Make sure that you are interviewing the best insurance broker candidates. Sign up for Workable’s 15-day free trial to hire better, faster.

5 good Insurance Broker interview questions

1. How much did you sell at your previous firm and how much do you project to sell this year?
2. Do you specialize in a line of business? If so, which one(s)?
3. Do you currently have a book of business in play?
4. How much have you produced in terms of sales?
5. Can you give us a market insight?

Here are 5 essential interview questions with sample answers to help you identify the best candidates for this role.

1. How much did you sell at your previous firm and how much do you project to sell this year?

This question assesses past performance and future goals.

Sample answer

“Last year, I sold policies worth $1 million at my previous firm. Given the opportunities here, I project to sell around $1.5 million this year.”

2. Do you specialize in a line of business? If so, which one(s)?

Specializations can cater to specific client needs.

Sample answer

“Yes, I specialize in health and life insurance. I’ve found that focusing on these lines allows me to provide more tailored solutions to clients.”

3. Do you currently have a book of business in play?

This gauges the broker’s current client base.

Sample answer

“Yes, I have an active book of business with a mix of long-term clients and newer ones I’ve acquired over the past year.”

4. How much have you produced in terms of sales?

Understanding past sales gives insight into the broker’s performance.

Sample answer

“Over the past five years, I’ve produced sales totaling around $5 million, with consistent growth year over year.”

5. Can you give us a market insight?

This tests the broker’s knowledge of current market trends.

Sample answer

“Certainly. With the recent health crisis, there’s been a surge in demand for health insurance policies, especially those covering critical illnesses. It’s essential to stay updated with such trends to cater to client needs.”

What does a good Insurance Broker candidate look like?

An ideal Insurance Broker candidate should have a strong track record of sales, a deep understanding of insurance products, and the ability to build and maintain client relationships. They should be proactive, knowledgeable about market trends, and possess excellent communication skills to explain complex policies in simple terms.

Red flags

Be wary of candidates who lack knowledge about current market trends or seem unfamiliar with basic insurance products. A lack of enthusiasm for building client relationships or an overemphasis on hard selling without understanding client needs can also be concerning.

The post 5 real-life Insurance Broker interview questions appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is the employment agreement policy?

These agreements are essential in setting clear expectations, defining roles and responsibilities, and protecting the rights of both parties. By having a standardized policy, your organization ensures that all employment agreements are consistent, fair, and in line with organizational values and legal requirements.

An employment agreement policy should include:

• A clear description of the employee’s job duties and responsibilities
• Details about compensation, including salary, bonuses, and benefits
• Information about employee benefits, such as health insurance, retirement plans, and paid time off
• Provisions for terminating the employment relationship, including notice periods, severance pay, and non-compete clauses

Is there a difference between an employment agreement and an employment contract?

An employment agreement and an employment contract are terms that often get used interchangeably, yet they carry different implications and are utilized distinctly in various global contexts. 

The term employment agreement, predominantly used in the U.S., generally refers to a broader, sometimes informal understanding between employer and employee, which may or may not be legally binding. 

Conversely, employment contract is a term more common in European countries and Canada, typically referring to a formal, legally binding document that meticulously outlines the terms and conditions of employment, including specific job responsibilities, duration, compensation, and other pertinent terms.

Step-by-step instructions for writing your own employment agreement policy

1. Review existing policies and agreements: Start by reviewing your organization’s current policies and agreements related to employment, including offer letters, contracts, and handbooks. Identify any gaps or areas that need clarification.
2. Define job duties and responsibilities: Clearly outline the employee’s job duties and responsibilities. This section should provide a detailed description of the employee’s role, including specific tasks and expectations.
3. Determine compensation and benefits: Outline the employee’s compensation package, including salary, bonuses, and benefits. Provide details about health insurance, retirement plans, and other perks.
4. Establish termination procedures: Explain how the employment relationship can be terminated, including notice periods, severance pay, and non-compete clauses. Be sure to include provisions for both voluntary and involuntary termination.
5. Include confidentiality and non-disclosure agreements: If appropriate, include provisions that protect your organization’s confidential information and intellectual property.
6. Review and revise: Once you have drafted the policy, review it carefully and make any necessary revisions. Seek input from legal counsel and other relevant stakeholders.

7. Implement and communicate: Once the policy is finalized, implement it immediately and communicate it clearly to all employees. Make sure everyone understands their rights and responsibilities under the new policy.

Employment agreement policy template

[Organization Name] 

Employment Agreement Policy

1. Brief & purpose

This policy outlines the terms and conditions of employment for [Organization Name] employees. It is designed to provide a clear understanding of the expectations and responsibilities of both the employee and the organization, and to establish a positive and productive work environment.

2. Job duties and responsibilities

The following job duties and responsibilities apply to all [Organization Name] employees:

• Position description: Each employee shall have a clear understanding of their position description, including specific job duties and responsibilities. This information shall be provided to the employee upon hiring and updated as necessary.
• Performance expectations: The organization shall establish performance expectations for each position, including measurable goals and objectives. Employees are expected to meet or exceed these performance expectations to maintain their employment status.
• Work schedule: Employees shall adhere to a regular work schedule, unless otherwise approved by management. The organization reserves the right to modify work schedules as needed to meet business needs.
• Job requirements: Employees are expected to perform their job duties in accordance with established policies, procedures, and standards. They must also comply with any applicable laws, regulations, and industry standards.
• Professional development: The organization encourages professional development and may provide opportunities for training, education, and career advancement. Employees are expected to take advantage of these opportunities to enhance their skills and knowledge.
• Collaboration: Employees are expected to collaborate with colleagues, departments, and other stakeholders to achieve organizational goals and objectives. They must foster a positive and respectful work environment that promotes teamwork, open communication, and mutual respect.
• Compliance: Employees must comply with all organizational policies, procedures, and guidelines, as well as any applicable laws, regulations, and industry standards. They must immediately report any violations or suspected violations to their supervisor or HR representative.
• Confidentiality: Employees must maintain confidentiality regarding sensitive information, including client data, financial reports, and trade secrets. They shall not disclose such information to unauthorized individuals or entities without prior written consent from the organization.
• Intellectual property: Employees agree to assign all intellectual property rights to the organization for any inventions, designs, patents, copyrights, trademarks, or trade secrets developed during their employment. They shall not claim ownership or compensation for such intellectual property.
• Return of property: Upon termination of employment, employees must return all organizational property, including equipment, software, documents, and confidential information. They shall also delete any confidential information stored on personal devices or cloud storage services.
• Non-Compete clause: For a period of [X] years after termination, employees agree not to engage in any activity that is in competition with the organization’s business. This includes starting a competing business, working for a competitor, or soliciting clients or employees.
• Dispute resolution: Any disputes arising from this policy shall be resolved through binding arbitration, in accordance with the rules of the American Arbitration Association. The parties agree to share equally in the costs of arbitration.

3. Compensation and benefits

Salary: The employee shall receive a salary of $X per year, paid in equal installments on the last day of each month.

Bonuses: The employee may be eligible for bonuses based on individual or company performance. Any bonuses will be paid in accordance with the organization’s bonus policy.

Benefits: The employee shall be entitled to the following benefits:

• Health insurance: The organization will pay 80% of the premium cost for health insurance coverage for the employee and their dependents.
• Retirement plan: The organization will contribute 4% of the employee’s salary to a retirement plan, subject to a maximum contribution of $X per year.
• Paid time off: The employee shall be entitled to X days of paid vacation per year, plus X days of sick leave per year.
• Other perks: The organization will provide X other perks, such as gym membership, free parking, and a flexible work schedule.

4. Termination procedures

• Notice periods: The employee must provide at least X weeks’ written notice prior to terminating their employment with the organization.
• Severance pay: In the event of involuntary termination, the organization will pay severance pay to the employee equal to X weeks’ salary.
• Non-compete clauses: For a period of X years after termination, the employee agrees not to engage in any activity that is in competition with the organization’s business.

5. Confidentiality and non-disclosure agreements

The employee acknowledges that they have access to confidential information and intellectual property belonging to the organization. They agree to keep this information confidential and not disclose it to anyone without the organization’s prior written consent.

6. Review and revision

This policy may be reviewed and revised from time to time by the organization, and the employee will be notified of any changes.

7. Implementation and communication

This policy is effective immediately and supersedes all previous policies related to employment agreements. The organization will communicate this policy to all employees and ensure that everyone understands their rights and responsibilities under the new policy.

8. Governing law

This policy shall be governed by and construed in accordance with the laws of [State/Province].

9. Entire agreement

This policy constitutes the entire agreement between the employee and the organization regarding employment terms and conditions. No other agreements, representations, or warranties have been made.

10. Amendments

This policy may be amended from time to time by the organization, and the employee will be notified of any changes.

By signing below, the employee acknowledges that they have read, understood, and agreed to the terms and conditions outlined in this policy.

Employee signature: ________________________________ Date: _______________________________

Organization signature: ______________________________ Date: ______________________________

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Employment agreement policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Make sure that you are interviewing the best talent acquisition specialist candidates. Sign up for Workable’s 15-day free trial to hire better, faster.

7 good talent acquisition specialist interview questions

1. In your opinion, what are some of the ways in which our company can find better candidates?
2. Can you explain the steps of your talent acquisition process?
3. With regard to the most recent job you filled, how did you identify the best candidates?
4. What skills have you developed that make you a great talent acquisition specialist?
5. How did you get into talent acquisition?
6. How would your previous employer describe you?
7. Why do you want to work for our company?

Here are 7 essential interview questions with sample answers to help you identify the best candidates for this role.

1. In your opinion, what are some of the ways in which our company can find better candidates?

This question seeks to understand the candidate’s innovative approaches to sourcing top talent and their ability to tailor strategies to specific company needs.

Sample answer:

“In my opinion, leveraging employee referrals, attending industry-specific networking events, and utilizing advanced AI-driven recruitment tools can significantly improve the quality of candidates. Tailoring job descriptions to be more inclusive can also attract a diverse talent pool.”

2. Can you explain the steps of your talent acquisition process?

This question aims to gauge the candidate’s systematic approach to recruitment and their understanding of the entire hiring lifecycle.

Sample answer

“Certainly! My process begins with understanding the job requirements, followed by sourcing candidates through various channels. I then screen resumes, conduct initial interviews, and coordinate with hiring managers for further rounds. After final interviews, I assist in the offer process and onboarding.”

3. With regard to the most recent job you filled, how did you identify the best candidates?

This question delves into the candidate’s recent experience and their ability to discern quality candidates from the pool.

Sample answer

“For the recent role, I focused on candidates with specific technical skills. I used a combination of behavioral and situational interviews to gauge their expertise and cultural fit. Feedback from team interactions also played a crucial role in the final decision.”

4. What skills have you developed that make you a great talent acquisition specialist?

This question assesses the candidate’s self-awareness and the value they bring to the role.

Sample answer

“Over the years, I’ve honed my skills in active listening, negotiation, and data-driven decision-making. My ability to build strong relationships with both candidates and hiring managers sets me apart.”

5. How did you get into talent acquisition?

This question provides insight into the candidate’s passion and journey into the recruitment field.

Sample answer

“I started in HR and was always drawn to the recruitment side. The thrill of matching the right candidate with the perfect role and seeing them thrive is what led me to specialize in talent acquisition.”

6. How would your previous employer describe you?

This question evaluates the candidate’s self-perception and their impact on previous roles.

Sample answer

“My previous employer would describe me as a proactive, results-driven professional who always goes the extra mile to find the best fit for the company.”

7. Why do you want to work for our company?

This question determines the candidate’s motivation and alignment with the company’s values and goals.

Sample answer

“I’ve always admired your company’s commitment to innovation and diversity. I believe my skills and experience align well with your values, and I’m excited about the opportunity to contribute to your growth.”

What does a good talent acquisition specialist candidate look like?

A stellar Talent Acquisition Specialist is not just adept at sourcing and interviewing but also understands the company’s culture, values, and long-term goals. They are proactive, data-driven, and possess excellent interpersonal skills to build strong relationships.

Red flags

Over-reliance on traditional methods: If a candidate solely depends on traditional recruitment methods like job boards and doesn’t leverage modern tools like LinkedIn, AI-driven platforms, or social media, they might not be keeping up with the evolving recruitment landscape.

Lack of metrics or data-driven insights: If a Talent Acquisition Specialist doesn’t measure their success with metrics like time-to-hire, quality of hire, or candidate experience, they might not be as results-oriented as the role demands.

Inconsistent communication: If there are inconsistencies in what they say during the interview or between interviews, or if they cannot clearly communicate their processes and strategies, it’s a sign of potential communication issues down the line.

No adaptability to feedback: A candidate who seems defensive or unwilling to adapt to feedback during hypothetical scenarios might struggle with real-time feedback in a team setting.

Lack of passion for the role: If a candidate seems more focused on the perks of the job rather than the core responsibilities or doesn’t display enthusiasm for talent acquisition, they might not be genuinely invested in the role.

The post 7 real-life talent acquisition specialist interview questions appeared first on Recruiting Resources: How to Recruit and Hire Better.

Make sure that you are interviewing the best head of people operations candidates. Sign up for Workable’s 15-day free trial to hire better, faster.

