidates via initial screening calls and short conversations.
• Maintain relationships with candidates until there are suitable open roles.

Measure conversion rates from each stage to the other. For example, let’s assume that you send a sourcing email to 30 candidates in a week. Ask yourself:

• How many candidates reply? If five of them reply and agree to talk further, then your email conversion rate is 5/30*100% = 16.6%.

• How many candidates do you routinely follow-up with post-screening call? If you regularly check-in with one out of three candidates you speak with, then your conversion rate is 1/3 *100% = 33.3%.

• What percentage of your engaged candidates moved forward to an interview (or are hired)? For example, if you recommend five candidates from your talent pipeline per month, and hiring managers interview (or hire) three of those candidates, then your pipeline conversion rate that month is 3/5*100%, or 60%. The higher this rate is, the higher the quality of your pipeline.

Track these metrics across your recruiting pipeline and across time and calculate the average annual/ quarterly rates. Aim for the highest possible conversion rates.

Job offer acceptance rate

Your offer acceptance rate (OAR) shows what percentage of candidates accepted your job offer. Here’s the formula to calculate OAR:

So, if you extended job offers to 10 candidates the past month, and six of those candidates accepted, your offer acceptance rate is 60%.

Track this metric per position and per hiring manager. Also, measure your OAR specifically for candidates you sourced and engaged with. This metric can indicate whether:

• Your candidates had positive experiences that compelled them to accept your job offer.
• You successfully matched candidates in your pipeline to open roles they were interested in.
• Your job offers are attractive enough for the best people in your talent pipeline.

Time to fill

Maintaining a talent pipeline helps you reduce the number of days it takes to fill an open position (your time to fill.) This is because you’ve already qualified and engaged candidates in your pipeline before a position opens. If you find that your talent pipeline doesn’t significantly reduce your average time to fill, you may need to make your hiring process more efficient or rethink how you qualify candidates.

To calculate your time to fill, first define the time period you will be measuring. For example, your starting point could be the day HR or Finance approves a job opening. Then, count the days until your best candidate accepts your job offer.

Compare your time to fill across positions and departments to find out which teams or roles might need a stronger talent pipeline.

Candidate experience metrics

To build talent pipelines, recruiters should care about their candidates. This candidate-centric approach helps you build good relationships with candidates, boost your employer brand and even enhance your pipeline through referrals from your engaged candidates.

A good way to measure candidate experience is using online survey tools (e.g. Typeform) to ask for both qualitative and quantitative feedback. Here are example questions:

• How would you rate your overall experience communicating with our recruiter?
• What do you think we could improve in our hiring process?

Supplement this feedback by monitoring reviews on Glassdoor and social media.

These five talent pipeline metrics will help you assess the quality of your pipelines. Each company may choose to monitor additional recruitment metrics that fit specific needs. Always track cost per hire and quality of hire for a well-rounded view of your recruiting strategies.

The post How to measure talent pipeline metrics appeared first on Recruiting Resources: How to Recruit and Hire Better.

Texting is:

• Easy.  People of all age ranges are familiar with texting. And texting doesn’t appear to be going anywhere. Applications like WhatsApp and Viber regularly update their features to provide better text message experiences for their users.

• Popular. Cold emails often end up in the spam folder or simply go unread. But, people tend to check their phones multiple times per day. With a 99% open rate, you can (almost) stop worrying about whether your potential candidates read your recruitment messages.

• Quick. Tools like Google Voice allow you to send texts from your desktop. You can also use voice dictation (which works for both Android and iPhone) to compose messages without needing to use the small keyboard on your phone.

How to start SMS recruitment:

People text each other for multiple reasons, but a message from a recruiter might catch them by surprise. To make sure your texts don’t make candidates feel uncomfortable (or even annoyed), follow business writing etiquette and avoid rejecting candidates via text.

Do:

• Keep it short. Long messages are hard to read on a mobile screen. For example, if you want to confirm an interview, it’s a good idea to send a text. But, if you want to explain an interview assignment, it’s best to email or call your candidates. As a rule of thumb, follow the 140-character tweet length limit to ensure your messages are brief.

• Create templates. If you find yourself sending the same (or similar) messages quite often, ready-to-use SMS templates will save you time. For example, you could use a standard text with directions to your office to send candidates prior to their interviews. Applications for Android and iPhones will help you build SMS templates.

• Keep it professional. Texting is a more casual way of communicating, but you should still keep it professional. Emojis, abbreviations and slang are off limits. Know your company’s cell phone policy. Before hitting ‘send,’ double-check your message for grammar and spelling errors. Also, double-check who you’re texting, to ensure you’re contacting the right person.

• Stay organized. You’re wasting valuable time if you’re going back and forth to confirm the date of an interview or the phone number of a candidate before texting them. Use mobile applications to keep necessary information (like contact details, notes and calendars) all in one place. If you’re using Workable as your ATS, our Android and iOS applications help you directly communicate with candidates and manage your workflow.

Don’t:

• Text on first contact. If this is the first time you contact a candidate, recruiting text messages aren’t your best option. Consider candidate experience: people might question who you are and how you got their number. They might even perceive your mobile recruiting approach – and your company – as intrusive. It’s best to text candidates after you have first communicated in a different way (e.g. to confirm an interview you’ve already scheduled) and if you have asked for their permission to text them.

• Spam candidates. Text when there’s a good reason for it, e.g. to remind or confirm an interview and to send contact details. Bulk messages (“We are hiring! Check our careers page for more information”) are cold and can tarnish your reputation. Show that you invest some time by personalizing your messages. For example, if you decide to reconnect with a past candidate you could send them something like this:

• Text after office hours. Sending recruiting text messages with a candidate in the evenings or on weekends sends a dual negative message. First, you probably work overtime (which isn’t exactly a perk to attract potential hires.) And second, you don’t respect the candidate’s personal time. Stick to regular working days and hours for all kinds of communication.

• Use your personal phone number. Unless you don’t mind receiving a late night text from a candidate cancelling your interview the next day, it’s best to use a business cell phone. Bad habits, like checking your emails after office hours or taking your work home, can tank your productivity in the long-run.

Mobile recruiting technology makes recruiters’ lives easier, but there’s no guarantee that candidates will receive all recruiting texts with warmth – particularly if they deliver bad news. If you’re unsure whether texting is the right option, use this simple rule: under similar circumstances, how would you react if you received a text?

The post How to recruit via SMS text messages appeared first on Recruiting Resources: How to Recruit and Hire Better.

It’s a common mistake to think that your candidate will definitely accept your job. Offer emails aren’t routine, standardized letters — they’re part of your company’s recruiting pitch. eShares‘ unique job offer letter can give you a bit of inspiration. You don’t necessarily have to go that far though, just make sure your email presents everything clearly. This tutorial can help you write a standout job offer email to complement your hiring process and make potential hires lean towards your company.

How to start

Research labor law

Before writing your email, do your employment legislation homework. Is there something particular you should take into account? For example, some states have specific overtime laws, so make sure you stay up-to-date with legislative changes. Also, don’t forget to check the at-will employment rules that apply to your company. (At-will employment means that the employer or the employee may terminate their employment relationship for no reason, or for any legal reason, with no adverse legal consequences. In most states, unless you signed some sort of employment contract that states otherwise, you’re assumed to be an at-will employer.)

Update the job details

If the recruiting process took some time, it’s possible the hiring managers have reconsidered some of the job responsibilities. Check with them to make sure the information you’re about to give your candidate is accurate and complete.

Decide your style

Depending on your company culture, you could use a more formal or casual template. You may also want to write a longer job offer email, providing more detailed information about compensation and benefits. Consider attaching relevant documents to keep your email short and easy to read. Don’t overdo it, though. It’s the first email you’re sending them to initiate — hopefully — your collaboration, so prioritize what’s most important. Use a step-by-step approach to give your new hire all the necessary information without being overwhelming.

Make a verbal offer

If you want to speed up the hiring process, you shouldn’t rely on email alone. Calling your candidate first adds a personal touch. Prompt them to check their emails later in the day to find out more details about your job offer. You’re more likely to get a quick response if they’re expecting your offer via email.

What to include

Subject line

In most cases, it’s common to overlook an email’s subject line and focus on the content. But, the title you choose may determine whether the recipient will open your email. When you’re writing a job offer email, you don’t want to leave your candidate guessing. They should know, even from the subject line, that you’re offering them a position. You can use something like: [Company_name] Job Offer / Job Offer from [Company_name].

Basic job information

You need to present all the essential information your new employees want to know. Interviews can be a stressful process for candidates, so even if you’ve already mentioned some details about the job, your new hire might have missed something. Clarify your expectations and make sure your new employee acknowledges their working conditions to avoid confusion later on.

Start with their job title and who they’ll report to. Include full/part-time status, contract length (if applicable), working hours and expected starting date.

It is my pleasure to offer you a position at [company name] in the role of [role title]. You will be reporting to the Head of our [team name] team which belongs in the [department name] department. Your expected starting date is [date].

Salary

Salary is usually the number one concern for employees, so make sure all information you include in this section is clear and accurate. In addition to the annual gross salary, you could also consider mentioning payroll details, like frequency or method of payment.

Benefits

Your future employees are interested in finding out what benefits they’ll be eligible for. It’s up to you to disclose as many as you want, keeping in mind that your offer has to be meaningful to the recipient. Usually recruiters include information about health and insurance plans, days of paid vacation, 401(k) retirement plan, bonus programs and stock options in their offer letter. Other perks you could consider adding, to draw your potential hire’s attention, include corporate mobile plans, free lunches and flexible working hours.

Don’t miss: 8 job offer letter templates for every circumstance with extra tips

Contingencies

In some cases, you’re required to perform background checks or health and drug tests on potential employees. If this applies to your company, you should clearly state that your offer is contingent upon your potential new-hire completing an I-9 form, passing their drug or background test or signing any necessary agreements.

Next steps

No matter how explicit you are, your new hire might still want to negotiate, ask questions or change their start date. Make sure to let them know who to contact, should they have any questions.

Some employees might be confused about what to do after they’ve decided to accept a job offer, considering every company follows its own procedures. So, you should clearly indicate when you’d like their answer by; a 5 to 7 day timeframe is usual. You could also give them a heads up on what personal information or signed paperwork they’ll need to send over.

Related: Job offer acceptance rate metrics FAQ

How to personalize

Likely, there were no more than two or three people who made it to the final phase of your interview process. This means you’ve probably gotten to know them enough to make the job offer email a bit more personal. Certainly, your candidate wants to know all the ‘important stuff’ like salary and benefits, but it never hurts to let people know you’re excited they’ll be joining your team.

At Workable, we use a simple sentences like “our hiring team was positively excited to meet and get to know you over the past few days” to show that we’re looking forward to our new team member’s arrival.

Or, you could write something to highlight how your potential hire successfully went through your hiring process: “We were impressed with how you approached your assignment and we’re looking forward to seeing you achieve great things with our team.”

Every means of communication you use is a reflection of your corporate culture and that applies to your job offer email, as well. More casual word choice and lack of formality suggests an open communication culture. If you invest in your employees’ development, you could mention, for example, that their benefits plan includes regular participation in seminars.

If your candidate has already verbally accepted your job offer, you could format your job offer letter more like a ‘welcome package.’ You could add some contacts they could reach out to before their arrival, like their manager or some of their new colleagues. Or, get more creative: send a ‘welcome’ note from their team or let them know you have a coffee mug with their name on it, waiting at their desk.

Keep in mind

• The purpose of your job offer email is to make things clear. So, after you’ve crafted your email, take some time to read it again before hitting ‘send.’ Do you find something ambiguous? Then, your candidate might be confused as well. For example, you should be extra careful when using phrases like ‘in two years’ or ‘in the future’ that imply an indefinite contract, if that’s not what you’re providing.

• Although it’s not a contract, this email contains important and confidential information about your company. Make sure it’s accurate and complies with the law. It’s a good idea to ask a lawyer review your template to ensure your phrasing doesn’t leave any room for misinterpretations or shows discrimination. Bonus programs, for example, aren’t usually a guarantee for the future, so clarify that they will be subject to changes.

• It’s usually the recruiter’s role to write the job offer email. But often it makes sense for the hiring manager to hit ‘send.’ Also, it’s a good idea to attach a short message from the company’s CEO to showcase your team environment and make your potential employee feel welcome.

Give your future employee some time to review your job offer email, answer any questions they may have and prepare for salary negotiations. When you have your new hire’s written job acceptance, let their manager know and initiate the onboarding process. But also, don’t forget those candidates who didn’t make it; it’s time to start writing your rejection letters.

The post How to write a standout job offer email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Here’s how you can make your recruiting process crystal clear to your company’s hiring managers:

Do be clear about the role of hiring manager 

As more senior leaders in your company grow their teams, it’s important that they know how their role in the hiring and recruitment process works in tandem with HR.

• Is it their job to source their own candidates?
• Are they leading the interview process?
• Are they communicating job statuses to their candidates? 

If people in your company are hiring for the first time, it’s a recruiting process best practice to sit down with them and address their particular needs. How quickly are they looking to make a hire? What are their key requirements? And most importantly, how do they plan on assessing their candidates?

You can quickly get your hiring managers up to speed using a hiring process orientation packet that includes:

The overall hiring philosophy at your company

By crafting a hiring mission statement or recruitment policy with buy-in from your company, you can help inform all hiring decisions. Some famous hiring philosophies include:

“I will only hire someone to work directly for me if I would work for that person.” – Mark Zuckerberg, Facebook

“If you always hire people who are smaller than you are, we shall become a company of dwarfs. If, on the other hand, you always hire people who are bigger than you are, we shall become a company of giants.” – David Ogilvy, Ogilvy & Mather

Some companies, like AppNexus, have such a clear hiring philosophy that they make it accessible to all their potential applicants.

Any recruitment and selection processes that are non-negotiable across departments

In order to ensure fair and compliant hiring, you’ll likely have some HR plans and processes in place. Whether each candidate has to go through an official phone screen, have a meeting with the CEO or do a skills assessment, these nuances should be communicated upfront.

Any hiring policies, both company-enforced and legal

Background checks, communicating with references, non-disclosure agreements, invention disclosure, tax requirements – these are just a few examples of the many legal requirements candidates may need to go through before they’re hired. Though HR will handle most of this part of the hiring and recruitment process, giving hiring managers the proper information they need to share with applicants and new hires will make everyone’s jobs easier.

Sample job descriptions, interview questions and salary information

Depending on their exact role in the recruiting process, hiring managers may need help creating job listings. By giving them an example job description to modify, you can set expectations for length, language and style. Sample interview questions can help avoid awkward moments and provide an anchor for keeping interviews on track. And by providing candid salary information, you can empower hiring managers to discuss one of the most sensitive aspects of hiring.

Don’t stifle each department’s needs

It can be tempting to try to implement something across the board that worked in the recruiting process for one department. However, the process of hiring a new salesperson is different from the process of hiring a new backend developer. Hiring managers, even those who are starting the hiring and recruitment process for the first time, will have good ideas about how to assess who will be a good fit for their teams. Let them propose sourcing strategies, interview questions and skills assessments that, combined with recruiting process best practices, may yield stronger candidates.

Do have a consistent interview process

Even though interviews naturally vary between departments, having a consistent attitude and rubric for interviews will deliver more effective results. Structured interviews allow interviewers to get the most quantifiable results. These results will allow you to test and create a high-quality interview process. During a structured interview, you ask all candidates the same questions in the same order. Questions should be linked to job skills detailed in the job description.

Tutorial: Structured interview questions – Tips and examples for hiring

If you opt for a more casual interview process, it’s important to ensure that all candidates are treated equally. Consistency is helpful, even for causal processes. How many interviews should you conduct for each hire? Are phone screens 10 minutes or 30? Do you ask for work examples before the first interview, or after? When assessing the KPIs of hiring, even in a more relaxed environment, asking and answering these simple questions can be useful.

Related: Recruitment process effectiveness metrics FAQ

Don’t keep secrets

The recruiting process can be tricky and your approach could feel personal, but it’s not in your best interest to keep secrets about your process from your hiring managers. If you discover something about a candidate during your recruitment and selection process—whether through a phone screen, background check, or reference call—it could be a crucial factor. It’s important to share information about your candidates throughout the process. Hiring should be a two-way conversation between Human Resources and hiring managers, and neither of you should be left in the dark. Be sure to check in with your hiring managers before and after each step of the process, answering their questions, and making sure you’re on the same page.

On the other hand, if you see questionable behavior from a hiring manager, don’t be afraid to speak up. Hiring biases are an unfortunate reality, and can negatively impact a hiring decision. Combating nepotism, cronyism or other kinds of preferential treatment of particular kinds of candidates is a responsibility that falls on Human Resources.

Do be a support system and resource

When your hiring managers hire their first new team members, they’ll inevitably look to you for guidance in the hiring and recruitment process. But they’ll also crave autonomy and respect for their decisions. Hiring managers, more often than not, know who will work best for their team – they may just lack technical knowledge of the hiring process the first time round. Approach each hire as a partnership, with clear guidelines and expectations for who is responsible for recruitment, interview coordination, communication and other aspects of hiring. By building a mutually beneficial relationship between hiring managers and HR managers, hiring at your company will become smoother and more effective.

Don’t miss: The recruitment process: 10 things you need to master to succeed

The post Communicating the recruitment process: dos and don’ts appeared first on Recruiting Resources: How to Recruit and Hire Better.

Here’s what we’ll cover:

• Why you should ask candidates unique interview questions
• Examples of unique interview questions
• How to incorporate unique questions during your interview

Why you should ask candidates unique interview questions

Usually, by the time people get to the interview stage, you know that –at least on paper – they meet the qualifications for the job. But, resumes and cover letters can be deceiving. When someone writes “developed new system for X,” the truth might be; “I was in the same room as the people who developed the new system for X.” That’s the type of stuff you want to tease out. That’s what you can do in the face-to-face interview.

If you simply keep to the same template for all positions, you won’t find the answers you need. This isn’t to say that you shouldn’t ask similar questions to candidates for the same position – you should, in fact, to ensure a standardized process – but questions need to be uniquely tailored to the individual candidate.

This requires a bit more work from the hiring manager – you have to pay closer attention to the resume and cover letter – but it can pay off handsomely when you now know the candidate you’re hiring is the perfect fit for the job. Increased engagement, lower turnover, better productivity – there are numerous payoffs in a higher-quality hire.

Examples of unique interview questions

1. Tell me about the moment you came up with the idea for X.

When someone lists their accomplishments on their resumes, asking this question helps tease out if they really did what they said they did. Were they the ‘idea’ person or simply someone who implemented someone else’s idea? (It’s not bad to be an implementation person! It’s just a different skill set.)

Someone who developed the idea will almost always have a moment they can describe. “I was in my car on the way home, listening to a podcast, when the person said, ‘plastics.’ I was like, ‘Woah, plastics. That’s what I need to do.’”

When you ask a candidate about an accomplishment on their resume, you find out their level of involvement with the achievement, and you find out how their mind works. It’s a great question for anyone in a leadership or creative role.