7 good head of people operations interview questions

1. In your previous role, how did you support change within the organization?
2. We have a unique company culture. How do we keep our culture at scale?
3. What metrics do you measure in recruitment analytics?
4. How do you avoid micromanaging your team?
5. What are your top three people initiatives for the year?
6. Why did you leave your prior company?
7. Tell me about your experience in previous roles.

Here are 7 essential interview questions with sample answers to help you identify the best candidates for this role.

1. In your previous role, how did you support change within the organization?

Supporting change within an organization is a complex task that requires strategic planning and effective communication.

Sample answer

“In my previous role, I initiated a series of town hall meetings to communicate the reasons for the change and its benefits. I also established a feedback loop where employees could voice their concerns and suggestions, ensuring everyone felt heard and involved.”

2. We have a unique company culture. How do we keep our culture at scale?

Maintaining a company’s unique culture while scaling is challenging but essential for long-term success.

Sample answer

“To preserve our unique culture, I would focus on clear communication of our core values, invest in leadership training to ensure consistency in management styles, and regularly gather feedback from employees to make necessary adjustments.”

3. What metrics do you measure in recruitment analytics?

Recruitment analytics provide insights into the effectiveness of the hiring process and help in making data-driven decisions.

Sample answer

“I prioritize metrics like time-to-hire, quality of hire, candidate experience, and source of hire. These metrics offer a comprehensive view of our recruitment process’s efficiency and effectiveness.”

4. How do you avoid micromanaging your team?

Micromanagement can stifle creativity and reduce employee morale.

Sample answer

“I believe in empowering my team by setting clear expectations and providing them with the necessary resources. Regular check-ins and feedback sessions help in understanding their challenges and ensuring they are on the right track without being overly intrusive.”

5. What are your top three people initiatives for the year?

People initiatives are strategies aimed at enhancing employee experience and organizational growth.

Sample answer:

“My top three initiatives would be implementing a comprehensive employee wellness program, enhancing our diversity and inclusion efforts, and setting up a mentorship program to foster growth and development.”

6. Why did you leave your prior company?

This question seeks to understand the candidate’s motivations and potential red flags.

Sample answer

“I left my previous company because I was looking for new challenges and opportunities to grow. While I learned a lot there, I felt it was time to step out of my comfort zone and contribute to a different organization.”

7. Tell me about your experience in previous roles.

This question delves into the candidate’s professional journey and accomplishments.

Sample answer

“I have over a decade of experience in people operations, starting as an HR executive and gradually moving up the ranks. In my last role, I successfully led a team of 20 HR professionals, implemented new HR tech solutions, and reduced employee turnover by 15%.”

What does a good head of people operations candidate look like?

A competent Head of People Operations candidate possesses a blend of strategic thinking, excellent communication skills, and a deep understanding of organizational dynamics. They should demonstrate a proven track record of driving change, fostering a positive work culture, and leveraging data to make informed decisions.

Their approach should be people-centric, ensuring that employees feel valued and supported.

Red flags

When interviewing for a head of people operations, several red flags can indicate potential issues. Be wary of candidates who provide vague or inconsistent answers, as this might hint at dishonesty or a lack of clarity about their experience. If they struggle to give specific examples of their past work, they might be exaggerating their qualifications.

A focus on administrative tasks over strategic initiatives can suggest a lack of leadership vision. Avoid candidates who dodge discussions about past challenges or mistakes, as this could indicate an inability to learn from experiences.

It’s concerning if they’re unaware of current HR trends or show poor listening skills. A lack of questions about the company might hint at disinterest, while consistent negativity about previous roles can raise questions about their professionalism.

Ignoring the importance of diversity and inclusion or being defensive when receiving feedback are also significant concerns. It’s crucial to assess not just their qualifications but also their interpersonal skills and alignment with company values.

The post 7 real-life head of people operations interview questions appeared first on Recruiting Resources: How to Recruit and Hire Better.

Make sure that you are interviewing the best CHRO candidates. Sign up for Workable’s 15-day free trial to hire better, faster.

8 good CHRO interview questions

1. What does “culture” mean?
2. How have you measured company culture in the past?
3. Do we have a differentiated culture?
4. How many cultures do you see our company representing?
5. What should be HR’s top priority at this company?
6. What are your top three people initiatives for the year?
7. Discuss your relationship with the CEO and other members of the executive team.
8. Give me an example of when you had to comply with a policy that you didn’t agree with.

Here are 8 essential interview questions with sample answers to help you identify the best candidates for this role.

1. What does “culture” mean?

Culture refers to the shared values, beliefs, and practices within an organization.

Sample answer

“To me, ‘culture’ signifies the collective mindset and behaviors of an organization. It’s the unwritten code that guides how employees interact, make decisions, and approach their work.”

2. How have you measured company culture in the past?

Understanding the metrics and methods used to gauge culture can provide insights into a CHRO’s approach.

Sample answer

“I’ve used a combination of employee engagement surveys, feedback sessions, and attrition rates to measure company culture. These tools help identify areas of strength and opportunities for improvement.”

3. Do we have a differentiated culture?

This question assesses the candidate’s perception of the company’s unique cultural attributes.

Sample answer

“From my observations, your company has a culture that emphasizes innovation and collaboration, setting it apart from many traditional firms.”

4. How many cultures do you see our company representing?

This question delves into the candidate’s understanding of diversity and inclusion.

Sample answer

“While the company has a unified organizational culture, it’s evident that there’s a rich tapestry of sub-cultures representing various departments, geographies, and backgrounds.”

5. What should be HR’s top priority at this company?

Understanding the candidate’s vision for HR’s role can be telling.

Sample answer

“HR’s top priority should be aligning talent management strategies with business goals, ensuring that the company has the right people in the right roles to drive growth.”

6. What are your top three people initiatives for the year?

This question seeks to understand the candidate’s strategic priorities.

Sample answer

“My top three initiatives would be enhancing leadership development programs, implementing a more robust diversity and inclusion strategy, and optimizing talent acquisition processes.”

7. Discuss your relationship with the CEO and other members of the executive team.

The CHRO’s relationship with top executives is crucial for HR’s success.

Sample answer:

“I’ve always maintained a collaborative relationship with CEOs and executive teams, ensuring that HR’s strategies align with overall business objectives and that we’re addressing leadership’s primary concerns.”

8. Give me an example of when you had to comply with a policy that you didn’t agree with.

This question tests the candidate’s adaptability and professionalism.

Sample answer

“At a previous company, there was a hiring freeze policy I didn’t agree with. However, I understood the financial rationale behind it and worked within those constraints, focusing on internal talent development.”

What does a good CHRO candidate look like?

A standout CHRO candidate is more than just an experienced HR professional. They are strategic visionaries who understand the intricate balance between business objectives and human capital. A strong CHRO candidate will have a proven track record of aligning HR initiatives with business goals, driving organizational change, and fostering a culture of continuous learning and innovation. They should be adept at leveraging data analytics to make informed decisions and predict future HR trends.

In terms of interpersonal skills, an ideal CHRO will be an exceptional communicator, able to articulate complex HR strategies to other members of the executive team and ensure that these strategies resonate throughout all levels of the organization. Their leadership style should be both empathetic and decisive, recognizing the value of diverse perspectives while also being able to make tough decisions when necessary.

Furthermore, given the evolving nature of the workplace, a top-tier CHRO candidate should demonstrate a commitment to diversity, equity, and inclusion. They should have experience implementing D&I initiatives and show a genuine passion for creating an inclusive work environment where all employees feel valued and heard.

Lastly, their relationship with other executives, especially the CEO, is crucial. A good CHRO will have experience collaborating closely with executive peers, acting as both a sounding board and a strategic partner. They should be seen as a trusted advisor, someone who brings a unique, people-focused perspective to high-level business discussions.

Red flags

Lack of strategic vision: If a candidate focuses solely on tactical HR tasks without discussing broader strategic initiatives, it might indicate a lack of experience or vision necessary for a CHRO role.

Poor communication skills: A CHRO needs to communicate complex ideas clearly. If they struggle to articulate their thoughts during the interview or don’t engage effectively with different stakeholders, it’s a concern.

No emphasis on data: Modern CHROs leverage data to make informed decisions. A lack of familiarity or emphasis on HR analytics can be a significant gap.

Limited D&I experience: In today’s globalized world, a CHRO without a strong background in diversity and inclusion initiatives might not be equipped to handle the complexities of a diverse workforce.

Overemphasis on past achievements: While past successes are essential, a candidate who doesn’t show a forward-thinking mindset or a willingness to adapt to new challenges might struggle in a dynamic business environment.

Tense past executive relationships: If a candidate hints at strained relationships with past CEOs or executive teams, it might indicate potential collaboration issues in the future.

When considering a CHRO candidate, it’s essential to look beyond their resume and assess their vision, adaptability, and how they approach the ever-evolving challenges in the HR landscape.

The post 8 real-life CHRO interview questions appeared first on Recruiting Resources: How to Recruit and Hire Better.

Make sure that you are interviewing the best compensation and benefits manager candidates. Sign up for Workable’s 15-day free trial to hire better, faster.

5 good compensation and benefits manager interview questions

1. Have you had experience presenting to a board’s compensation committee in a public company?
2. Can you share your experience implementing benefits and creating structures for smaller companies?
3. How have you demonstrated management capabilities, both with people and vendors, in larger organizations?
4. For smaller companies, have you had more hands-on experiences?
5. Do you have specific experience with 401(k) plans, as our company has particular needs in that area?

Here are 5 essential interview questions with sample answers to help you identify the best candidates for this role.

1. Have you had experience presenting to a board’s compensation committee in a public company?

Engaging with a board’s compensation committee is a vital aspect of the role in larger, public companies.

Sample answer

“Yes, I’ve presented to the compensation committee multiple times in my previous role at XYZ Corp. I provided insights on market trends, proposed compensation structures, and ensured our packages were competitive and aligned with company goals.”

2. Can you share your experience implementing benefits and creating structures for smaller companies?

Smaller companies often require more tailored benefits structures due to budget constraints and unique needs.

Sample answer

“At ABC Start-up, I designed a flexible benefits program that allowed employees to choose the benefits most relevant to them, ensuring satisfaction while staying within our budget.”

3. How have you demonstrated management capabilities, both with people and vendors, in larger organizations?

Managing both internal teams and external vendors is crucial for this role.

Sample answer

“In my role at DEF Ltd., I led a team of five and oversaw relationships with multiple vendors. I ensured timely reviews, negotiations, and managed any conflicts or issues that arose, ensuring smooth operations.”

4. For smaller companies, have you had more hands-on experiences?

Smaller companies often require a more hands-on approach due to limited resources.

Sample answer

“Absolutely. At GHI Tech, I was directly involved in every aspect of the compensation and benefits process, from designing to implementing and even addressing individual employee queries.”

5. Do you have specific experience with 401(k) plans, as our company has particular needs in that area?

401(k) plans are a significant component of employee benefits in many U.S. companies.

Sample answer

“Yes, I’ve managed 401(k) plans at both large and small companies. I’ve worked closely with plan providers, ensured compliance, and conducted regular employee education sessions about maximizing their benefits.”

What does a good compensation and benefits manager candidate look like?

An ideal candidate for this role should possess a deep understanding of compensation and benefits structures across various company sizes. They should be adept at data analysis, negotiations, and have a track record of designing competitive packages that align with business goals. Strong communication skills, especially when presenting to senior stakeholders, and a hands-on approach, especially in smaller companies, are also essential.

Red flags

Watch out for candidates who lack experience with diverse company sizes or specific benefits like 401(k) plans if that’s crucial for your organization. A lack of strategic vision or an over-reliance on one-size-fits-all solutions can also be concerning. Additionally, poor communication skills or a lack of confidence when discussing presentations to senior stakeholders might indicate potential challenges in the role.

The post 5 real-life compensation and benefits manager interview questions appeared first on Recruiting Resources: How to Recruit and Hire Better.

Make sure that you are interviewing the best Chief Revenue Officer candidates. Sign up for Workable’s 15-day free trial to hire better, faster.

8 good CRO interview questions

1. How would you run an annual planning process?
2. What forecast process would you implement here?
3. What KPIs do you rely on when managing a business?
4. What sales methodology do you follow?
5. What strategies have you implemented that have successfully decreased churn and/or increased existing customer expansion?
6. How do you best enforce collaboration between sales and customer success?
7. How have you successfully aligned sales and marketing in prior roles?
8. What needs to be included in the Sales Rules of Engagement?

Here are 8 essential interview questions with sample answers to help you identify the best candidates for this role.

1. How would you run an annual planning process?

This question gauges the candidate’s strategic planning capabilities.

Sample answer

“I start by reviewing the previous year’s performance metrics, then gather input from key stakeholders. Based on this, I set clear revenue goals, allocate resources, and outline strategies to achieve these targets.”

2. What forecast process would you implement here?

Understanding forecasting methods is crucial for revenue predictions.

Sample answer

“I’d implement a rolling forecast approach, updated monthly. This allows for real-time adjustments based on market changes and provides a more accurate revenue prediction.”