2. Tell me about some of the most difficult problems you worked on and how you solved them.

This question is stolen from Elon Musk, so you may argue that it’s not unique. What makes this a unique interview question is that you get to find out strengths and weaknesses that directly pertain to the job.

If you ask, “What is your biggest weakness?” you’ll get some drivel that won’t help you find the right candidate. If you ask this, the candidate can give you a tailored answer.

3. What made you go into this field of work?

This unique interview question helps you ascertain a cultural fit. You need to know what you are looking for in the answer to this. Is the candidate excited about their field of work? It gets you the background information you want and (often) insight into where they want to go in the future? Is this a stepping stone? A stop-gap measure? Or a job the person really wants?

“Where do you see yourself in five years?” is one of the more popular questions to get that information, but it’s reviled in these times of uncertainty and shorter tenures. The above question will give you better insight into the candidate’s longer-term objectives.

4. Here’s a description of a problem we’re working on. Can you give me a five-minute idea of where and how you’d begin solving this?

This puts your candidate uniquely into the job and not on general principles around the role. Note: this isn’t an assignment to create a three-hour presentation, and it’s not an attempt to get free consulting out of a candidate. It’s a five-minute look at where they would start.

From this, you learn their background, problem-solving approach, and ability to comprehend the situations they will face in the job.

How to incorporate unique questions during your interview

The point of these unique interview questions is to target them specifically to the job and the company. By the time you conduct an interview, all the candidates have already been determined that they can likely do the job. Through these questions, you get to learn a lot more about the individual and how they would fit into your department and team.

So many canned interview questions have the candidate thinking, “What does the hiring manager want to hear?” rather than “Here is what I have to offer.” These questions directly engage the candidate’s unique experiences and the unique struggles of the business. You’ll have a better understanding of the candidate with this type of questioning.

Use these questions as part of your general process. Depending on the role, you may want technical questions, hypothetical situations, and questions about their career progression. But, with everyone, you want to know how well they’d do in the job. These questions help.

The post 4 unique interview questions to help you find the best employees appeared first on Recruiting Resources: How to Recruit and Hire Better.

Return to office and Delta: 6 tips

1. Pay attention to state laws

The CDC issued guidance that just about everyone – vaccinated or not – should wear a mask when inside where social distancing isn’t possible. But, the CDC’s guidelines are not laws. Your state and local governments decide what the binding rules are for this.

Texas, for instance, has no statewide mask mandate and prohibits local governments from implementing a mask mandate. However, several counties have created mask mandates and are battling against the governor. How do you win in a situation like this?

You can always require more safety measures than the government requires, so you will not be in the wrong to require a mask for your employees and customers in the workplace. So, even if you’re in a state that does not have a mask mandate, you can make one for your employees.

Some states do have mask mandates, such as Oregon’s, which went into effect on Aug. 13. If your business operates across multiple states, you’ll need to pay attention to all state laws to make sure you comply with the mandates in each jurisdiction. This may mean employees in different sites face different rules when returning to office.

2. Consider vaccine mandates

Federal law allows you to require your employees to be vaccinated against COVID-19 (as long as you have exceptions for medical and religious reasons). As long as this doesn’t violate state law, you can create a vaccine mandate to help protect your employees.

Read more: Vaccine policies in the workplace

However, keep in mind that you may end up with a disparate impact claim, as vaccination rates are not consistent across racial groups. Black people, for instance, are far less likely to be vaccinated than their White counterparts.

If you’re having trouble recruiting or retaining employees right now (which many businesses are), limiting your applicant pool to fully vaccinated candidates may impede your ability to hire. It’s worth thinking about how your policies impact your business.

In the return to office during Delta, you can provide incentives for employees to vaccinate rather than punishing those who don’t. The Equal Employment Opportunities Commission (EEOC) has said that you can offer a reward as long as it is “noncoercive.” So, yes, you can offer a $500 reward to employees who receive a vaccine against COVID-19.

3. Extend working from home

Rather than implementing mask rules, mandating vaccines, or requiring people to test for COVID regularly, you should extend working from home if possible instead of asking employees to returning to office during Delta. Indeed, not all employees can (or should) work from home, but those who can should continue to do so.

This may be the easiest way to reduce the risk for your employees – even vaccinated employees. People with health concerns are the ones that remain at the highest risk from COVID-19.

If an employee requests to work from home, and there is any way to make that happen, you should strongly consider allowing the employee to do so.

4. Prepare for school shutdowns

Unlike last school year, most schools are open for in-person schooling. This is important for your employees, as they rely on schools not only for education but for babysitting. Last school year, children who were doing online school required a parent at home to monitor and help – which created a difficult situation for many working parents.

However, the Delta Variant seems to spread quickly – more than previous COVID incarnations – which means that just because schools are open today, they may not be tomorrow. That’s doubly so because vaccines for younger children are not yet available, making them more vulnerable to infection. Most likely, you will see individual schools or classes put into quarantine to stop a local outbreak rather than an entire state closing its doors.

If you plan for this, it won’t be a shock when your employees call in because their kids are quarantined and have no childcare. Don’t punish or terminate employees who are stuck in this situation – it should not count as a performance issue if the schools shut down.

Talk with your employees now about plans for dealing with school shutdowns. If you make a plan today, the impact will be less than if you wait until the school boards make a decision.

5. Prepare for angry employees

No matter what decision you make as a business owner, you will not have 100% happy employees. If you mandate vaccines, some employees will quit, or you will have to fire them for not being vaccinated. Some employees may quit if you don’t require vaccines because they don’t feel safe at work.

If you mandate masks for everyone, you may get a revolt from some employees who feel that this is an overreaction. If you don’t mandate masks, you may find other employees complaining that you aren’t doing your best to create a healthy workplace. Damned if you do, damned if you don’t.

You need to take health and local sentiments into consideration. It’s a balancing act, and what is best for your business may not be best for the business across the street. Who is your clientele? A nursing home should have different requirements than a fast-food restaurant down the road.

You will need to explain your decision to your employees. Consult with a local employment attorney before announcing your policy.

6. Require COVID testing

You can require mandatory COVID-19 tests regularly. Some businesses want unvaccinated employees to pay for these tests as a punishment for not receiving the COVID-19 vaccine, but this is not a good idea. First of all, free COVID tests are available in all states. Second, if free tests aren’t available in your area, you should pay for them. Employment attorney Jon Hyman explains:

“EEOC guidance strongly suggests that the ADA requires employers to cover the costs of COVID-19 testing. The EEOC’s Enforcement Guidance on Disability-Related Inquiries and Medical Examinations of Employees Under the ADA provides that an employer must pay for all medical exam related costs when an employer requires the examination because the employer reasonably believes the employee poses a ‘direct threat.’”

The only way out of this

Everyone is tired of COVID, and the Delta Variant doesn’t help. But, we’ve either got to get sick or get vaccinated to get done with this. The Delta Variant spreads faster than the original virus, and even vaccinated people can still (occasionally) get sick. However, if you are vaccinated, you’re much more likely to have a mild case.

Whether you decide to mandate vaccines or require masks, encourage your employees to receive the vaccine. The CDC just approved a third dose for people who are immunocompromised. Let your employees know about this as well.

Let’s all work together so that we can end the pandemic and return to the office – and get back to normal life.

The post Return to office and the Delta Variant: How do you manage it? appeared first on Recruiting Resources: How to Recruit and Hire Better.

Here’s what we’ll cover:

• Evaluating free vs. paid applicant tracking software
  • Features you can expect on a free ATS plan
  • Features likely to be missing from a free ATS
• Who are free applicant tracking systems suitable for?
• Signs a paid ATS may be more beneficial for your business
• Top 5 best free applicant tracking systems
  • SmartRecruiters
  • Zoho
  • BreezyHR
  • Recruitee
  • Teamtailor

Evaluating free vs. paid applicant tracking software

Luckily, there is applicant tracking software available for any budget or business need. Rather than just choosing one from our list, check out the pros and cons of each to see what is right for your organization. After all, there’s no reason to pay for a level of service you don’t need and won’t use, but free applicant tracking systems do have limits to what they can offer.

Features you can expect on a free ATS plan

So what kind of features come standard with most free ATS plans?

1. Seamless job posting

One of the most useful tools an ATS can offer is the ability to post job listings across many platforms at once. This saves time and effort for your HR department.

2. Resume aggregation and management

When applications start coming in from the many places you posted your job listing, an ATS can help you aggregate and sort the resumes that you receive. Free applicant tracking systems have features built in to allow you to search for candidates in your applicant pool by background, job title, skill set, and other factors. This helps you pull the most qualified candidates for further research and interviews.

3. Communication & automation

Many free applicant tracking systems also come with communication features that streamline the applicant management process. This means that key elements of the communication process with job applicants – such as email communication, interview scheduling, and first-round interviews – can be automated in order to save time and labor costs. Depending on the type of free applicant tracking system you’re using, this can range from simple communication features to full, large-scale process automation.

Features likely to be missing from a free ATS

Free applicant tracking systems may have a lot of time-saving features to offer, but paid applicant tracking systems have some seriously useful features that you just can’t get with a free plan. These may include:

1. Unlimited job postings

Free applicant tracking systems often have limits on the number of job listings you can post at a time. They might also limit the number of websites that they cross-post your job listing on, whereas more robust paid plans offer access to many websites at once and unlimited job listings.

2. Resume storage, CRM-style

This feature stores applications and resumes submitted in a searchable database that your HR team can access at any point in the future, essentially giving you a ready-made talent pool of candidates interested in your organization, even if they were not selected for the role they originally applied for. Free ATS’ usually have limits on how long your resumes can be stored for, if they retain them at all. However, know that the recent growth in data privacy legislation will require more attention on compliance than in the past.