3. What KPIs do you rely on when managing a business?

KPIs provide insights into business performance.

Sample answer

“I focus on Monthly Recurring Revenue (MRR), Customer Acquisition Cost (CAC), Lifetime Value (LTV), and churn rate. These metrics offer a comprehensive view of revenue health.”

4. What sales methodology do you follow?

Different sales methodologies suit different businesses.

Sample answer

“I’ve found success with the Challenger Sale methodology, focusing on teaching, tailoring, and taking control of the sales process.”

5. What strategies have you implemented that have successfully decreased churn and/or increased existing customer expansion?

Customer retention is as vital as acquisition.

Sample answer

“I introduced a post-sale customer success team dedicated to onboarding and training, ensuring clients derive maximum value from our product, leading to increased renewals and upsells.”

6. How do you best enforce collaboration between sales and customer success?

Seamless collaboration ensures customer satisfaction.

Sample answer:

“I hold joint meetings and set shared goals. This fosters a unified approach where both teams are invested in customer success.”

7. How have you successfully aligned sales and marketing in prior roles?

Alignment ensures consistent messaging and efficient lead conversion.

Sample answer

“I initiated regular sync-up meetings, co-created content strategies, and established a feedback loop, ensuring both teams were aligned in their efforts.”

8. What needs to be included in the Sales Rules of Engagement?

Clear rules prevent internal conflicts and ensure focus.

Sample answer

“The rules should define lead ownership, territory divisions, conflict resolution processes, and guidelines for pricing and discounting.”

What does a good CRO candidate look like?

An ideal CRO candidate should have a proven track record of driving revenue growth, expertise in sales methodologies, and the ability to align multiple teams towards a common goal. They should be data-driven, possess strong leadership skills, and have experience in both customer acquisition and retention strategies.

Red flags

Beware of candidates who lack a clear strategy for aligning sales and marketing or don’t emphasize the importance of customer success in revenue generation. A CRO who doesn’t rely on data for decision-making or lacks experience in diverse industries might not be adaptable to changing market dynamics.

The post 8 real-life Chief Revenue Officer (CRO) interview questions appeared first on Recruiting Resources: How to Recruit and Hire Better.

Make sure that you are interviewing the best junior account manager candidates. Sign up for Workable’s 15-day free trial to hire better, faster.

5 good junior account manager interview questions

1. Discuss a time when you performed an analysis and it was incorrect. What did you do to correct it and what did you learn?
2. Imagine you need additional resources to deliver a project to a client. How would you go about sourcing them?
3. Tell me about a complex problem you faced and the solution you proposed. What alternatives did you consider?
4. How quickly do you make decisions? How do you do it? Do you prefer thinking things through carefully before making a decision or acting on instinct?
5. What is critical to maintaining a strong client relationship?

Here are 5 essential interview questions with sample answers to help you identify the best candidates for this role.

1. Discuss a time when you performed an analysis and it was incorrect. What did you do to correct it and what did you learn?

Understanding mistakes and learning from them is crucial.

Sample answer

“Once, I misinterpreted client feedback, leading to an incorrect analysis. When I realized the error, I immediately informed my supervisor, corrected it, and presented the revised analysis. I learned the importance of double-checking and seeking clarification when unsure.”

2. Imagine you need additional resources to deliver a project to a client. How would you go about sourcing them?

Resource management is a key aspect of the role.

Sample answer

“I’d first identify the specific resources needed, then check internally if they’re available. If not, I’d discuss with my supervisor about outsourcing or reallocating resources from other projects, ensuring timely delivery without compromising quality.”

3. Tell me about a complex problem you faced and the solution you proposed. What alternatives did you consider?

Problem-solving skills are essential.

Sample answer

“A client was unhappy with our initial proposal. I analyzed their feedback, proposed a revised strategy, and considered alternative solutions like bringing in a specialist or using a different platform. The revised strategy was well-received.”

4. How quickly do you make decisions? How do you do it? Do you prefer thinking things through carefully before making a decision or acting on instinct?

Decision-making style can impact client relationships.

Sample answer

“I prefer a balanced approach. For critical decisions, I take time to analyze and think things through. However, in fast-paced situations, I trust my instincts while ensuring I have enough information.”

5.  What is critical to maintaining a strong client relationship?

Client relationships are the backbone of the role.

Sample answer

“Clear communication, understanding their needs, delivering on promises, and being proactive in addressing concerns are critical. Regular check-ins and feedback sessions also help in strengthening the relationship.”

What does a good Junior Account Manager candidate look like?

A strong Junior Account Manager candidate should possess excellent communication skills, a proactive approach to problem-solving, and the ability to manage resources efficiently. They should demonstrate a keen understanding of client needs, be adaptable, and show a willingness to learn and grow within the role.

Red flags

Be cautious of candidates who avoid discussing mistakes or show an inability to adapt to changing client needs. A lack of emphasis on clear communication or not valuing client relationships can also be concerning. Additionally, if a candidate seems indecisive or lacks confidence in decision-making, it might indicate potential challenges in the role.

The post 5 real-life junior account manager interview questions appeared first on Recruiting Resources: How to Recruit and Hire Better.

Make sure that you are interviewing the best staff accountant candidates. Sign up for Workable’s 15-day free trial to hire better, faster.

7 good staff accountant interview questions

1. What do you do to ensure accounting accuracy?
2. If you’re doing a physical inventory account and you find a big difference, what do you do?
3. What documentation do you use when sending invoices?
4. How have you ensured accuracy in your work?
5. How do you manage multiple tasks when an important deadline is approaching?
6. What was your favorite high school course?
7. Are you comfortable using technology on the job?

Here are 7 essential interview questions with sample answers to help you identify the best candidates for this role.

1. What do you do to ensure accounting accuracy?

Ensuring accuracy is fundamental in accounting.

Sample answer

“I consistently double-check my entries and use accounting software that has built-in error detection. Additionally, I stay updated with accounting standards and guidelines to ensure compliance.”

2. If you’re doing a physical inventory account and you find a big difference, what do you do?

Handling discrepancies is a common challenge in accounting.

Sample answer

“I would first recheck the count. If the discrepancy remains, I’d review recent transactions, check for documentation errors, and consult with the inventory team to identify any potential oversights.”

3. What documentation do you use when sending invoices?

Proper documentation ensures clarity in transactions.

Sample answer:

“I use detailed invoices that include item descriptions, quantities, prices, terms of payment, and the client’s purchase order number. I also attach any supporting documents, like delivery receipts or contracts, for reference.”

4. How have you ensured accuracy in your work?

Accuracy is paramount in accounting roles.

Sample answer

“I always reconcile accounts regularly, use automated tools for error detection, and maintain a checklist for monthly closing processes to ensure no steps are missed.”

5. How do you manage multiple tasks when an important deadline is approaching?

Time management skills are crucial in accounting roles.

Sample answer

“I prioritize tasks based on their urgency and importance. I also break down larger tasks into manageable steps and set specific milestones. If needed, I’ll seek assistance or delegate to ensure timely completion.”

6. What was your favorite high school course?

This question provides insight into a candidate’s background and interests.

Sample answer:

“I enjoyed Mathematics the most. It challenged me to think critically and solve problems, skills I use daily as an accountant.”

7. Are you comfortable using technology on the job?

Modern accounting relies heavily on technology.

Sample answer

“Absolutely. I’m proficient in various accounting software like QuickBooks and Excel. I believe leveraging technology streamlines processes and enhances accuracy.”

What does a good Staff Accountant candidate look like?

A strong Staff Accountant candidate should have a keen eye for detail, be well-versed in accounting principles, and possess excellent analytical skills. They should be comfortable using accounting software and have a proactive approach to problem-solving. Good communication skills, both written and verbal, are also essential to convey financial information clearly.

Red flags

Beware of candidates who lack a systematic approach to tasks or are unfamiliar with basic accounting software. A reluctance to adapt to new technology or methods can also be concerning. Additionally, if a candidate seems unsure about basic accounting principles or lacks problem-solving skills, they might not be the right fit.

The post 7 real-life staff accountant interview questions appeared first on Recruiting Resources: How to Recruit and Hire Better.

This is not just a template that you can easily download. We will provide you with a complete set of templates for all the crucial new employee forms, along with valuable tips to streamline your onboarding process. Let’s dive in!

What are new employee forms?

New employee forms are a collection of documents that are filled out by new hires during the onboarding process. These forms serve multiple purposes, including:

1. Compliance

New employee forms ensure that your organization complies with federal and state regulations regarding employment eligibility, taxation, and reporting.

2. Information Gathering

These forms collect essential information about the new employee, such as personal details, emergency contacts, and demographic data.

3. Policy acknowledgment

New employee forms include acknowledgments for company policies, employee handbooks, and benefits information.

4. Documentation

Forms like the Form I-9 and W-4 verify the employee’s eligibility to work in the United States and determine the correct amount of federal income tax withholding.

By having new employees complete these forms, you can establish a solid foundation for their employment journey and ensure a smooth onboarding process.

New Employee forms

Now let’s explore the various new employee forms that are essential for a seamless onboarding process. Each form serves a specific purpose and contributes to the overall compliance and efficiency of your HR operations. Feel free to use the provided links to download the templates and adapt them to your organization’s requirements.

Employment Eligibility Verification (Form I-9)

The Form I-9, also known as the Employment Eligibility Verification, is a crucial document for verifying a new employee’s identity and eligibility to work in the United States. This form is required by the U.S. Citizenship and Immigration Services (USCIS) and must be completed by the employee within three days of their employment start date. As an HR professional, it is your responsibility to ensure that the employee provides the necessary identification documents and that the form is properly completed. You can download the Form I-9 template here.

Federal Withholding Form (W-4)

The W-4 form is used to determine the correct amount of federal income tax to withhold from an employee’s paycheck. It is crucial for HR professionals to provide new employees with this form and ensure that it is completed accurately. The information provided on the W-4 form helps employers calculate the correct withholding amount and ensures compliance with federal tax regulations. You can download the W-4 template here.

State Tax Withholding Forms

In addition to federal taxes, some states require employees to complete state tax withholding forms. These forms help determine the correct amount of state income tax to withhold from an employee’s paycheck. To ensure compliance, it is essential to familiarize yourself with the specific requirements of your state and provide the relevant state tax withholding forms to your new employees. You can find state-specific tax withholding forms on the IRS website.

Statement of Prior Federal Service (SF-144)

The SF-144 form, also known as the Statement of Prior Federal Service, is required for employees with prior federal service. It helps determine retirement benefits and other entitlements based on their previous federal employment. HR professionals should provide this form to new employees who have previously worked for the federal government. You can download the SF-144 template here.

Employee Address Form

The Employee Address Form is specific to Bureau of Labor Statistics (BLS) new employees. It collects essential contact information to ensure effective communication and accurate record-keeping. HR professionals working in the BLS should provide this form to new hires for address verification and contact details. You can download the Employee Address Form template here.

Fast Start Direct Deposit (FMS-2231)

The Fast Start Direct Deposit form is used to set up direct deposit for an employee’s salary. Direct deposit offers convenience for both employees and employers, eliminating the need for physical checks and ensuring timely payments. HR professionals should provide this form to new hires to facilitate the direct deposit process. You can download the Fast Start Direct Deposit template here.

Emergency Information (DL1-65)

The Emergency Information form collects important contact details for an employee’s emergency contacts. It is crucial for HR professionals to have this information on file in case of any emergencies or unforeseen circumstances. HR professionals should provide this form to new employees to ensure the safety and well-being of everyone in the organization. You can download the Emergency Information template here.

Self-Identification of Disability (SF-256)

The SF-256 form, also known as the Self-Identification of Disability form, allows employees to voluntarily disclose their disability status. This information helps organizations track and monitor diversity and inclusion efforts. HR professionals should provide this form to new employees to ensure equal opportunities and accommodations. You can download the Self-Identification of Disability template here.

Ethnicity and Race Identification (SF-181)

The SF-181 form, also known as the Ethnicity and Race Identification form, collects data on an employee’s ethnicity and race. This information is used for statistical purposes to ensure equal employment opportunities and diversity in the workplace. HR professionals should provide this form to new employees to promote inclusivity and track diversity initiatives. You can download the Ethnicity and Race Identification template here.

Appointment of Affidavits (SF-61)

The SF-61 form, also known as the Appointment of Affidavits, is used to appoint individuals authorized to administer oaths or affirmations. HR professionals should provide this form to new employees who may be required to administer oaths or affirmations as part of their job duties. You can download the Appointment of Affidavits template here.

Previous Investigations Check (PIC) (DL1-7007)

The DL1-7007 form, also known as the Previous Investigations Check (PIC), is used to verify whether a new employee has previously undergone any background investigations. HR professionals should provide this form to new hires to gather information about their previous investigations, ensuring transparency and compliance. You can download the Previous Investigations Check (PIC) template here.

Declaration for Federal Employment (OF-306)

The OF-306 form, also known as the Declaration for Federal Employment, collects information about an employee’s suitability for federal employment. HR professionals should provide this form to new employees to gather information related to their background, conduct, and fitness for federal employment. You can download the Declaration for Federal Employment template here.

Remember, these forms are crucial for compliance, information gathering, and policy acknowledgment.