3. Social media functionality

A free applicant tracking system can aggregate and filter applications for your HR department, but it usually can’t pull information from social media as well. A premium ATS finds candidates through their social media profiles as well as through submitted applications. This broader candidate pool is a huge asset!

4. Analytics

Another paid feature is data analytics for your talent pool. A paid applicant tracking system can gather and analyze data on your candidates. It can also monitor for compliance and DEI goals when using candidate surveying tools.

5. Mobile compatibility

When you use a free applicant tracking system, you pay with less access to features like mobile compatibility. With so much work activity done on the go these days, it may be worth paying for a system that includes a native app or, at the very least, is mobile compatible.

6. Ad free & secure

One way that companies can afford to release free applicant tracking systems is by running ads on their systems. This not only makes for a distracting and messy user experience, but also poses potential security risks.

7. Scalability

Due to their limited features, free applicant tracking systems are not great for businesses that may need to quickly scale up in the future. If your business is growing quickly, it’s a good idea to invest in an ATS that can handle a higher load of applications.

Who are free applicant tracking systems suitable for?

Free applicant tracking systems aren’t the best choice for everyone. There are real limits to the features they offer, and in many cases, paying for an upgraded program is far more cost-effective. Here are some scenarios where a free applicant tracking system may work best for your organization:

1. Your recruitment process is pretty simple

There’s no need to overcomplicate something if it’s already working for your business. If your recruitment pipeline is simple yet effective, a free ATS may be all you need.

2. You only hire a few candidates each year, or have a small recruiting budget

If you only fill a few job openings each year, it may not be worth the cost of a paid ATS to fill those openings. A free ATS can get the job done in this scenario, with limitations.

3. You have an IT team that can alter open-source software for your ATS

There are a few open-source ATS solutions out there. If you have an in-house IT team with the bandwidth to tweak and customize this open-source software for your company, that may be a better solution than paying for a full service ATS. Bear in mind, however, that you’re also limiting yourself to your IT team’s capabilities and while the ATS is “free”, the amount of hours invested in customizing the open-source ATS solution can be seen as an added expense.

Signs a paid ATS may be more beneficial for your business

If you have a feeling that your organization could benefit from a more sophisticated program with better features, here are some signs a paid ATS could be worth it for you:

1. Your hiring process is complex

Larger businesses with complicated talent pipelines can benefit from the features offered by a paid ATS. A paid applicant tracking system can help you standardize your recruitment process. It can also make continuous hiring a breeze, which is great for industries with high turnover.

2. You hire many people per year

The cost of a wrong hire is a price no business can afford to pay. But the larger your organization is, the more likely you are to be hiring for a number of management positions, which can be some of the most costly to hire or replace. A paid applicant tracking system with better features will easily pay for itself in an organization that hires many people each year.

3. You want to free up time for your HR/recruiting staff

With the automations, streamlined communication, and analytics offered with most paid applicant tracking systems, your HR team will save valuable time that can now be spent on resolving internal matters or interviewing high-value candidates. A paid applicant tracking system will also keep your hiring team on the same page throughout the hiring process.

4. You want to keep track of standout applicants

A paid applicant tracking system often includes the ability to store resumes from applicants in an easy-to-use database, allowing hiring managers to search the database for qualified candidates, even after the position they applied for is filled. Again, as above, be mindful of compliance considerations when storing candidate data.

5. You want to find the most qualified candidates

Free applicant tracking systems simply can’t compete with the premium features offered by paid versions. If easily finding the most qualified candidates is your top priority, it’s probably worth investing in a service that will truly get the job done.

6. You want to audit your recruiting process for efficiency

Is there time waste in your HR or recruiting department? Has your organization gone through the frustrating process of multiple bad-fit hires? The automation and other features that a paid ATS offers can help your leadership pinpoint and correct areas of inefficiency and waste.

Top 5 best free applicant tracking systems

But not every organization can afford or needs what a paid applicant tracking system has to offer. If you’re still interested in trying out a free applicant tracking system, here’s a breakdown of the five best free programs out there and what each of them has to offer.

SmartRecruiters

SmartRecruiters offers tons of features for large firms to recruit and hire; their free version is great for smaller companies who are looking to fill fewer positions. Unlike many free applicant tracking systems, their free version offers most of the same features of their paid version, the main difference being limits on the number of active job postings they allow.

Zoho

Zoho’s free applicant tracking system is tailored for recruiting and staffing firms, so if you’re in another industry, you might want to take a look at the other free ATS’ listed here. That being said, it has many useful integrations like evaluation management, job description templates, and background check software.

BreezyHR

BreezyHR is one of the few applicant tracking systems to offer a limited version for free forever, rather than just a short free trial of the full version. Highly rated by software review site Capterra for its robust features, Breezy offers many features other ATS’ don’t, like skill assessment and a native video interview system. The free version only allows for one active position and one active talent pool at a time.

Recruitee

While free only on a trial basis, Recruitee is a highly flexible ATS with all the features you’d expect from a free ATS: resume search, job posting, and interview scheduling automation. It also offers integrations for internal HR processes, like recruitment goal checking, and workflow management. Recruitee does not include onboarding software.

Teamtailor

Like Recruitee, Teamtailor offers a free trial as opposed to an outright free option. With branding features, an easy-to-use interface, integrated onboarding, and mobile compatibility, Teamtailor is yet another great option.

Olivia Jones is a freelance writer and marketing consultant. She helps companies create compelling content. Learn more about what she does on her website or connect with her on LinkedIn.

The post The best free applicant tracking systems appeared first on Recruiting Resources: How to Recruit and Hire Better.

This responsibility might be something that founders, executives, office managers or HR generalists can share at the early stages of a company’s life. But soon, it becomes apparent that you need one person, someone senior who can put the right policies in place and help your company maintain its momentum. In short, you need an HR manager.

How do you know it’s time to hire an HR manager?

When the law requires it

The most important factor you need to consider is legal obligations. Ask your attorney to fill you in on relevant local or national laws that might apply to your company at present and in the future.

For example:

• US companies with more than 15 employees must comply with Title VII of the Civil Rights Act which instructs you to make sure you don’t discriminate against protected characteristics, intentionally or unintentionally.
• US companies that reach 50 employees must comply with the Family and Medical Leave Act which means that you are now required to grant leave to employees who are sick or tending to sick family members.
• Federal contractors must implement and manage an affirmative action program and keep records of relevant hiring and employee data, in addition to other compliance requirements.

Completing these administrative tasks can be a full-time job that executives or other employees can no longer maintain on their own. And if your company isn’t diligent or focused enough on these tasks, you may fall on the wrong side of compliance.

When you realize you need help

You may also consider hiring a good HR manager if you notice issues in people management within your company. For example, in smaller firms, high employee turnover means regularly working to replace a sizable chunk of your employee base. This can slow down operations and makes it harder for you to establish a work culture. An HR professional can investigate and optimize the process.

Also, if you have a vision about your workplace, as many growing companies usually do, you might need help to make that vision a reality. You want employees to be happy and productive, so you’re thinking about perks and benefits. But not every employee wants perks like ping pong tables and free snacks. They may prefer better health insurance or work from home options. An HR manager can determine what your employees really want and put those programs into place.

How do you start your hiring process?

Determine your needs

Do you need someone to think about the big picture and build an HR strategy, or someone to get into the weeds and manage small but important daily tasks? If you’re a business looking to grow aggressively, hire someone senior and strategic and give them authority to build their team as needed. These people command higher salaries, but it’s good to hire them early to set up your company for success, especially when it comes to recruiting. You’ll need someone who can design an effective hiring process, so you can consistently select the best talent as your company grows.

If you’re working on a tight recruiting budget, hire a less senior but promising HR professional to handle your daily procedures with a plan to promote them to a strategic role (or hire an HR director later on). You could also consider working with an independent consultant on higher-level HR concerns.

Flesh out the job description

A good job description will help you throughout your hiring process. You can post it to job boards or send it to people in your network. This job description will be the basis for selecting the right interview questions when you evaluate candidates. Here’s how to start building the job description:

• Find a template online so you won’t have to deal with a blank page. Use an HR manager job description but consider also searching for sample job descriptions for HR directors, HR business partners or HR administrators, since the job title can differ while duties remain the same. These will help you determine what to look for when hiring an HR manager.
• Sort the job duties on the template and include only those relevant to your needs. For example, if you want help with legal obligations, you need someone who knows labor legislation and compliance. If you want someone to design an effective and creative recruiting process, ask for relevant experience. Here’s a list of soft skills HR people ideally possess in the modern workplace:
  • Reliability
  • Flexibility and open-mindedness
  • Analytical thinking
  • Leadership and conflict management skills
  • Tech savviness (knowledge of HR systems)
• Promote your company to attract applicants. When you post the job description on a job board, it’s not enough to present duties and responsibilities. Think about what will encourage people to apply, especially senior professionals who have many job options to choose from. Describe your company’s mission (answering the question; “What do we do that could give a sense of purpose to employees?”) and why your company is a great place to work. Include benefits and a link to your careers page if you have one. For more, read our article on how to write a great job description.

Promote in the right channels

There are many tactics you can employ to find the best candidates. Here are a few:

• Post a job ad. Job boards are effective hiring tools and can result in many good applicants. For HR roles, consider:
  • Indeed
  • Monster
  • Glassdoor
  • LinkedIn
  • SHRM jobs
  • HR Jobs

Since you have determined the characteristics of the person you’re looking for, you can hire a recruiting agency to take over advertising and screening applications. This will save you a lot of time in job posting and resume screening, and will also make it possible for you to advertise in niche channels that specialized consultants know about. Give them the job description and explain what you expect in candidates.