By using our policy templates and following our tips, you can save time and effort while ensuring a smooth onboarding experience for your new hires. 

The post New employee forms appeared first on Recruiting Resources: How to Recruit and Hire Better.

This, of course, requires deliberate planning and self-awareness. You and your teams can’t grow and flourish unless they know their shortcomings well enough such that they can grow out of these shortcomings with smart development and growth.

That’s where a personal development plan can come in incredibly useful. Often referred to as a PDP for short, it’s a roadmap for professionals to not only set goals, but identify the right targets and provide the means to achieve them.

Here’s everything you want to know about a PDP, and we even have a template ready for your use to ensure the holistic development of any professional – not just yourself.

Related: Employee development and the Peter Principle

What is a PDP?

A Personal Development Plan (PDP) is a vital tool that encourages self-awareness, continuous growth, and progression in a professional setting. Not only does it pave the way for skill enhancement, but it also aids in setting clear career objectives.

By having a visual guide and regular check-ins, professionals stay on track, motivated, and accountable.

How is this specific PDP template designed?

This particular template caters to both the professional and the personal side of an employee. It combines both past and present evaluations for a holistic development experience and, more importantly, has a detailed action plan.

That action plan breaks goals down into measurable objectives and then into actionable steps – making an overall development plan more achievable. This ensures clarity, focus, and a tangible sense of accomplishment.

Who should use this PDP?

HR professionals, employers, team leaders, and managers can introduce this PDP template to their teams, irrespective of the scale of the organization.

Honestly, anyone can use this template. It’s ideal for any professional looking to organize, monitor, and accelerate their career trajectory so they can succeed in the areas that they want to grow in.

When should a PDP be used?

Consider the PDP, especially this version, to be dynamic and perpetually evolving. It should be used continuously throughout a professional’s journey, and adapted according to that professional’s progress towards their objectives and goals.

Regular reviews are a must – for example, establish quarterly updates and check-ins to ensure that goals stay relevant and timely, and that accomplishments are celebrated as deserved.

Where can the PDP be implemented?

This PDP can be incorporated into an employee’s annual reviews, onboarding processes, or even as a self-initiated tool by employees looking to optimize their growth and development.

What’s the difference between a PDP and a PIP?

This is important: don’t confuse the PDP with the much-feared PIP. The PDP is a proactive, forward-looking document that outlines an individual’s goals, skills they want to acquire, and steps they plan to take for personal and professional development.

In contrast, a Performance Improvement Plan (PIP) is a reactive tool used by employers to address specific areas where an employee is underperforming, detailing the corrective actions required to meet the expected standards within a set timeframe.

In short: PDPs focus on growth and potential, while PIPs address existing performance deficiencies.

How do I make the most of this PDP?

1. Take time to reflect: The past and present sections encourage a balanced reflection, allowing individuals to understand their roots and celebrate their growth.

2. Set clear goals: Setting 3-5 goals ensures focus without being overwhelmed. By aligning them with professional aspirations and development areas, the goals are both ambitious and relevant. The SMART goals framework can be followed here.

3. Tackle step by step: By breaking down objectives into specific actions and setting deadlines, the path to achieving each goal becomes clear.

4. Review regularly: Scheduled reviews keep the momentum going. They provide an opportunity to celebrate milestones, reassess objectives, or adjust action steps.

Your template for growth

This PDP template isn’t just a tool – it’s a roadmap. It’s your path to personal and professional growth.

Don’t leave professional development to luck or happenstance – you and your colleagues can proactively pursue goals using this deliberate endeavor. The future you will thank you for working the PDP into your regular work habits.

The post Your PDP template: a tool for your team to shine appeared first on Recruiting Resources: How to Recruit and Hire Better.

This not only safeguards the organization legally but also enhances employee morale and trust, knowing their well-being is a priority.

What is an employment short term disability pregnancy policy

An employment short-term disability pregnancy policy is designed to support employees who experience medical complications during their pregnancy, which prevent them from performing their regular job duties.

This policy ensures that affected employees receive a portion of their regular income during their medically necessitated absence. It’s distinct from regular maternity leave, focusing specifically on unforeseen health challenges related to pregnancy.

By having such a policy, organizations demonstrate a commitment to the well-being of their employees, ensuring they can focus on their health without the added stress of financial insecurity.

A short-term disability pregnancy policy should include:

1. Eligibility criteria: Clear guidelines on who qualifies for the benefit.
2. Duration of benefits: The maximum period an employee can avail of the short-term disability.
3. Compensation details: Percentage of regular income provided during the leave.
4. Documentation requirements: Medical certifications or documents needed to avail the benefit.

Is there a difference between maternity leave and short-term disability?

There’s a significant difference. Maternity leave is a predetermined leave period provided to mothers around the time of childbirth or adoption, allowing them to care for their newborn or newly adopted child.

Short-term disability due to pregnancy, on the other hand, is specifically for complications arising during pregnancy that prevent an employee from working. It’s not about the act of childbirth itself but about medical challenges that might arise during pregnancy.

Step by step instructions on how to write a short-term disability pregnancy policy

1. Research and understand laws

Familiarize yourself with federal and state laws related to short-term disability and pregnancy.

2. Define eligibility

Determine which employees qualify, considering factors like tenure.

3. Determine benefit duration

Decide the maximum duration for which the benefit can be availed.

4. Set compensation percentage

Decide what portion of the employee’s salary will be provided during the leave.

5. List documentation requirements

Specify what medical proofs or certifications are needed.

6. Consult legal counsel

Before finalizing, ensure the policy is compliant with all relevant laws.

7. Communicate the policy

Once drafted, communicate the policy to all employees and provide training to HR on its implementation.

Short-term disability pregnancy policy template

Brief & Purpose

At [Organization Name], we understand the unpredictability of health challenges during pregnancy. This policy aims to provide a safety net for our employees, ensuring they can prioritize their health without the added stress of job security or financial instability.

By offering this support, we aim to foster a compassionate work environment where employees feel valued and cared for during critical life events.

Eligibility

All full-time employees of [Organization Name] are eligible for short-term disability leave due to pregnancy complications, provided they have been with the organization for a minimum of 12 months.

This duration ensures that employees have a reasonable tenure with the company, reflecting our commitment to both newer and long-standing team members.

Duration

The standard duration for short-term disability leave due to pregnancy complications is up to 12 weeks. However, we recognize that every individual’s health situation is unique. If an employee requires an extended period of leave beyond the initial 12 weeks, they can request an extension.

This request will be considered based on the medical certification provided and the nature of the complications.

Compensation

During the short-term disability leave, employees will be compensated at 70% of their regular salary. This compensation rate ensures that employees can manage their financial obligations while focusing on their health. The rate has been determined keeping in mind a balance between organizational sustainability and employee welfare.

Documentation

To avail of the short-term disability leave, employees must provide a medical certificate from a licensed healthcare provider. This certificate should detail:

The specific nature of the pregnancy complication.
The anticipated duration of the disability.
Any treatments or interventions prescribed.

This documentation ensures transparency and helps the HR department make informed decisions regarding the leave request.

Procedure

1. Immediate Notification
As soon as an employee becomes aware of a pregnancy-related complication that may require leave, they should notify the HR department. Early notification allows for smoother transitions and planning.

2. Submission of medical documentation
Employees must submit the required medical certificate to HR. This documentation will serve as the basis for the leave approval.

3. HR review
The HR department will review the submitted documents, verify the eligibility criteria, and then approve or decline the leave request.

4. Regular check-ins
During the leave period, employees might be required to check in regularly with HR. This ensures the organization stays updated on the employee’s health status and any potential changes to the leave duration.

5. Return to work
Before resuming their duties, employees may need to provide a fitness certificate from their healthcare provider. This ensures they are fit to return to work and that there’s no risk to their health.

The post Employment short term disability pregnancy policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Make sure that you are interviewing the best HR manager candidates. Sign up for Workable’s 15-day free trial to hire better, faster.

10 good HR Manager interview questions

1. Describe your ideal onboarding process. In what ways would this process provide the best hiring experience? How does the onboarding process support the company’s business goals?
2. Describe your hiring approach. How and where do you find talented job applicants?
3. Provide an example of a time when you led a complex HR project from inception to conclusion.
4. What would be the first employee policy you would draft as a new HR manager? Why is this policy a high priority? How would you ensure company-wide compliance with this policy?
5. How do you define company culture? What would you do to help maintain it as the company grows?
6. Which HR technology tools do you prefer? Can you suggest one system per function for us — applicant tracking, payroll, onboarding, referrals?
7. In your experience, which benefits/perks drive the highest employee satisfaction and engagement?
8. How do you stay current and ensure compliance with national labor laws like taxes, industrial laws, social security, health insurance? Have you ever experienced a misstep that resulted in regulatory issues? How did you handle it?
9. In your experience, what is the most effective way to resolve employee and upper-level management conflicts?
10. How do you handle employee feedback, especially when it’s negative or critical about company policies or leadership?

Here are 10 essential interview questions and sample answers to help identify the best candidates for this role.

1. Describe your ideal onboarding process. In what ways would this process provide the best hiring experience? How does the onboarding process support the company’s business goals?

This question assesses the candidate’s approach to integrating new employees into the company and ensuring they align with the company’s objectives.

Sample answer:

My ideal onboarding process involves a comprehensive orientation, mentorship programs, and regular check-ins. This ensures new hires feel welcomed, understand their role, and see how they contribute to the company’s goals.

2. Describe your hiring approach. How and where do you find talented job applicants?

This question evaluates the candidate’s strategies for sourcing and attracting top talent.

Sample answer:

I utilize a mix of job boards, networking events, and employee referrals. Leveraging technology, such as applicant tracking systems, also aids in streamlining the process and reaching a wider audience.

3. Provide an example of a time when you led a complex HR project from inception to conclusion.

Understanding the candidate’s project management skills and their ability to handle complex HR initiatives is crucial.

Sample answer:

I once led the implementation of a new HRIS system. It involved coordinating with IT, training staff, and migrating data. The project was completed on time and resulted in a 30% increase in HR efficiency.

4. What would be the first employee policy you would draft as a new HR manager? Why is this policy a high priority? How would you ensure company-wide compliance with this policy?

This question gauges the candidate’s understanding of essential HR policies and their importance.

Sample answer:

I would prioritize drafting a comprehensive anti-discrimination and harassment policy. It’s crucial for creating a safe and inclusive work environment. To ensure compliance, I’d conduct regular training sessions and establish clear reporting mechanisms.

5. How do you define company culture? What would you do to help maintain it as the company grows?

Company culture is integral for employee satisfaction and retention.

Sample answer:

Company culture is the shared values, beliefs, and practices that shape the work environment. To maintain it, I’d regularly gather feedback, ensure leadership embodies the culture, and integrate cultural values into hiring and onboarding processes.

6. Which HR technology tools do you prefer? Can you suggest one system per function for us — applicant tracking, payroll, onboarding, referrals?

HR technology is essential for modern HR operations.

Sample answer:

I prefer tools like Workday for applicant tracking, ADP for payroll, BambooHR for onboarding, and Jobvite for referrals. These platforms offer comprehensive features and integrate well with other systems.

7. In your experience, which benefits/perks drive the highest employee satisfaction and engagement?

Benefits play a significant role in employee motivation and retention.

Sample answer:

Flexible work hours, comprehensive health benefits, and continuous learning opportunities tend to drive the highest satisfaction. Additionally, regular recognition and wellness programs also contribute significantly.

8. How do you stay current and ensure compliance with national labor laws like taxes, industrial laws, social security, health insurance? Have you ever experienced a misstep that resulted in regulatory issues? How did you handle it?

Staying compliant is crucial for avoiding legal complications.

Sample answer:

I regularly attend HR seminars and subscribe to HR newsletters. Once, a misinterpretation of a tax law led to minor issues, but we quickly rectified it by consulting with a labor attorney and adjusting our processes.

9. In your experience, what is the most effective way to resolve employee and upper-level management conflicts?

Conflict resolution skills are essential for HR managers.

Sample answer:

Open communication is key. I facilitate a neutral space for both parties to express their concerns, then work collaboratively to find a mutually agreeable solution, ensuring both sides feel heard and valued.

10. How do you handle employee feedback, especially when it’s negative or critical about company policies or leadership?

This question delves into the candidate’s approach to feedback management, especially when it pertains to sensitive areas like company policies or leadership decisions.

Sample answer:

I believe feedback, whether positive or negative, is invaluable for growth. When receiving critical feedback, I first ensure the employee feels heard and understood. Then, I analyze the feedback’s validity and context. If it’s constructive, I collaborate with relevant departments or leadership to address the concerns, always ensuring transparency and communication with the employee.

What does a good HR Manager candidate look like?

A strong HR Manager candidate possesses a blend of interpersonal skills, a deep understanding of HR regulations, and the ability to align HR strategies with business goals. They should demonstrate adaptability, leadership, and a commitment to fostering a positive work environment.

The post HR Manager interview questions and answers appeared first on Recruiting Resources: How to Recruit and Hire Better.

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.

If the main body of your Employee Handbook is ready, use this template to conclude it and ask employees for acknowledgement of receipt of employee handbook, confirming that they they received and read your policies.