• Tap into your social network. You can find many HR professionals on LinkedIn and Twitter. Ask your connections if they know an HR person who matches your criteria or share your job ad using Twitter hashtags (such as #HR). If you also belong to startup or entrepreneurial groups, ask people who have already hired an HR person for advice. Also, if you want to try niche social platforms, try joining Slack groups or Reddit and build a community there.
• Ask for referrals. Send an email to your employees including the job description and ask them if they have a person in mind that could be the right fit. Since referral is often cited as the most effective source of hire, there’s a good chance you’ll find your best candidate this way.

How do you evaluate candidates?

When you have a shortlist of strong candidates in your hands, it’s time to start interviewing. Use the job description to build interview questions off of the duties and requirements you’re looking for. For example, if you need someone to develop a compensation and benefits system, ask them how they’ve done this before and what the results were. If you want someone with strong leadership skills, ask them to describe their experience leading a team, how they motivated their team members and how they resolved conflicts.

For example, you could ask these or similar interview questions when hiring an HR manager:

• Tell me about your experience leading an HR team/building an HR department. Look for candidates who describe their experience with confidence, give credit to their team members and show they have a leadership style that fits with what you want to see in your company.
• Which would be the first three company policies you’d draft if you were hired and why? Look for candidates who consider legal aspects, present a solid reasoning, and show they’re able to set priorities.
• Describe a time you made a mistake. It’s important to find someone who’s accountable and responsible and learns from their mistakes.
• How would you go about enhancing our company culture/benefits and perks? Look for people who acknowledge the need to investigate the current situation and involve employees in deciding what would improve the workplace. Give bonus points to people who mention studies on culture or benefits.
• Which HR technology tools do you prefer and how would you choose the best ones for us? Look for people who are tech-savvy and can explain why they’d recommend one system over another.
• Describe your hiring approach. How and where do you find talented job applicants? Look for people with solid experience who’ve used a mix of sources and have a good grasp of interviewing techniques.

Your new hire doesn’t need to know everything, but they need to know where to find the information they want. For example, a candidate needn’t have drafted numerous HR policies from scratch, but they need to know that they can find direction on policies in the Society of Human Resource Management (SHRM) website or work off online templates. Similarly, they may not have used or researched HR tools extensively (especially if they’re not very senior), but they should be able to describe a process to evaluate different options.

As far as soft skills go, you want someone who is a good listener and can elaborate on their arguments with confidence. They need to act with diplomacy since employees might not be quick to accept new policies and rules. Avoid being strict about other personality attributes (for example, it shouldn’t matter whether the candidate is introverted or extroverted). However, make sure the person you’ll hire matches your company’s tone. For example, if you’re a relaxed and flexible startup, you don’t want someone with a more regimented approach to the workplace.

Have an honest discussion

During the interview, make sure that you clearly present the challenges your company faces. Talk about processes and policies that you’re missing and what you’d like to achieve in terms of culture and employee engagement. Ask the candidate how they’d start working to that direction and invite them to share additional thoughts.

This approach will help both of you: the candidates will understand what’s expected of them and whether they are qualified, while you’ll be able to determine who seems motivated and has a strategic mind. Look for those who ask you probing questions, those who challenge you with solid arguments, and offer creative solutions for your HR challenges. It’s important to find someone who can say ‘no’ when necessary, but who is also open-minded and subscribes to your vision. With a successful HR manager, you’ll establish a strong, loyal employee base and maximize your company’s potential for success.

The post Hiring an HR manager for the first time – A complete how-to guide appeared first on Recruiting Resources: How to Recruit and Hire Better.

Consequently, to stay relevant and apace with increased competition for new hires, recruiters and hiring managers need to possess sharp talent acquisition skills and have a robust recruitment tech stack to capture the best talent for the position. Recruitment guru Josh Bersin emphasizes the evolution of recruitment and how this is an opportunity for recruiters to really step up their game.

One big step in the right direction is purchasing an ATS and other technologies to support that. If it’s your first time investing in recruitment software, ensure you have the following capabilities in your recruitment tech stack:

1. Employee referral program
2. Chatbots
3. Candidate texting
4. Email automation
5. Social media automation
6. Talent network
7. Virtual recruiting events
8. Job postings
9. Content management system
10. Candidate relationship management

1. Employee referral program

An automated employee referral program helps in creating a solid company culture by building high-performing teams. It reduces the hiring process and costs and, at the same time, getting more high-value future employees.

Most recruitment marketing softwares have built-in employee referral programs. Job openings are automatically sent to the employees’ email addresses with the job description and the ‘refer’ button to submit the referred candidate.

Some of the automation rules or processes you can create with your referral program include:

• Monitoring where the referred candidate is in the hiring cycle and send updates to the referrer.
• Linking your ATS to your payroll system, so referral fees go straight into your employee’s salary.
• Measuring the success of your employee referral program – i.e. number of shares via email or social, number of referred candidates, number of successful hires and the quality of those hires.

Check out our complete guide to employee referrals.

2. Chatbots

Chatbots are a form of AI used in messaging applications. They are automated programs that interact with web visitors like a human would do.

In recruitment, chatbots can help increase your engagement with candidates, hasten the recruitment process, reach out to more candidates, and provide quick answers to their questions.

Chatbots can be the first point of contact after the candidate submits his resume. They can be tasked to contact candidates to explain the overall application procedure.

Chatbots can also gather contact information, answer applicants’ initial questions and schedule interviews. More advanced capabilities include ranking and scoring candidates, enabling recruiters to remove unsuitable candidates for the specific role.

Incorporating chatbots eliminates the HR team’s repetitive tasks so they can focus on more critical activities. In addition, chatbots are easy to scale and can keep the hiring process progressing fast, even when you are inundated with candidates for an open role.

3. Candidate texting

With candidate texting technology, recruiters can send job openings right to candidate’s phones. It is a big help for recruiters, especially during seasonal or bulk hiring or in sectors with a large component of deskless workers and high turnover such as in hospitality or food services.

Plus, with a 98% open rate for SMS and text messages, it’s a great communication tool with assurance that your message will get through.

Recruiters can reach thousands of job seekers quickly with customized text messages. Textbots can automate screening, so the process continues. Since these texts are integrated into the recruiting software, data is collected automatically so interviewers and hiring managers can evaluate whether to pursue a candidate or not.

Another feature is automated intelligent interview scheduling. Texting makes it easier for candidates to reply and confirm interview schedules. Scheduling changes or unexpected cancellations can be communicated instantly.

The automated messages help answer common application questions quickly on the candidate’s side, empowering them to screen and move ahead or out of the recruiting process quickly.

If they’re hired, automated text-based communications will help facilitate the candidate’s onboarding process and provide a seamless candidate experience.

Read more on candidate texting best practices and texting strategies for different scenarios.

4. Email automation

Automated email sendouts allow personalization at scale and can recommend ideal content for every candidate.

Despite being around for some time, HR teams can still capitalize on this marketing strategy to communicate with targeted candidates regularly and stay on top of their minds.

Email marketing automation comes with templates and sequences to save time and resources when reaching out to candidates to introduce the company, announce current job openings, send follow-ups, send alerts for future vacancies, etc.

Once the candidate is hired, you can send an email on the first day of work explaining the onboarding process and setting expectations. The hiring manager can then send a follow-up in six weeks to check how things are going and maybe schedule a call or a lunch.

And then again, if they’re on a fixed contract, emails can be scheduled at a determined later time if they’re reaching the end of their contract and looking for their next opportunity.

5. Social media automation

Social media automation enables recruiters to distribute jobs across Linkedin, Facebook, Twitter, and other social media channels. They can set logic-based rules around which vacancies should be sent to which social networks, the date they should be posted and taken down, based on the performance of specific jobs.

Social job distribution can also broaden the demographics of the target job seekers – a must for any DEI-minded employer – enabling recruiters to broaden the candidate pool by reaching out to media-savvy social applicants.

Recruiters can also compose and edit new content via mobile devices while on the go. This ability to work remotely provides flexibility to deliver other content like blogs, industry updates, company news, etc.

The benefit of using social automation tools ensures that recruitment messaging is consistent across Facebook, LinkedIn, Twitter, Instagram, and other social channels. It also helps you find qualified candidates easily, and add them to your list of potential hires in the future.

Check out our FAQ guide on social media recruitment strategies.

6. Talent network management

You can automate your talent network by adding a form to provide an alternative for candidates to opt in if they don’t complete the application. Having CTAs scattered across your site and content can capture those all-important passive candidates.

Once the candidate opts in, you can set up rules in your recruitment marketing platform to segment talent based on preferences, interests, and skills. You can send preference emails asking the types of content they want to receive and the types of roles they are interested in, and record email opens and links clicked.

To set up your automation, you need to understand and build your target candidate personas and the type of information they are searching for. Then, create a messaging sequence for their journey.

The more targeted your messaging, content, and job you send to your talent network, the better candidate experience you can deliver and possibly, outbid your competitors for those star candidates.

7. Virtual recruiting events

Virtual recruiting events allow HR to expand and diversify the talent pipeline by reaching to them anytime, anywhere. It can also improve your diversity, equity and inclusion (DEI) efforts.

With this software, you can build your events page that allows you to handle interviews and registrations. For career expos, as an example, candidates undergo a screening process set with pre-qualifying questions. They are scored and matched directly towards jobs and recruiters for engagement.

VRE software provides a better candidate experience and avoids wasting each other’s time if they do not match.

Other features include the ability to promote events across social media, manage on-site attendees, capture leads and resumes, and build employer brand by emailing invitations, post-event surveys, and other campaigns for ongoing candidate engagement.