The Policy Revision & Employee Acknowledgement of Receipt policy should include:

1. Provisions for regular revisions of the handbook, ensuring it remains up-to-date with current legislation and employment practices
2. A call to action for employees to notify HR of any inconsistencies or errors they spot in the handbook
3. A formal acknowledgement section where employees confirm they’ve read and understood the handbook, with a space for their signature and date

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

The post Employee Handbook Conclusion (Policy Revision & Employee Acknowledgement of Receipt) appeared first on Recruiting Resources: How to Recruit and Hire Better.

Your Employee Code of Conduct is one of the most important parts of your Employee Handbook. We created a code of conduct template to help you communicate your expectations to your employees in a clear and tactful manner.

Download this Code of Conduct for Employees template in .doc format by clicking on the link at the bottom of this page.

This employee code of conduct policy should include:

1. Clear guidelines on acceptable dress code, ensuring employees present themselves professionally and in line with company culture
2. Protocols for using digital devices, internet, and social media, emphasizing security, appropriate usage, and the distinction between personal and professional representation
3. Procedures for addressing conflicts of interest, ensuring transparency, and maintaining the company’s best interests

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Dress code
• Cyber security and digital devices
  • Internet usage
  • Cell phone
  • Corporate email
  • Social media
• Conflict of interest
• Employee relationships
  • Fraternization
  • Employment of relatives
• Workplace visitors
• Solicitation and distribution

The post Employee Code of Conduct appeared first on Recruiting Resources: How to Recruit and Hire Better.

Download this template in a .doc format by clicking on the link at the bottom of this page.

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Working hours
• Paid time off (PTO)
• Holidays
• Sick leave
  • Long-term illness
• Bereavement leave
• Jury duty and voting
• Parental leave
  • Paternity and maternity leave

The post Working Hours, PTO and Vacation appeared first on Recruiting Resources: How to Recruit and Hire Better.

Download this policy in .doc format by clicking on the link at the bottom of this page.

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Confidentiality and data protection
• Harassment and violence
  • Workplace harassment
  • Workplace violence
• Workplace safety and health
  • Preventative action
  • Emergency management
  • Smoking
  • Drug-free workplace

The post Workplace Policies appeared first on Recruiting Resources: How to Recruit and Hire Better.

In recent times, improved technology has enabled many employers to experiment with having a work from home policy (or/and a remote work policy) for employees. For some companies, it has become a common practice; they either hire professionals who work fully remotely – even in different countries – or offer flexible work from home/remote work opportunities as benefits. How do they make itwork? Usually, they provide employees with all the necessary gear, from live-messaging to project management tools to work virtually almost in the same way as they would in the office.

But not all companies and employers are familiar or comfortable with this relatively new work arrangement. They have more traditional operational systems and employees may not always be so tech-savvy. Not to mention that several roles require in-person contact or communication, for instance in healthcare or front-facing customer service, and telecommuting (yes, this is another word for work from home) is not a viable solution for them.

However, in certain cases, transitioning to work from home becomes imminent, for example during a health crisis (see COVID-19 in 2020) or even less complex situations, like moving to a new office. So, if you’re new to this – particularly to mitigate any kind of breakdown in workflow – the first thing you need to do is ensure that employees have everything they need to work effectively. If you cannot offer appropriate equipment and tools, be honest about it and figure out solutions with them (for example, allow use of personal laptops or permit them to attend meetings via phone).

Once you’ve ticked this box, share some tips with your employees on how to navigate through working from home successfully, avoiding undesirable consequences that might occur down the road such as lack of clarity in tasks, difficulty in communication, and common distractions in the home.

Here is our working from home tips email template:

Email subject line

Working from home tips for success

Email body

Dear [all/name of employee],

You’re about to experience the world of telecommuting (if you haven’t already). There’s a lot to gain; flexibility and better work-life balance are the two main pros. But, working virtually can be challenging at times, especially for those who are not familiar or even comfortable with it. That’s why we decided to put together some tips for you on how to effectively structure your day to remain productive and energetic.

Useful working from home tips:

• Craft a daily work routine: To put it simply, do what you would do in the office. Follow a certain schedule, structure your breaks, and in general, create rituals. This will help you stay more focused and keep your energy at a good level.
• Stick to your working hours: In the same tone, retain your working schedule as much as you can. We expect you to work for specific hours per day; if you need to change this plan for personal reasons, discuss it with your manager first. Let your team members know when they can reach out to you throughout the day and be available to them – they will be there for you, too.
• Stay online: It’s important to stay connected with your team and colleagues. Check your e-mail and [messaging app] regularly to receive your team’s requests and questions. Keep your calendar updated and hop into meetings with your camera and mic on. If you face issues with any of your primary tools, [e.g. mention main tools or apps], reach out to [IT/other department] at [address and/or phone number] to work on quick solutions and inform your team leader about it.
• Check your internet connection: Make sure you have a secure internet connection and fast enough to keep things rolling at all times. Follow all internet security guidelines diligently and do not connect to untrustworthy providers.
• Create a workspace: Having a dedicated room/desk/corner, where you can sit comfortably solely for work, will help you concentrate more. Keep all essential items within your reach. If you live with family or roommates, be transparent with them about your expectations during work time, especially when you are in calls/meetings with colleagues, customers, and partners.
• Limit distractions: Whether that’s scrolling through social media or cooking your lunch, it’s better to separate work from personal duties. This will enable you to retain your focus and dedicate your time to your duties.
• Share your thoughts with your manager and team: Working remotely sometimes can lead to the fear of missing out. Remember that your manager and team members are always there to hear your ideas and updates. Welcome their feedback to boost your performance and feel free to openly communicate your concerns with your teammates.
• Remember to socialize and have fun: Relationships with colleagues are important. Having them around only virtually can become confusing. The good thing is you can still get to know them during 1:1 meetings and calls. Share a laugh whenever you can, and socialize. We trust that you know how to keep things in balance.

We respect that every person is different – we believe that you can make it work on your own terms. After all, we want to make sure that you have everything you need to contribute to our mission and make the best out of this journey.

Email sign off

Thank you,

[Your name]
[Your e-mail signature]

You can also get answers to common questions around remote work in our FAQ guides:

• Remote Working FAQs
• Remote Hiring FAQs
• Remote Onboarding FAQs

The post Working from home (WFH) tips email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Internal promotion is a testament to an organization’s commitment to nurturing and recognizing the talents and skills of its existing workforce. By promoting from within, companies send a powerful message about the importance of employee growth, loyalty, and the opportunities available for those who consistently demonstrate excellence. This not only boosts morale but also fosters a culture where employees are motivated to excel, knowing that their hard work and dedication will be rewarded.

Furthermore, internal promotions are beneficial from a strategic standpoint. Employees who have been with the company for some time possess a deep understanding of its culture, values, and operations. When they ascend to higher roles, they bring with them this institutional knowledge, ensuring continuity and reducing the learning curve often associated with external hires. This can lead to smoother transitions, more effective leadership, and ultimately, enhanced organizational efficiency.

What should be included in an internal promotion announcement email?

An internal promotion email should clearly communicate the key details of the promotion while celebrating the individual’s achievements. It should include the name of the employee being promoted, their new title or position, a brief overview of their contributions that led to the promotion, and the effective date of the change. Additionally, it’s essential to express gratitude for the employee’s dedication and hard work, and to convey excitement about their new role.

Encouraging colleagues to extend their congratulations can also foster a positive and supportive work environment. The email might also provide context on any resulting team or departmental changes, ensuring transparency and clarity for all staff members. In conclusion, you should:

• Inform staff about the transfer or promotion, so that they’re all aware of the employee’s new role and responsibilities.
• Share the excitement of seeing colleagues grow within the company and congratulate them on their contribution so far.
• Send the message to all employees that your organization supports internal movements and promotions.

Keep this email brief, but make sure to add any important details. For example, if the employee is starting their new job at an office in a different location, mention when they’ll be leaving their current office.

Internal promotion announcement email template

Email subject line

Welcoming [Employee’s name] to [team / department]

Email body

Hi all,

I’m very pleased to announce that [Employee’s name] is [moving to Marketing to work as our new Social Media Analyst / being promoted to Senior Account Manager].

In the past [2 years], [Employee’s name] has achieved great things in [previous team/department] helping us [maintain a fully functional website / provide excellent customer support]. Now, [he/she/they] will bring [his/her/their] knowledge and experience to [build new mobile apps / expand our customer base through new marketing channels].

Please join me in congratulating [Employee’s name] and wishing [him/her/them] best luck in [his/her/their] new role.

Email sign off

Best,
[Your name]
[Your email signature]

Related resources:

• Guide: How to manage your internal hiring process
• Company policy: Internal job posting
• Email template: New employee announcement

The post Internal promotion announcement email appeared first on Recruiting Resources: How to Recruit and Hire Better.

We’ve created the following email templates that you can download, customize and send to your teams to inform them about your company’s preventative measures against COVID-19, also referred to as the coronavirus. It’s useful to scale your outreach to the staff based on the current situation in the region where you operate. Also, make sure that you keep the communication lines open, beyond those emails, so that employees can address their concerns or questions about the pandemic outbreak.

Phase 1: When the risk of transmission in your region is low

At this stage, it’s important to make employees aware of the situation and let them know that you might have to take additional measures if the virus outbreak spreads in your region. Focus your email on the importance of hygiene along with guidelines to those who have traveled or plan to travel to high-risk areas.

Subject line: Coronavirus preventive measures

Hi all,

We’re closely monitoring the updates around the coronavirus (COVID-19) outbreak. Although for the time being our region is mildly affected, we want to act fast and ensure we’re taking all the precautionary measures to avoid any risks.

This is why we’d like you all to pay extra attention and implement the following guidelines:

Sick leave:

• If you’re feeling sick, leave the office immediately and stay at home until you’re completely asymptomatic. Common COVID-19 symptoms are coughing, difficulty breathing and fever, but we ask you to use your sick leave even if you have the slightest symptoms in order to prevent potential infection in the workplace.
• If you are diagnosed with COVID-19, use your sick leave as usual. You can refer to our sick leave policy [insert link] for more details on the process. You can return to the office only after you’ve fully recovered, with a doctor’s note confirming your recovery.

Travel policy:

• As of today, all business trips to high-risk areas are canceled. (You can consult the WHO Coronavirus disease (COVID-19) travel advice for more details.) If you had a trip planned to those areas (e.g. for training or to attend a conference), we will try to rearrange that when we have official assurance that it’s safe to travel.
• If you have traveled to any of the high-risk areas (or if you’re currently there), please contact HR and your manager as soon as possible. We might ask you to work from home for 14 days until you’re fully asymptomatic and avoid all in-person contact with colleagues in the meantime.
• The above applies even if you didn’t travel, but you live with someone who did travel to a high-risk area recently (e.g. a spouse, a flatmate or a child).

Please don’t hesitate to reach out to HR if you have any doubts about which areas are considered high-risk. Also, as guidelines on international travel guidance are regularly updated, be mindful of any upcoming trips you’ve booked, including those in areas that are currently low or moderate risk.

Work from home:

• If you’re catering for a family member who’s been diagnosed with COVID-19, but can work, you can request to work from home. Talk to your manager to see if this is possible, based on current projects and team needs; if not, we’ll ask you to use your paid leave.

Hygiene:

We’re already cautious when it comes to office hygiene, but in times like these, we ask you to ensure you follow these official guidelines:

• Wash your hands regularly throughout the day for at least 20 seconds at a time.
• Use hand sanitizers with at least 60% alcohol – we’ve equipped the office so you can find one anywhere.
• Avoid touching your face – especially eyes, nose, and mouth – with your hands.
• Cover your mouth with your elbow when you cough or sneeze.
• Open the windows regularly to ensure regular fresh air flow.

Your health is our top priority, so we will keep an eye on any developments around the coronavirus outbreak and will let you know if there are any extra precautionary measures we all need to apply.

There’s no need to panic – let’s all contribute to keeping our workplace safe. Feel free to reply to this email or stop by HR if you have any questions or concerns.

Thank you,

[Your name]
[Your email signature]

Phase 2: When the risk of transmission in your region is moderate

At this point, it’s time to start implementing stricter measures, such as restricting visitors to the office. You also need to get your teams prepared for the next phase. Remember that as the outbreak spreads, employees might start feeling stressed about it. So, make sure to give them clear guidelines and set the right tone so that they can all remain calm but cautious. Remember, you’re here to help and support them in any way you can.

Subject line: Coronavirus preventive measures

Hi all,

Following up from [last week’s] email and considering the updates of the coronavirus outbreak in our region, we want to take some extra measures to protect our teams’ health.

Visitors policy:

• Effective immediately, we’re restricting visits from external partners, customers, candidates and any other guests in our offices. Please cancel any meetings you’ve already planned with them and reach out to our IT department to get support on how to run these meetings virtually if possible.
• We are canceling any scheduled events that would take place in our offices. Don’t make plans to host other events until further notice.
• You’re also advised to refrain from visiting partners’ offices and scheduling meetings in coworking spaces.

Travel policy:

• All business trips, no matter the destination, are now canceled. If you have something planned, talk to your manager; we’ll try to rearrange trips when we have official guidance that’s it’s safe to travel.
• If you have recently traveled (to any location) or live with someone who did, please reach out to HR and your manager. As a precautionary measure, we might ask you to work from home for 14 days until you’re fully asymptomatic.

Work from home:

We’re expanding our work from home policy, so you can talk to your manager and HR about the option to work from home in cases where:

• You commute using public transit.
• You have a medical background such that COVID-19 could put your health at risk.
• You live with elderly/children/people with chronic diseases/etc.

In the following days, we will provide you with technical guidelines, along with some productivity tips, to help you work from home effectively. In the meantime, please reach out to your manager in order to coordinate regular meetings and workload.

For those of you who still work from the office, be extra cautious with hygiene and try to avoid overcrowding meeting rooms. In case you have the slightest symptoms (e.g. cough) but can work, don’t risk staying at the office. Talk to your manager immediately and work from home or get sick leave.

These all might sound like inconveniences, but they’re preventive measures we need to take in order to protect our health, and also not infect our loved ones or fellow citizens. We’re also doubling down on our efforts to keep the offices sanitized.

We will be monitoring the COVID-19 outbreak and will let you know as we have new guidance from the local authorities. Stay healthy and don’t hesitate to contact your managers or HR, if you have any questions or concerns.

Thank you,

[Your name]
[Your email signature]

Phase 3: When the risk of transmission in your region is moderate-high

At this stage, employees are already aware of the situation and – hopefully – getting preventive measures. But, with the COVID-19 outbreak officially declared a pandemic, you need to take even more drastic measures, like shutting down the offices and adopting a fully virtual work model. Employees are most likely expecting such a transition but make sure you give them all the necessary resources to adjust as smoothly as possible.

Subject line: Coronavirus preventive measures

Hi all,

I hope you and your loved ones are all healthy.

As we monitor the situation and follow the guidance of local authorities and the World Health Organization, we have decided to make work from home mandatory across the company.

Starting from [date] you’re all asked to work from home – our offices will be open in case you need to go and take your things (e.g. laptops, notebooks, chargers, etc.) or coordinate some details with your colleagues.

You can find here [link] comprehensive guides on how to work remotely effectively and what tools to use in order to keep being productive. Get in touch with your manager and team members to discuss best ways to connect virtually.

[You can also include specific, official guidelines from the government that may apply, such as pay to hourly employees, additional parental leave, etc.]

At this point, we can’t tell for how long we’ll have to work remotely but rest assured we’ll do anything we can to help you adjust to this new virtual work environment. This is a measure we need to take to protect our health but also minimize the risk of further spreading the virus.

We, in the HR team, and your managers are always available to discuss any questions or concerns you may have. If you’re unsure about something, simply ask and we’ll find a way to make it work for everyone. Above all, we want to remain safe, healthy and calm.

Thank you,

[Your name]
[Your email signature]

Email to managers and team leaders

This email can go specifically to managers and team leaders in order to keep everyone aligned. Many employees will have questions around the preventive measures, so keep managers informed about the best ways to address concerns that may come up. Make sure to update managers on any changes you make to company policies, e.g. if you decide to offer more flexible remote work options, as well as any guidance you have from the government.

You can customize the following email template during different trigger points to match the specific precautionary measures that you take against COVID-19 outbreak. Most importantly, provide managers some useful tips so they can help their teams remain calm and productive during these times of uncertainty.

Subject line: Team guidelines around coronavirus

Hi all,

As you know, we are taking preventive measures against the COVID-19 outbreak which means that we all need to adopt some new work habits. We rely on you to help your team members adjust as smoothly as possible.

We have already sent [or, we plan to send shortly] a company-wide email to announce some [additional] measures we’ll be implementing – please make sure that you and your teams are following these guidelines.

As we’re currently operating under some uncertain conditions, and we’re not in a position to predict how things will turn around in the next few weeks or even months, let’s all work together to ensure our team’s wellbeing.

Here are a few tips to keep in mind:

• Time off / Sick leave / Work from home: While we update our policies and share any changes we make, use your best judgment when a team member requests time off, sick leave or work from home. You can also proactively encourage employees to do so, taking into account that we’re not only protecting our health, we’re also protecting the health of those around us.
• COVID-19 symptoms: If any of your team members has even the slightest symptoms (e.g. cough, fever, difficulty breathing) ask them to go home. Be discreet; we don’t want to make anyone feel uncomfortable. This is a pandemic outbreak; it’s not anyone’s fault if they get infected, but we do need to minimize the risk. So, contact HR as soon as possible – we might need to sanitize the office or take other drastic measures.
• Remote work: As we’re transitioning to a virtual work environment, make sure your team is adequately equipped. Support them on tools you might start using, set some ground rules to enhance your communication (e.g. have video calls with the camera on) and be empathetic as some employees might struggle with finding a quiet space at home (particularly if they don’t live alone).
• Mental health: It’s natural that some of your team members might get stressed over this situation. Be there for them and let them know that we’ll all get through this tough time together. Try to avoid negative words that imply emergency and danger and opt for a more empathetic, calm tone. You can also encourage your team members to talk about their feelings and concerns during 1:1 meetings.

We do take and will continue to take precautionary measures so that we can keep working with a lower risk factor, but we realize that health is the top priority at this point. Be mindful of the inevitable changes in production and use this time to re-evaluate how you and your team are collaborating and how you can adapt to new working styles as we might need to work remotely for some time.

Mostly, make sure you also stay safe and reach out with any questions or concerns you have.

Thank you,

[Your name]
[Your email signature]

The post COVID-19 (Coronavirus) HR action plan email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

• What is an employee warning letter?
• How to write an employee warning letter
• Employee warning letter template

Employee warning letter email template

Email subject line

Warning notice for [attendance] / Warning notice / Final warning notice

Email body

Dear [Employee’s name],

As we’ve recently discussed, your [absenteeism] is negatively affecting both your individual performance at work and your team’s productivity. We take [attendance at work] seriously and we expect all our employees to [comply with our company’s policy regarding time off].

However, you have frequently violated [this policy] and [have exceeded the number of days you can be absent from work] despite reprimands. More specifically, [in the last month you didn’t show up at work on X, Y, Z without any prior notice to either HR or your manager.] We do understand that unexpected issues may arise occasionally and we [are flexible (for example, by giving the option to work from home or take a sick leave to take care of a sick family member).] But, we still expect our employees to be professional and act in our company’s best interest.

This is your [first] warning notice. We expect you to correct your behavior and [request time off in advance and in a formal way (e.g. via email to your manager or through our HRIS.)] Otherwise, we will have to take further disciplinary action, up to and including termination.

Email sign off

I’m available to discuss any complications you face that cause your [absence at work.] Please, contact me directly if there’s any way I can help you.

Sincerely,

[Your name]
[Your email signature]

What is an employee warning letter?

An employee warning letter is a document that an employer issues to an employee to officially notify them of a breach of company protocol and to inform them of any disciplinary consequences. The employee signs the written warning to acknowledge its receipt and a copy is kept in their personnel file.

How to write an employee warning letter

A warning notice is a formal way to discipline employees about their misconducts. Misconduct may refer to:

• Unwillingness to perform job duties
• Attendance issues
• Breach of a company policy
• Other types of misdemeanors or one-time minor offenses

Take stricter measures (like suspension or termination) for serious violations such as harassment or fraud.

Related: Termination letter sample template

Depending on your company’s disciplinary action policy, it might be best to first have a manager or Human Resources representative issue a verbal warning and advise the employee on how to correct their behavior. If they don’t conform to your company’s standards, you can then send a written warning notice to emphasize the seriousness of their misconduct and explain what will happen if this behavior continues.

The purpose is to help employees understand how their misconduct impacts the company and their work, what the consequences are and how they can self-discipline so that they don’t face more serious disciplinary actions, including termination of employment. On your part, employee warning notices help you keep track of actions taken before deciding to dismiss an employee who ignores company regulations and reprimands.

Use the following employee warning notice email template as a point of reference and edit according to the type of misconduct. Make sure to include specific incidents that show how or when the employee committed a mistake at work and how this violates your company policies. If this is the first warning notice you send to an employee, ask them to meet at your office so you can further discuss the issue or suggest alternative solutions (like taking some days off if they have personal problems that affect their behavior.) If this is the final warning notice before dismissal, make that clear to employees so that they have one last chance to correct their behavior.

The post Employee warning notice email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Keep your email brief and use a positive tone to get your employee excited about their new role. Also, you can tweak and use this template when offering employees a new job in a different department.

Internal promotion offer email template

Subject line

Congratulations on your new role! / Your new employment contract

Email body

Dear / Hi [Employee’s name],

As discussed, we are happy to officially promote you to [Senior Account Manager / Team Leader] as of [date].

Attached you’ll find your updated contract that contains your new employment terms along with your compensation package and benefits. Please review and [come by the HR’s office to sign it / send back signed via email] until [date]. Feel free to reach out to me, should you have any questions.

Email sign off

We appreciate your hard work and commitment to the [Company_name] team for the past [two years]. We’re all looking forward to seeing you achieve great things in your new role.

Congratulations!

Best,
[Your name]
[Your email signature]

What should be included in an internal promotion offer email?

An internal promotion offer email serves as both a formal notification and a celebratory message. Starting with a clear and uplifting subject line, such as “Congratulations on Your New Role, [Employee’s Name]!”, sets a positive tone right from the outset. The email should open with a personalized greeting, addressing the employee by their first name to foster a sense of familiarity and warmth.

The body of the email should commence by acknowledging the employee’s hard work, dedication, and significant achievements that have culminated in this promotion. This recognition not only celebrates the employee’s past contributions but also reinforces their value to the organization. Following this acknowledgment, it’s crucial to provide explicit details about the promotion. This includes the new title or role they’re being offered, a brief overview of the primary responsibilities, and any changes in their reporting structure.

Compensation is a pivotal aspect of any promotion. The email should outline any adjustments in salary, bonuses, or other benefits accompanying the new role. If these details are to be discussed separately, it’s essential to mention that a more detailed conversation will be scheduled. Alongside, the official start date for the new position should be clearly indicated, helping both the employee and the organization plan the transition seamlessly.

Training and onboarding are often part and parcel of stepping into a new role. If the promotion entails any specific training sessions, orientations, or onboarding processes, a brief overview should be provided. Alternatively, the employee can be informed that more details will be shared in due course.

Open communication is key. The email should extend an invitation to the employee to ask any questions or seek clarifications regarding their new role. This ensures that any uncertainties are addressed promptly. Additionally, if there are administrative or procedural steps to be taken, such as signing a new contract, these should be outlined.

Concluding the email, it’s essential to express genuine enthusiasm and excitement about the employee’s future in their new role. A warm sign-off, reiterating congratulations and looking forward to their continued success, wraps up the message on a high note. Lastly, any pertinent documents related to the promotion can be attached, ensuring the employee has all necessary information at their fingertips.

Related resources:

• 8 job offer letter templates for every circumstance
• Email template: Internal promotion announcement
• Company policy: Internal hiring process
• Blog post: Advantages and disadvantages of internal recruitment

The post Internal promotion offer email appeared first on Recruiting Resources: How to Recruit and Hire Better.

To avoid back-and-forth emails, make sure you ask candidates to send you all necessary contact information, including names, phones or emails and the working relationship they had with their references.

You can ask specifically to get references from managers if, for example, you want to learn whether your candidates can follow instructions, take initiative and meet deadlines. To check how candidates behave as part of a team, ask for references from coworkers.

Asking for references email template

Subject line

[Job_title] at [Company_name]

Email body

Dear [Candidate_name] / Hi [Candidate_name],

Thank you for taking the time to talk to us about the [Job_title] position and [completing your assignment]. We enjoyed getting to know you and we’d like to move to the [next/final] stage of the process. Could you provide me with [two] references of yours? It would be nice if you could send me the names, reporting relationship and phones or emails of [two] of your former [managers/colleagues].

Feel free to contact me if you have any questions.

Email sign off

All the best / Kind regards,

[Your name]
[Your email signature]

When to ask for candidate references

It’s generally advisable to request references after a successful interview. This timing ensures that you’ve had an initial assessment of the candidate and see potential in their fit for the role. By waiting until after the interview, you also avoid the premature task of checking references for candidates who might not progress to the next hiring stage.

However, while post-interview is an optimal time, it’s crucial to ask for references before making the final job offer. The insights and feedback from references can play a pivotal role in making an informed hiring decision.

Additionally, always ensure that the candidate is comfortable with you reaching out to their references. Some individuals might have reservations, especially if they’re concerned about their current employer discovering their job-seeking activities.

How to ask for candidate references

When you’re ready to request references, it’s essential to approach the matter with clarity and respect. If you’re considering adding a section in the job application for candidates to list references, be mindful that some might prefer to provide this information at a later stage.

When reaching out to a candidate to ask for their references, personalizing the message can make a significant difference. Addressing the candidate by name and specifying the position they’ve applied for adds a touch of professionalism and shows attention to detail.

It’s also beneficial to be transparent about the reference-checking process. Informing the candidate about who will be contacting the references, whether it’s via a phone call or email, and what specific topics or questions will be covered can alleviate any apprehensions they might have.