Some virtual events you can adapt to suit your staffing objectives: career expos, professional development events, educational workshops, info sessions, hackathons and creative challenges, theme-based panels or presentations, virtual presentations, and much more.

8. Job postings

A good recruitment marketing platform allows you to automate the process of writing (with pre-defined job description templates) and posting jobs on various free and paid job boards and social media networks within a single platform.

You can also manage your media budget and inventory and even facilitate the use of programmatic job advertising to optimize advertising spend.

Check out our Ultimate Guide to Job Posting.

9. Content management system

Today’s candidates search employers the same way consumers find products and services.

To stand out in the crowd, organizations must build unique candidate experiences through employer brand content and recruitment marketing strategies to attract the right talent. This is called inbound recruiting, as emphasized by Hubspot:To perform inbound recruitment, you need a CMS.

With a CMS (Content Management System), you can quickly and easily create and update content, optimize your job listing and share vacancies on social media, to name a few. You can also integrate your applicant tracking system (ATS) and configure your content to be searchable on search engines.

10. Candidate relationship management

CRM (Candidate Relationship Management) helps you nurture relationships with passive candidates.
With the right CRM, you can:

• Track candidate’s journey during the application process
• Easily build and segment talent pools and cascade targeted communication to the right job seeker at the right time
• Update all your ATS information so you can target the best applicants for open roles
• Automatically track and measure your campaigns’ performance and results to improve future marketing strategies

Your hiring tech stack matters

Talent acquisition is poised to evolve post-pandemic and beyond as recruitment platforms become savvier and more sophisticated, largely due to AI and emerging technologies.

Hence, it would be best to keep abreast of the latest developments in recruitment automation software to stay ahead of competitors in the high-stakes talent game.

Gem Siocon is a digital marketer and freelance content writer at Recruiter Copywriter. She specializes in recruitment marketing and employer branding, helping staffing agencies and recruiters for over 10 years. Connect with her on LinkedIn.

The post Your recruitment automation tech stack: 10 must-haves appeared first on Recruiting Resources: How to Recruit and Hire Better.

Step 1: Estimate your total number of hires

Get an idea of how many people you need to hire by talking to hiring managers. Organize meetings to talk to them about previous hiring budgets, projected hiring needs, upcoming objectives and team-wide skills gaps.

You can also budget your number of hires by using a variety of quantitative methods, including your recruitment yield ratio.

Chart quarterly projected hiring needs in a table like this one:

This table should represent your potential hires. You can use it to budget positions. Make sure to include your hiring plans for expanding teams, along with planned departures.

You should also budget for unexpected vacancies. Calculate your turnover rate for the previous year, either by department or company-wide. This can help you estimate a budget contingency to cover some expected turnover. If you don’t have enough historical data, you can use the average turnover data for your industry.

Based on your planning and estimated turnover, you can calculate the total number of new hires. For example, imagine you employ 400 people and plan to hire 100 more. Without any turnover, you would have 500 employees by the end of the year. If you estimate that 10% of your employees are likely to leave, then you’d need to fill 50 more positions to get to 500 total employees by year’s end. So, you would have to hire 150 people: 50 to replace current employees and 100 to fill new roles.

Step 2: Estimate your basic recruitment costs

Basic recruiting costs can include:

• Job boards. Analyze previous expenses on job boards to draw useful conclusions. How much did you spend on Indeed, LinkedIn or niche job boards? Ask yourself which job boards worked for specific industries (e.g. sales, developers, financial positions). Use your estimated hires to calculate future job board fees.

• Recruiters’ salaries. These costs refer to any in-house recruiters. Add the total cost of their salaries to your budget. As a rule of thumb, you need one in-house recruiter for every 50 hires planned in a year. External recruiters can be a better choice for harder-to-fill and executive positions. External recruiters usually charge about 20 percent of a base salary on a contingency basis. Plan to use a retained search for executive hires, which can cost up to 40 percent of a hire’s base salary.

• Employer branding. This includes all funds you need to establish an employer brand, from attending events (separate from recruiting events) to creating material (e.g. company videos, social media). Track how many quality candidates you meet at each recruiting event, so you can plan to attend the most effective events in the future.

Step 3: Estimate your fixed costs

This category can include:

• Partnerships with universities and institutions. Think of the candidates you sourced from graduate career fairs or campus recruitment events in previous years. How many of them were actually hired? Use this information to calculate how much to budget for partnerships with universities and institutions.

• External recruiting agencies. Many companies rely on external recruiters to do their hiring. Add agency fees to your budget, if this applies to you.

• Recruiting events. Calculate fees, tickets and accommodations for events you’re interested in attending. If you’re not sure, draw on previous event-spending budgets as a guide.

Step 4: Estimate your recruiting technology costs

Factor software fees for recruiting tools (monthly or annually) into your recruitment budget plan. Consider, for example:

• Video interviewing tools like HireVue and SparkHire.
• Coding assessment tools like Codility and HackerRank (integrates with Workable).
• Blind hiring software like GapJumpers.
• Background check services software like Checkr.
• Applicant Tracking Systems (ATS) like Workable.

Step 5: Estimate your recruitment costs to improve hiring

• Add steps to your recruitment and hiring processes. For example, you could use pre-employment testing to screen candidates before interviewing them. Testing fees are usually tied to how many candidates take your tests.

• Implement an employee referral program. Multiply any incentives and bonuses in your employee referral program by the number of hires you expect to come from employee referrals. Historical data will come in handy to determine this number. Also, include any costs to promote and brand your referral program.

Step 6: Estimate your miscellaneous hiring costs

Consider how far your recruiting budget will go. Will you budget a mobile careers page redesign to attract new candidates? Are you willing to fly in candidates for interviews? Will you cover relocation expenses for new hires? It’s best to discuss this with your team early so you can budget properly.

Step 7: Calculate cost-per-hire

Cost-per-hire metrics can help you evaluate and track your budget. You can calculate your cost per hire estimate with this formula:

Internal costs are funds you spend on internal recruiting efforts (e.g. referral programs and recruiters’ salaries). External costs cover all external recruiting efforts (e.g job ad postings and recruiting agency fees).

Calculate your average cost per hire easily with our free tool.

More: FAQ on Recruiting Budget Metrics

How to interpret your estimated cost-per-hire

“Cost-per-hire depends on company size and number of hires. Larger companies making a lot of hires can keep the cost lower than smaller companies. But, generally, aiming for an average cost-per-hire between $3,000 and $5,000 is good practice.”

– Lacey Brandt, Workable CFO

The more people you hire, the lower your cost-per-hire will be. This is because some fixed costs can be spread out over a larger number of hires.

Keep in mind that your cost for each hire will vary. Some roles are harder to fill, so they can be more expensive. So, it’s best to use your average cost-per-hire calculation for general planning purposes, instead of as a guideline for each hire’s cost.

The post How to calculate recruitment costs for budget planning appeared first on Recruiting Resources: How to Recruit and Hire Better.

Basic terms and methods

• What is the “recruitment cycle”?
• What is “full-cycle recruiting”?
• What is “e-recruitment”?
• What are the steps of the e-recruitment process?
• What is the difference between recruitment and selection?
• What are recruiting metrics?
• What recruiting metrics should we track?
• When does the recruiting process begin?
• What are the steps of the recruitment process?
• Why is recruitment so important for new companies?
• What are the common types of recruiting challenges that organizations face?
• What is the role of the hiring manager?
• What are some common methods for Generation Y recruitment?

External recruiting

• What is a “headhunter”?
• How do recruitment agencies work?
• Why should we use a recruitment agency?
• What are some recruiting tools to make my process more efficient?
• What is a Virtual Recruiter?
• What are the pros and cons of using a virtual recruiter?

Recruiting budget

• What should be included in my recruiting budget?
• How can I calculate my recruiting budget?
• How can I build a case for a higher recruiting budget?

Basic terms and methods

What is the “recruitment cycle”?

The recruitment cycle represents the entire recruitment process. This cycle usually starts with job posting and ends with extending job offers or onboarding new hires. Here’s an image of a basic recruitment cycle:

More complex recruitment cycle graphics may include intricate recruiting tasks, like providing interview feedback, conducting background checks and negotiating job offers.

What is “full-cycle recruiting”?

When recruiters do “full-cycle recruiting,” they manage the entire recruitment process from posting job ads and sourcing to interviewing and closing candidates. These “full-cycle recruiters” are trained to perform every recruiting and administrative task throughout recruitment cycles.

For more information on steps within full-cycle recruiting, read our FAQ guides on sourcing, interviewing and hiring processes.

What is “e-recruitment”?

E-recruitment, or online recruitment, refers to using the web, software and other technology to attract, find, evaluate and hire people. Online recruiting methods include:

• Sourcing candidates on professional social media.
• Using an applicant tracking system (ATS.)
• Interviewing candidates online via video interviewing software.

These methods are alternatives to offline recruitment, like posting jobs in newspapers, attending career fairs and collecting resumes through candidate walk-ins.

Most companies combine offline and online recruitment techniques. Technology makes your processes more efficient and helps you reach candidates anywhere. Using offline recruiting channels (e.g. career fairs) allow candidates to connect with you and your company on a more personal level.

What are the steps of the e-recruitment process?

E-recruitment includes all steps of your standard recruitment process that involve the use of web-based technology. Here are some important e-recruitment steps:

• Post job ads on online job boards.
• Seek employee referrals through your Applicant Tracking System (ATS.)
• Source candidates on professional social media or portfolio sites.
• Administer online pre-employment tests.
• Interview candidates using video interviewing software.
• Conduct background checks through a provider that your ATS integrates with.

What is the difference between recruitment and selection?

The words “recruitment” and “selection” describe two distinct phases of your hiring process. Recruitment refers to attracting, finding and engaging candidates. Selection refers to evaluating candidates and ultimately hiring the best among them.

The phrase “recruitment and selection” is used to describe the entire hiring process. Often, the word “recruitment” appears as a general term and includes “selection.”

What are recruiting metrics?

Recruiting KPIs (or metrics) measure how effective and efficient your recruitment process is. Some metrics are expressed as percentages or ratios (e.g. yield ratios), while others are absolute values that you can compare to industry or company standards (e.g. time to hire.) Use them to discover how well your recruitment process works and identify where to improve.

What recruiting metrics should we track?

There are many available metrics. Usually, companies choose to track the following metrics:

• Quality of hire
• Cost per hire
• Time to fill
• Source of hire
• Offer acceptance rate

If you want to dig deeper, add metrics like application completion rate, new hire turnover or hiring manager’s satisfaction with their new hires and hiring process. Choose metrics based on your company’s individual needs.

Gain a deeper understanding of your hiring process and its bottlenecks with Workable’s detailed reports and analytics. Try Workable for free today.

When does the recruiting process begin?

The starting point of your recruitment process can be when:

• Hiring managers identify a need to hire new team members.
• HR or finance approves a job opening.
• Recruiters and hiring managers discuss position requirements.
• Recruiters post a job ad and start receiving applications.

It’d be a good idea to define when recruitment starts at your company with a recruitment policy.

What are the steps of the recruitment process?

The typical steps of a recruitment process vary depending on the role and company. But, most hiring teams will likely go through these steps:

1. Identify the need for a new job.
2. Decide whether to hire externally or internally.
3. Review the position’s duties and requirements and write a job ad to post online.
4. Get approval to advertise the job.
5. Solicit referrals from employees.
6. Select appropriate sources (external or internal) to post job openings.
7. Decide on hiring stages and possible timeframes.
8. Review resumes in company database/ATS.
9. Source passive candidates.
10. Shortlist applicants.
11. Screen and interview candidates.
12. Run background checks and check references.
13. Select the most suitable candidate.
14. Make an official offer.

Each step might have several sub-steps. For example, step 10, which addresses screening and interviewing candidates, may involve pre-employment testing, work samples and multiple interviews.

Why is recruitment so important for new companies?

It’s often said that people are your company’s greatest assets. New companies depend on their people even more than established companies. Here are two reasons why:

• They rely on each employee’s decisions and behavior. New companies haven’t yet developed their business processes enough and depend on their employees’ innovativeness, competence and better judgement to succeed.
• They need to hire for future growth. New companies aim to grow rapidly in terms of revenue, reputation and market share. This means that they have to hire people who will help them scale.

Recruiting is the process that brings the right people on board. Effective recruiting strengthens your company and results in higher growth and productivity. On the flip side, ineffective recruiting can cost an average of $17,000 per one bad hire which new companies can’t afford easily. These companies may also find it difficult to address damages in reputation and employer branding.

See also: What is employer branding?

So, it’s important for companies to choose the right recruitment methods and invest in efficient and effective hiring processes. And, cultivating engagement to retain employees is the next important step.

What are the common types of recruiting challenges that organizations face?

Organizations face multiple recruitment challenges. Here are some that arise often:

• The need to hire quickly. Most companies want to fill their job openings fast, but often face shortages of qualified candidates. This may cause hiring teams to wait longer than necessary for good candidates to enter the pipeline until it becomes imperative to hire someone. This “panic hiring” may often result in bad hires and high costs for companies.

Tip: Posting job ads and waiting for candidates to apply may not always be the fastest approach. Consider proactively sourcing passive candidates through social media or sourcing tools like People Search.

• The need to reduce recruiting costs. Recruiting costs include all costs associated with attracting, communicating and evaluating candidates, as well as costs of internal processes and recruiter salaries. These costs may put a strain on company budgets, especially when it comes to startups and small businesses.

Tip: Track all recruitment costs, from premium job board fees to interviewing costs. Discover which recruitment techniques and sources work for you and invest in them. Consider cost-effective recruitment methods, like referral programs and free job board posting.

• The need to make data-driven decisions. Companies can use recruitment data and metrics to constantly improve their recruiting and make more informed decisions. Hiring teams need ways to compile and organize data in an efficient and streamlined way.

Tip: Invest in an applicant tracking system (ATS) that has the reporting capabilities you need. If you already have an ATS, ask your account manager to show you how to manage data from your recruitment process.

• The need to build a strong employer brand. Your company’s employer brand depends on many factors: from candidate experience to your investment in employee development. It’s challenging to create and enhance your employer brand, but it can result in higher-quality candidates and greater employee retention.

Tip: Create recruitment processes that put candidates first. Use social media and your careers site to showcase your culture, benefits and employee stories. Also, it’s a good idea to monitor feedback on sites like Glassdoor and respond to reviews.

• The need to recruit diverse candidates. Diversity benefits your workplace, but many companies struggle to attract and hire diverse candidates. Unconscious biases and stereotypes are often the reason for this issue.

Tip: Consider creating a blind hiring program. Your ATS might have the option of obscuring candidates’ photos and names. Shift to more effective hiring methods, like structured interviews, and invest in training to help interviewers combat their biases.

What is the role of the hiring manager?

Hiring managers identify the need to hire new team members. They run their team’s recruitment process and lead recruiters, sourcers and other employees who make up their hiring team. Hiring managers:

• Identify the need for new hires and gain approval for new job openings.
• Write job descriptions and craft interview questions.
• Decide who has passed a pre-employment assignment and who will get a second interview.
• Extend a job offer to the best candidate.

In general, hiring managers are in charge of hiring processes. Recruiters are hiring managers’ trusted consultants who help them make informed decisions.

Workable’s applicant tracking system makes it easy to involve hiring managers and set up hiring teams. Improve your team collaboration by trying Workable for free today.

What are some common methods for Generation Y recruitment?

Generation Y, or millennials, is the generation of people born during the 1980s and early 1990s. This generation switches jobs frequently because they don’t like staying static. To recruit millennials, consider these methods:

• Focus more on potential and less on years of experience. Often, companies ask for candidates who have “X years of experience” in a job. Millennials might not meet this requirement due to their job-hopping, but they may still make valuable employees. Ask for transferable, job-related skills, instead of experience.
• Build a strong employer brand online. Millennials are more likely than older generations to use social media to research companies. Aim for positive candidate experience and strengthen your presence on social media (e.g. with photos of life at your company and employee activities.) To reach a wider audience, use multiple social platforms; from Facebook and Twitter which have audiences of all ages, to niche platforms like Instagram and Snapchat, where millennials are more active.
• Invest in referrals. Encourage your employees to refer candidates for positions in your company. Ask your millennial employees to dig into their networks and refer friends, previous colleagues or fellow students. Create an effective referral program to encourage referrals.
• Advertise your perks. Apart from competitive salaries, many millennials value perks like flexible hours and development opportunities. To attract millennials, promote your policies and training and development initiatives on social media and your careers page.

External recruiting

What is a “headhunter”?

Headhunters search for talented people who meet hiring managers’ requirements. Headhunters are mostly responsible for locating candidates, online or offline, and engaging them. Here are some headhunter responsibilities:

• Coordinate with hiring managers to define necessary requirements for open roles.
• Send recruiting emails to passive candidates.
• Join social media groups and professional networks to interact with potential candidates.

Headhunters are usually independent recruiters, but they may also be employed by recruitment agencies. Some Headhunters specialize in recruiting for specific industries or roles.

How do recruitment agencies work?

Recruitment agencies help companies in the initial stages of their recruitment process (e.g. sourcing and shortlisting.) Companies may pay them in two ways:

• Contingency fee. This form of payment means that you only have to pay if you hire candidates your agency recommended. You simply provide your requirements and let the agency find people who seem to be a good fit. Because you pay nothing upfront, this option is low risk. You can usually work with multiple contingency recruiters too.
• Retained fee. This payment option means that you pay your agency an upfront fee. Usually, you will want to give this agency sole responsibility to fill your job opening so they won’t compete with your internal team or other agencies. Retained agencies may offer you information about the job market and present you with diverse recruiting methods and candidates.

Each recruitment agency might have its own terms. Before you sign an agency’s contract, spend some time with the recruiters you will be working with and ask them to present their processes and recruiting methods.

Why should we use a recruitment agency?

Recruiting agencies help make your hiring more efficient by undertaking the initial phases of your hiring process (including resume screening, phone screens and first interviews.) Recruitment agencies are especially useful when you need:

• To meet short-term hiring needs. A recruiting firm finds employees fast, since they have a network of candidates with whom they have built relationships. Staffing firms, which hire candidates as employees and then assign them to clients on a temporary basis, may be useful in this case.
• To enhance your pipeline for a role. A recruiting agency helps you fill your pipeline with qualified candidates, allowing hiring managers to make more informed decisions. You could also hire a recruitment consultant from an agency to help you attract and build long-term relationships with passive candidates.
• To hire for a specialized or executive role. If your internal recruiters have never hired for specialized roles before, they may have to dedicate a lot of time to learn how. Recruiting agencies bring in knowledge of specialized skills, niche job boards and unique sourcing methods.

What are some recruiting tools to make my process more efficient?

Here are a few ways to increase your efficiency as a recruiter:

• Build checklists for standard processes. Checklists help you organize your hiring. Use them to prepare for interviews and screening calls to ensure you have all the information you need before speaking with candidates.
• Use email templates. Personalized emails are important, but you may not always know where to start. Modify templates to ask for referrals, invite candidates to interviews or send interview feedback.
• Invest in recruiting software. Video recruiting software (e.g. HireVue, Spark Hire) saves you time and money when you’re interviewing remote candidates. Applicant tracking systems can also help you manage your hiring stages, store candidate profiles in a searchable database and collaborate with your hiring team.