It’s equally important to specify the kind of references you’re seeking. For instance, if you’re looking for professional rather than academic references, being clear about this helps the candidate provide the most appropriate contacts.

Providing a clear timeframe for when you’d like to receive the references can ensure the process remains timely and efficient. Emphasizing the importance of up-to-date contact information for references is also crucial to avoid any communication hiccups.

Lastly, reassuring the candidate about the confidentiality and professionalism of the reference check can provide them with peace of mind, especially if they’re concerned about the implications for their current role.

Related resources:

• Employment reference check questions
• Demystifying employment background checks
• Background check red flags

The post Asking candidates for references email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

This is a sample job offer email template you can use when you have landed your perfect candidate and want to officially offer them a position. You can customize your email to include as many details as you think your candidate will want to know before making up their mind. You can also use our tutorial to get an idea of how to write a standout job offer email.

Your email’s subject line cannot leave your candidate guessing. It should clearly communicate that you’re offering them a job. Make sure your message includes all the most important information: position details (job title, working hours, department and manager), contract length (if applicable) and salary details (including benefits.)

You may consider attaching useful documents, like company policies and compensation plan or a copy with the employment terms that your candidate needs to sign, should they accept your offer. Don’t forget to set a specific timeframe for when you would like to get your candidate’s final response.

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Email template for job offer

Email subject line

[Company_name] Job Offer / Job Offer from [Company_name]

Email body

Dear [Candidate_name],

We were all very excited to meet and get to know you over the past few days. We have been impressed with your background and would like to formally offer you the position of [Job_title]. This is a [full/part] time position [mention working days and hours.] You will be reporting to the head of the [Department_name] department. [If applicable: Please note that [Company_name] is an at-will employer. That means that either you or [Company_name] are free to end the employment relationship at any time, with or without notice or cause.]

We will be offering you an annual gross salary of [$X] and [mention bonus programs, if applicable.] You will also have [mention benefits as per company policy, like health and insurance plan, corporate mobile or travel expenses] and [X] days of paid vacation per year.
[optional: I am attaching a letter with more details about your compensation plan.]

Your expected starting date is [date.] You will be asked to sign a contract of [contract_duration, if applicable] and [mention agreements, like confidentiality, nondisclosure and noncompete] at the beginning of your employment.

We would like to have your response by [date.] In the meantime, please feel free to contact me or [Manager_name] via email or phone on [provide contact details], should you have any questions.

Email sign off

We are all looking forward to having you on our team.

Best regards,

[your name]
[Signature]

What should be included in a job offer email?

A job offer email should begin with a warm salutation, addressing the candidate by their name. Following this, the email should clearly state the job title being offered. One of the most crucial details to mention next is the compensation package, which includes the salary and any potential bonuses or incentives.

Alongside this, it’s essential to specify the proposed commencement date and detail the expected working hours and days.

Benefits play a significant role in a candidate’s decision-making process, so it’s vital to outline any additional perks the company offers, such as health insurance, retirement plans, or other bonuses. To give the candidate a clear understanding of their role, a brief overview of the job responsibilities should be provided.

If the position is contract-based, the duration or length of the contract should be mentioned.

It’s also helpful to identify to whom the candidate will be reporting, as this gives them an idea of the company’s structure. To ensure a timely response, the email should state a deadline by which the candidate should either accept or decline the offer.

Following this, instructions on the next steps, such as the process for accepting the offer, completing any necessary paperwork, or attending orientation, should be detailed.

Lastly, the email should provide contact information, ensuring the candidate has a point of reference for any questions or clarifications. Concluding the email, a polite closing remark can be added, expressing gratitude to the candidate for considering the offer.

The email should be signed off with the name and title of the person making the offer, accompanied by the company’s contact details.

More resources:

• 8 job offer letter templates for every circumstance with extra tips
• Formal job offer letter template when offering a full-time position
• More email templates: 12 time-saving email templates for recruiters
• Read our guide to making a successful job offer to a candidate
• What you need to know when making a job offer

The post Job offer email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Make sure you include practical details, like start date and time of arrival. You can attach employment paperwork, benefits plan and/or company policies to give them a heads-up. You should also ask them to send over (or bring with them) anything you need to complete their hiring process (e.g. their bank account details, passport or other official paperwork.)

This new hire welcome email sends the message that you’re organized and interested in making your new employee feel welcome.

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New employee email template

Email subject line

Welcome to [Company name]

Email body

Dear [Employee’s name],

We are all really excited to welcome you to our team! As agreed, your start date is [date.] We expect you to be in our offices by [time] and our dress code is [casual/ business casual.]
[If necessary, remind your employee that they need to bring their ID/ paperwork.]

At [Company name], we care about giving our employees everything they need to perform their best. As you will soon see, we have prepared your workstation with all necessary equipment. Our team will help you setup your computer, software and online accounts on your first day. [Plus, if applicable, mention any extra things you’ve prepared for your new hire, like a parking spot, a coffee mug with their name or a company t-shirt.]

We’ve planned your first days to help you settle in properly. You can find more details in the enclosed agenda. As you will see, you’ll have plenty of time to read and complete your employment paperwork (HR will be there to help you during this process!) You will also meet with your hiring manager to discuss your first steps. For your first week, we have also planned a few training sessions to give you a better understanding of our company and operations.

Our team is excited to meet you and look forward to introducing themselves to you during [planned event/ lunchtime].

If you have any questions prior to your arrival, please feel free to email or call me and I’ll be more than happy to help you.

Email sign off

We are looking forward to working with you and seeing you achieve great things!

Best regards,

[Your name]
[Your signature]

What should be included in a new employee email?

A new employee email is a crucial communication tool that introduces a new hire to the existing team and sets the tone for their integration into the company culture.

The email should begin with a warm introduction of the new employee. This introduction should highlight the employee’s name, their role or job title, and a brief summary of their professional background. Sharing a bit about their past experiences, achievements, or notable projects can give the team a glimpse into the new member’s expertise and capabilities.

Following the professional introduction, it’s a good idea to include some personal tidbits about the new hire. This could encompass hobbies, interests, or fun facts. This personal touch helps humanize the new employee, making it easier for existing team members to find common ground or conversation starters, fostering early rapport-building.

Additionally, it’s beneficial to mention the new employee’s start date and any initial projects or teams they’ll be working with. This gives the existing team a heads-up on when they might start interacting with the new member and in what capacity.

To ensure a warm welcome, the email can conclude by encouraging current employees to reach out, introduce themselves, or offer assistance as the new hire gets acclimated. This gesture promotes a culture of camaraderie and support.

Lastly, attaching a photo of the new employee can be a thoughtful addition, allowing team members to recognize and greet them in person, further facilitating a smooth and friendly integration into the company.

More onboarding resources:

• Onboarding: the new hire checklist
• How to welcome a new hire
• Welcome new staff email
• Tips for the new employee welcome package

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An employment contract should include:

• Terms of employment: Duration, job role, responsibilities, and probationary period.
• Compensation and benefits: Salary, bonuses, benefits, and any other allowances.
• Termination clauses: Grounds for termination, notice periods, and severance pay.
• Confidentiality and non-compete clauses: Protecting company information and preventing employees from working with competitors for a specified duration post-employment.

What is an employment contract?

An employment contract is a binding document that delineates the rights, responsibilities, and obligations of both the employer and the employee. It serves as a reference point for both parties, ensuring that they are aware of their duties, compensation, benefits, and other pertinent details.

Furthermore, this contract acts as a protective measure, offering legal recourse in case of any breaches or disagreements. By having a clear and comprehensive employment contract, both employers and employees can operate with a clear understanding of expectations, leading to a harmonious working relationship.

What types of employment contracts are there?

Contracts serve as the backbone of professional relationships, clearly defining the terms, expectations, and obligations of both parties.

As organizations evolve and adapt to changing business landscapes, the need for varied employment arrangements arises.

Let’s delve into the different types of employment contracts, offering insights into their unique characteristics and applications.

Permanent employment contract

This type of contract is designed for employees who are hired for an indefinite period. It provides stability and assurance to the employee, indicating that the organization intends to employ them for the long term unless unforeseen circumstances arise.

Fixed-term employment contract

Tailored for employees who are brought on board for a specific duration or for a particular project, this contract has a clear start and end date. It’s commonly used for project-based roles or seasonal work.

Casual employment contract

This contract is for employees who are hired on an as-needed basis. They don’t have set regular hours but are called upon when there’s a demand. It offers flexibility to both the employer and the employee.

Zero-hours contract

Employees under this contract have no guaranteed hours. They are essentially on-call and work when required by the employer. It provides maximum flexibility for the employer but can be unpredictable for the employee in terms of income.

Freelance/contractor agreement

This is for self-employed individuals who provide specific services to the organization for a predetermined period or project. Unlike traditional employees, freelancers or contractors handle their own taxes and benefits.

Apprenticeship contract

Designed for individuals who are brought into the organization to learn a specific trade or profession, this contract ensures that the apprentice receives both training and a stipulated wage during their learning period.

Step by step instructions on how to write your own employment contract

1. Understand the role

Begin by detailing the job description, responsibilities, and expectations.

2. Determine the contract type

Based on the nature of the job, decide which type of employment contract is suitable.

3. Specify compensation

Clearly outline the salary, frequency of payment, bonuses, and any other financial benefits.

4. Include working hours

Define the regular working hours, overtime provisions, and any flexible working arrangements.

5. Detail leave entitlements

Mention annual leave, paid time off, sick leave, and other leave types.

6. Add termination clauses

Clearly state the grounds for termination, required notice periods, and any severance packages.

7. Confidentiality and non-compete

Ensure clauses that protect company secrets and prevent the employee from joining competitors immediately after leaving are included.

8. Review and legal check

Before finalizing, have the contract reviewed by legal professionals to ensure compliance with labor laws.

Employment contract template

This Employment Contract (“Contract”) is entered into as of [Date], by and between [Organization Name], herein referred to as the “Employer,” and [Employee Name], herein referred to as the “Employee.”

1. Position and duties: The Employee is hired as [Job Title]. The duties and responsibilities will include [Detailed Job Responsibilities].

2. Duration: This is a [Type of Contract, e.g., “Permanent”] contract, commencing on [Start Date].

3. Compensation: The Employee will receive a salary of [Amount] payable [e.g., “monthly”]. Additional benefits will include [List Benefits].

4. Working hours: The regular working hours are [e.g., “9 am to 5 pm, Monday to Friday”]. Overtime provisions are [Details about Overtime].

5. Termination: Either party can terminate this contract by giving [e.g., “one month”] notice. Grounds for immediate termination include [List Grounds].

6. Confidentiality: The Employee agrees not to disclose any confidential information pertaining to the Employer.

7. Non-compete: Upon termination, the Employee will not work with a competitor or start a similar business for a duration of [e.g., “one year”].

8. Governing law: This Contract is governed by the laws of [Country/State].

Both parties hereby agree to the terms set forth in this Contract.

Employer’s signature & date employee’s signature & date.

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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.

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These deductions serve multiple purposes, from contributing to public services to ensuring employees have access to essential benefits. Understanding these deductions is crucial for both employers and employees to ensure accurate and lawful processing of wages.

What is payroll deduction?

A payroll deduction plan refers to the systematic withholding of money from an employee’s paycheck. This can be for benefits, taxes, or other specific purposes. The deductions can be categorized into two main types:

Pre-tax deductions: Amounts taken out before calculating taxes. These help in reducing the taxable income of employees.
Post-tax deductions: Amounts deducted after taxes have been calculated. They don’t reduce the tax burden.

The final amount after all these deductions is what the employee takes home, often referred to as the net salary.

Payroll deduction in the U.S.

In the United States, these deductions are categorized into:

Pre-tax deductions: Health insurance premiums and contributions to retirement savings plans like 401(k)s.
Post-tax deductions: Wage garnishments for child support or student loans.

Mandatory deductions include federal income tax, FICA taxes for Medicare and Social Security, and state income tax where applicable.

Payroll deduction in Canada

In Canada, employers use the Payroll Deductions Online Calculator (PDOC) to calculate federal, provincial, and territorial payroll deductions. Mandatory deductions include federal and provincial income taxes, the Canada Pension Plan (CPP), and the Quebec Pension Plan (QPP) for Quebec residents.

Payroll deduction in Europe

European countries have diverse deduction systems, but some commonalities exist:

• Income tax: Most European countries have a progressive income tax system where higher earners pay a higher percentage.
• Social security contributions: These are mandatory in most countries and fund various social programs, including healthcare, pensions, and unemployment benefits.
• Healthcare: Some countries have mandatory healthcare deductions, while others operate on private insurance systems with voluntary deductions.

Payroll deduction in Asia

Asia, with its diverse range of economies, has varied deduction systems:

• Income tax: Countries like Japan, South Korea, and India have progressive income tax systems.
• Mandatory provident funds: Places like Hong Kong have mandatory provident fund contributions to ensure retirement savings for employees.
• Health and social insurance: Countries like China mandate employers to deduct amounts for health insurance, unemployment insurance, and housing funds.