What is a Virtual Recruiter?

Virtual Recruiters (VRs) are recruiters who work mostly over the Internet and by phone. Their responsibilities are similar to those of office-based recruiters, but they get to choose their work location. Also, VRs are often contractors, rather than employees. Virtual Recruiters:

• Source candidates on social media, blogs, forums and other websites.
• Post jobs on online job boards.
• Conduct initial phone screens and interviews via phone, Skype or other online communication tool.
• Check candidate references.

Some VRs also use applicant tracking systems to create and manage their candidate databases.

What are the pros and cons of using a virtual recruiter?

There are both benefits and downsides in hiring Virtual Recruiters (VRs.) On the positive side:

• They save you money. Because VRs are usually contractors, you can save money on benefits and perks you would offer to employees. Also, VRs have extensive networks in place and can add value to your company fast.
• They may be more productive. Office-based employees may be extremely talented, but commutes and open office noises often take their toll on employees’ productivity. VRs work from wherever they feel comfortable and this can translate to greater productivity and higher job satisfaction.
• They help you find remote candidates effectively. VRs already do their work over online software, so they are trained in using virtual interviews and phone screenings to their advantage. VRs can find and interview remote candidates easily, thus expanding your candidate reach.
• They are more flexible. VRs can organize their time as they need to. For example, office-based recruiters, who have standard working hours and commutes, might face challenges in communicating with candidates in different time-zones. VRs can overcome these challenges more easily.

However, there are some downsides to hiring Virtual Recruiters:

• They may face communication issues. Communicating solely via email and phone can prove challenging. Recruiters can’t drop by a hiring manager’s office to ask a clarifying question and there might be delays when waiting for replies. These barriers can make collaboration difficult and time-to-hire longer.
• They may not fully grasp company culture. Companies may find it tricky to acquaint remote employees with their workplace. This means that VRs might not be able to present and explain your company’s culture to candidates in the most personable way, especially if VRs are contractors and not employees.
• They are hard to manage. If your VR is an employee and not a contractor, you’d have to find ways to monitor their progress and keep them motivated. This may be challenging. Companies may need to arrange frequent meetings and reports and invest in optimal equipment and connectivity for their remote employees.

Recruiting budget

What should be included in my recruiting budget?

First, consider how you usually allocate your recruiting budget. Creating a detailed list of possible recruiting costs will help you build an accurate spending plan. Here’s a list with common costs to include in a recruiting budget:

• Job boards fees: This represents what you pay job boards to display your job openings.
• Candidate assessment costs: These are fees for companies that offer pre-employment tests or coding challenges.
• External recruiter expenses: This is money spent to pay individual recruiters, recruiting agencies or staffing firms.
• Employer branding efforts: These are funds spent on events related to recruiting, like campus recruiting activities and careers fairs.
• Careers page costs: These expenses include the setup, maintenance and redesigning of your careers page.
• Internal recruiters’ costs: Often the highest recruiting line item, this includes recruiters’ salaries, benefits and travel expenses.

Add any other expenses also related to recruiting, like referral program bonuses, travel reimbursements for candidates and applicant tracking system (ATS) costs.

How can I calculate my recruiting budget?

You can calculate your recruiting budget in two ways:

• Use your average cost per hire. Calculate it by adding your actual recruiting expenses from last year and divide by the number of hires you made. Then, multiply your average cost per hire by the number of hires you plan to make this year.
• Add all projected internal and external costs. For example, imagine you plan to hire 50 people next year. If you decide that you need 50 job listings on three different job boards, you can multiply each job board’s fee by 50 and then add all three numbers to get the total projected cost of job boards (part of your external costs.) Also, if you plan to hire more recruiters within that year, add their salaries (part of your internal costs) in your budget.

How can I build a case for a higher recruiting budget?

If you believe that your company should invest more in recruitment, consider building your case around:

• Hiring volume. Chart your company’s hiring trends and calculate how much time you spend on each recruiting task. With this information, you can visualize whether your current team is able to shoulder the workload and make a case for budgeting new team members.
• Recruiting metrics. Data makes your case stronger. Track and present metrics, like quality of hire and source of hire. You could use them to make a case for a larger recruiting team, as well as investing more in effective sources and methods. For example, if referrals are your best candidate source, present data to prove it and follow up explaining the benefits of fully-fledged referral programs.
• Business issues. Be honest about what challenges you’re facing and how they affect your entire company’s business (directly or indirectly.) For example, you might perceive that hiring managers don’t have enough time to evaluate candidates properly, which may result in less qualified new hires than expected. Present possible solutions with data and timelines where you can. In our example, you might suggest that your company invest in pre-employment testing. Your presentation and ideas will help persuade senior management that you have a detailed plan to use a higher budget to your company’s benefit.
• Software. Your recruiting process may have inefficiencies. Look for software that could eliminate these issues and request demos or trials when possible. Once you collect enough information on each option, present how this software will benefit your company in the long run.

The post Recruiting methods FAQ: A guide to terms and strategies appeared first on Recruiting Resources: How to Recruit and Hire Better.

Often, the succession planning process is way down a company’s list of priorities. But critical roles are hard to fill. All businesses need to be ready to respond to employee departures, both planned (like retirements) and unexpected (like career changes).

Here is a comprehensive guide to help you build an effective succession plan:

So, what’s succession planning?

Imagine you’re a football coach. Before a big game, one of your most valuable players announces they’re leaving the team. Do you have players sitting on the bench who have the skills, maturity and motivation to take their place? Well, you should. Succession planning ensures that each key role vacancy will be passed on to an appropriate employee.

Key roles may be leadership positions of any ranking, highly specialized roles or important operations positions. Companies can identify internal talent and prepare (in other words “groom”) them to assume key positions, should the need arise. Succession planning isn’t the same as replacement planning because it doesn’t just focus on temporary solutions. It’s a mechanism to counteract turnover and uncertainty, a way for teams to continue operating successfully in the long-term, even when key players leave.

What is a succession planning process?

Get to know the ground rules:

• Identify current and future needs (succession, skills etc.) based on strategic planning and company vision.

• Find critical roles and identify incumbents’ profiles. C-suite and high level directors are always critical roles, but it’s worth looking at lower level roles too. Gather information on when vacancies might occur (e.g. retirement.)

• Assess key talent. Performance reviews can be the source of this information. Conduct new surveys or reviews, if needed.

• Plan. Determine who can fill which positions and conduct gap analysis to identify the difference between current skills and those needed in the future. Groom individuals and pay attention to their learning and development.

• Reevaluate. Succession plans shouldn’t be put on the shelf. The process of succession planning is ongoing and needs change. Review your plan periodically to keep it current.

Why do I need succession planning when I can recruit?

Recruitment is always important and it’s worth investing in expertise, efficient processes and technology. However, it’s sometimes better to look internally to fill a position. It can help cut recruitment costs and avoid spending valuable time onboarding. If you promote from within, you’d be filling a critical position with someone who already knows your company’s history, objectives and vision. And it supports retention and enhances employee engagement by demonstrating that you value your employees and want to give them opportunities for advancement.

How can I build an effective succession plan?

Ensure you’ll make the most out of your plan by considering the following tips:

Create a formal process

Especially in small businesses, there’s a tendency to overlook formal processes for succession planning. But a formal process promotes consistency and can be communicated more easily to everyone involved. It’ll support visibility and effectiveness. Don’t aim for a rigid process though. Guidelines can be more useful for people to reference.

Communicate properly

Companies use succession plans when incumbents retire, get promoted or pursue new opportunities. Communicating those plans ahead of time can positively impact your employees. Employees (and potential employees) will see you invest in talent. Trust and loyalty will be enhanced. It may also help morale remain high as they won’t have to worry about what’ll happen if a leader leaves.

Plan across all ranks

Succession planning used to be just for executives. But just focusing on executives means you could overlook people in other key positions. It’s important to have more than just a CEO succession planning process. After all, lower level employees are more involved with everyday operations than the C-suite or board of directors.

Build the appropriate training plan

Succession plans don’t work without training plans. People who can fill critical positions now may have outdated skills by the time succession rolls around. Likewise, people who may not be ready to fill certain positions yet might be the best choices after the right training and coaching. The succession planning process flow should be developed alongside training plans. Try to train employees for future roles as well as their current role.

Look for external opportunities

Large businesses have a wide range of internal choices to fill positions. Smaller companies may sometimes need to turn to the outside world to build their positions’ talent pipelines. You can create an external pool of talent by always looking for great candidates. For example, you can interact with key people on social networks to build rapport and then reach out when succession issues arise.

Proactive sourcing gives you a head start on filling positions. Download our free sourcing guide.

Encourage a culture of learning

If employees gain a lot of skills, there’s good chance they’ll be able to advance to critical positions. Succession planning process steps like mentoring, shadowing and job rotation to foster a culture of continuous learning and development.

Think about motivation

Not all employees will agree with your plans to place them in the critical position you have in mind. They may have other plans. Don’t indiscriminately include people in your succession planning. Talk to them about their career goals before critical positions become vacant. Otherwise, you may have to start looking for a successor from scratch in a time crunch.

Create an emergency succession plan

Although you can anticipate and plan for retirement and promotions, people may leave their positions unpredictably. In these cases, replacement plans can help. Replacement plans don’t really need training plans or talent pipelines like succession plans. But it’s important to identify a couple of people that can step in and save the day. Look for people who can act as interims until you find a real successor.

The post Succession planning: a guide to get it right appeared first on Recruiting Resources: How to Recruit and Hire Better.