Payroll deductions are a universal concept, but the specifics vary widely based on regional laws, economic policies, and cultural norms.

The same applies to time off management.

Whether in North America, Europe, or Asia, these deductions ensure that employees contribute to essential public services, have access to vital benefits, and can manage their finances more effectively.

As global business continues to expand, understanding the nuances of these deductions across different regions becomes increasingly important.

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So, let’s dive in and demystify this term for you.

What is retroactive pay?

At its core, retroactive pay (or “retro pay” for short) is pretty straightforward. It’s the compensation you owe an employee for work they’ve already completed but were underpaid for.

This can happen for a variety of reasons, ranging from simple clerical errors to more complex issues like backdated promotions. Think of it as a way to correct past paycheck oversights.

Why does retroactive pay exist?

Imagine if you were that employee caught in this situation. You’d want assurance that, even if there’s a hiccup in your paycheck, your company has a mechanism to fix this. Retroactive pay exists primarily for two reasons:

Contractual and legal obligations

Sometimes, an employee’s pay rate changes (due to promotions or agreed raises), but this change doesn’t immediately reflect in their paycheck. Or perhaps new legislation mandates certain payments.

Retro pay ensures you’re up-to-date with all legal obligations – after all, you don’t want to have a lawyer banging on your desk because your company accidentally underpaid an employee a couple of months ago.

Employee morale and trust

Financial stability is paramount for your staff. By ensuring they receive every cent they’re owed, you bolster their trust and morale. You have signed an agreement with them – you pay them for the work they do, and you don’t want that to get misaligned in any way.

Plus, if you’re proactive and tell your employee: “Hey, we noticed that your last two paychecks were actually below what you were supposed to get based on your promotion/raise last month. We’ve gone and fixed that for you, so you’ll see that reflected in your next paycheck at the end of this month.” That sends a powerful message to them that you have their best interests at heart.

When is retroactive pay used?

So, how might you find yourself dealing with retro pay? A few scenarios to consider:

Contractual changes

Let’s say you’ve awarded an employee a raise starting the 10th of the month, but payroll is processed on the 1st. Retro pay comes into play to cover that gap.

Clerical errors

Even in the best systems, mistakes happen. Perhaps someone was inadvertently underpaid; retro pay allows you to square things away.

Overtime corrections

If an employee’s overtime was miscalculated, submitted late, or simply overlooked, retro pay ensures they’re compensated correctly.

However, be cautious. If you’re frequently resorting to retro pay, it could signal deeper systemic issues in your payroll system. And trust us, repeatedly dishing out retro paychecks won’t do wonders for your company’s reputation. It can also be a headache for your friends in Finance.

Pros and cons of retroactive pay

Let’s quickly go over the pros and cons of retro pay, one by one:

Pros:

Fairness: Above all, it demonstrates to your team that you’re committed to honoring your financial commitments.

Boosts morale: Employees trust employers who correct their mistakes.

Legal safeguard: Protect yourself from potential legal repercussions by ensuring everyone gets paid what they’re due.

Cons:

Administrative burden: Handling retro pay can be a paperwork nightmare – especially if it starts piling up.

Financial strain: Large retroactive sums can strain your company’s financial health – and makes it more difficult for the finance department to keep those books balanced.

Potential damage: Relying on retro pay too often can erode trust in your payroll system for existing employees – which can spill over to negative commentary on Glassdoor and other employer review sites.

Retro pay: it’s best to have it and not need it

Being in HR or leading an SMB is no walk in the park. But by ensuring accurate and timely pay, you foster a positive work environment, solidifying employee trust and commitment. So, take a moment to review your payroll systems. Perhaps even consider regular audits. It’s always better to be proactive than retroactive when it comes to pay. The same goes for time off management as well, but that is a topic for another article.

Stay informed, stay proactive, and always prioritize your employees. Because at the end of the day, a company’s greatest asset isn’t its products or services – it’s the people who make it all happen.

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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.

This data serves as the foundation for numerous HR functions, including payroll processing, benefits administration, performance management, and succession planning.

Moreover, in the event of workplace emergencies, having immediate access to an employee’s emergency contact information can be crucial.

Additionally, maintaining up-to-date employee records helps HR professionals ensure compliance with labor laws and regulations, which often require employers to keep certain employee information on file.

Therefore, the role of an employee information form becomes indispensable in the HR toolkit.

What is an employee information form?

An employee information form is a standardized document used by companies to gather essential details about their employees. This form typically includes sections for personal information, job-related data, and emergency contact details.

How could an HRIS help you gather this information easily?

A Human Resource Information System (HRIS) like Workable can significantly simplify the process of gathering and managing employee information.

Workable allows HR teams to store all employee data in one place, making it easily accessible and manageable.

It also offers features like digital forms, which employees can fill out online, eliminating the need for paper forms and manual data entry.

This not only saves time but also reduces the risk of errors.

What a good employee information form should include?

A good employee information form should be comprehensive yet straightforward. It should include:

Personal Information: Full name, address, contact details, marital status, and spouse’s details.

Job Information: Title, department, supervisor, work location, start date, and salary.

Emergency Contact Information: Name, address, and contact details of the emergency contact.

The form should be easy to understand and fill out, with clear instructions and well-defined fields. It should also comply with privacy laws, ensuring the data collected is stored and used responsibly.

An employee information form is a vital tool for effective communication and smooth administrative processes within an organization.

You can download the form from the right sidebar.

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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.

However, this trend could have both beneficial and detrimental effects on productivity, work-life balance, and the global job market.

What is unlimited PTO?

Unlimited PTO (Paid Time Off) is an emerging trend in the HR field where employers offer their employees an unrestricted amount of time off from work. The premise is rooted in the idea of trust and accountability – employees are trusted to responsibly balance their work and time off, contributing to their well-being and productivity.

With an unlimited PTO policy, there is no predetermined limit to vacation or personal days, empowering employees to make decisions in their best interest while maintaining performance standards. The intention is to enhance work-life balance, lower stress, and increase retention.

How does unlimited PTO work?

Unlimited PTO operates on a principle of trust, autonomy, and responsibility. Rather than allotting a specific number of days for vacation, sick leave, or personal time, companies with this policy allow employees to take as much time off as they need, whenever they need it. The idea is to enable employees to maintain a healthy work-life balance without the constraints of a conventional leave system.

However, it doesn’t mean employees can take indefinite time off. The policy is grounded in an understanding that employees will complete their responsibilities and maintain their performance levels while using their discretion to take time off.

This requires open communication between employees and management to ensure workloads are managed and business objectives are met. Some organizations may require employees to provide reasonable notice or have their time-off requests approved, while others may operate on a more informal basis.

Unlimited PTO works best in a culture of mutual respect and responsibility, where time off is seen not as a luxury, but as a necessary part of sustaining productivity, creativity, and overall employee well-being.

As ShortStack CEO Jim Beloisie says: “I’ve learned that when you treat employees like grown-ups, they act like grown-ups.”

Now let’s look at the potential impacts of unlimited paid time off in depth:

1. Productivity

The pros:

A Gallup study finds that when employees are more engaged and less stressed, they are 18% more productive and absenteeism goes down by a whopping 81%.

One might think that giving those employees unlimited options for time off can lead to those kinds of results. Workers would have more freedom to rest, recuperate, and pursue personal interests, reducing burnout and maintaining mental health.

Moreover, with the ubiquity of digital technologies, work can often be done remotely and on flexible schedules and even a “work from anywhere” policy, maintaining productivity.

The cons:

However, on the flip side, unlimited time off may lead to an “always on” work culture. If employers anticipate that employees will take more time off, they may expect them to be available outside of traditional working hours.

This could result in employees feeling compelled to work during their time off to stay on top of their tasks. If not managed appropriately, this could decrease productivity due to fatigue and burnout.

2. Work-life balance

The pros:

Unlimited PTO could greatly improve work-life balance. Employees could take time off to handle personal issues, pursue hobbies, or spend time with family without worrying about conserving their limited vacation days.

This could contribute to a healthier lifestyle and improved mental health.

The cons:

However, paradoxically, some employees might end up taking less time off. Some people may feel guilty or anxious about taking too much time off, particularly if there’s an implicit expectation within their company that they should always be working – or if they see their colleagues taking less time than themselves.

There is also a potential detrimental effect when non-parents and up-and-coming workers are able to devote as much as they can to their work to increase their changes of advancement – and a parent or mid-career employee will feel guilty about taking a few days for themselves and their families.

This could, in fact, lead to a worse work-life balance.

3. Global job market

The pros:

With unlimited time off, jobs might become more attractive to potential employees around the world, leading to a more competitive job market. For example, employees from a country that normally standardizes time off will be attracted to the concept of taking as much time as they want or need.

Companies offering such benefits may attract top talent, increasing their competitiveness.

The cons:

On a broader scale, if this becomes a global trend, it could affect migration patterns. Employees in countries with less generous time-off policies might be more inclined to seek employment in countries or companies where unlimited time off is standard. If your company has a PTO limit for all employees, your hands may be tied in attracting workers who value their personal time.

Smaller companies and those in industries with thin profit margins may also struggle to offer unlimited time off, making it harder for them to compete for talent.

Other changes in unlimited time off

Should unlimited time off become widespread, it could change societal norms about work. People might start to prioritize personal time and flexibility over salary and traditional job security. This could lead to a reimagining of success and fulfillment, shifting away from the “workaholic” culture prevalent in some societies.

While that would be the ideal scenario, there are drawbacks. Offering unlimited time off options could also exacerbate societal inequalities – for example, those in higher-paid, knowledge-based jobs might enjoy the benefits of unlimited time off, while those in lower-paid, manual jobs might not.

Unanticipated outcomes of unlimited PTO

Having an unlimited PTO policy might also lead to some unanticipated outcomes. For instance, it could change our perception of retirement. If people can take time off throughout their careers, they might choose to work longer, changing the demographic dynamics of the workforce.

On a more cautionary note, it might lead to companies blurring the lines between personal and professional time, creating a kind of “pseudo-freedom,” where you’re never really and truly off work.

Unlimited PTO: is it right for your company?

In summary, the trend of unlimited PTO holds promise for improved work-life balance and productivity, but careful management and clear communication of expectations will be key. Also, it’s essential to consider potential inequalities that might arise, and measures should be taken to ensure this benefit is accessible to as many people as possible.

However, its effectiveness varies across organizations and cultures, necessitating a thoughtful implementation process. It’s crucial for HR practitioners to ensure clarity, communication, and manage the potential pitfalls of misuse or underuse, fostering a culture where taking time off is normal and encouraged.

An unlimited PTO policy signifies a shift towards more flexibility and autonomy in the workplace, although its real-world implications and impacts on productivity and employee satisfaction are still subjects of ongoing research and debate.

The post What is unlimited PTO and how does it work? 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.

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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.

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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.

What is an HRIS?

An HRIS is a software or online solution used for data entry, tracking, and managing all HR operations in an organization. This system provides easy access to an actionable database that helps keep all HR systems running smoothly – whether hosted on the company’s server, in the cloud, or by an outside vendor.

How does an HRIS work?

Most HRIS solutions provide a central database where employee information can be stored and managed. This allows HR teams to input personnel data into the system and access it from anywhere.

What are the main features of an HRIS?

These are the core functions of an HRIS:

• Centralized storage of information about personnel, policies, and procedures in an organization
• Recruitment and talent relationship management
• Automated onboarding of employees
• Performance management
• Employee self-service (ESS) to view and manage personal information
• Time and absence management
• Training management
• Workforce analysis

What are the main benefits of an HRIS?

With all information and analytics in one place, an HRIS can help companies find and analyze data more efficiently. This means better-informed decisions about hiring, firing, salaries, promotions, and other human resources matters. In most cases, an HRIS leads to greater efficiency and productivity for employees and managers.

What is HRMS?

An HRMS usually consists of hardware and software resources that provide much of an HR department’s business logic and help it manage everything HR related.

How does an HRMS work?

Organizations rely on HRMS to automate tasks, organize employee information, and generate data-driven reports. This system eliminates the need for paper documents, making it more efficient and effective.

What are the main features of HRMS?

Some HRMS systems are designed for large companies with many employees, while others are more flexible and can be customized for smaller enterprises. The following are considered general and “best practices”.

• General HR functions such as employee benefits administration
• Time and attendance functions such as absence management and compliance
• Analytics functions including real-time reporting, prediction capabilities, and financial analysis
• Onboarding functions such as paperless forms and reports and probation management
• Compliance features ensuring automatic hiring compliance and legislative compliance
• Learning and development features, such as course management, ensuring compliance, and updating training materials
• Payroll solutions, featuring bulk processing and reprocessing, online payroll, and overtime records

What are the main benefits of an HRMS?

The most notable benefit is the increased security of employee data. In addition, automating HR tasks reduces the likelihood of human error, further protecting the accuracy of employee data. Finally, having fewer HR systems in place makes life easier for both employees and HR professionals.

Human resources management is a major pillar in overall HR. As such, an HRM system is a tool to help you succeed as an HR professional.

What is HCM?

Human Capital Management (HCM) software is a digital HR solution that enables organizations to automate and manage employee-related processes in a centralized system. The goal is to empower organizations to focus on strategic initiatives rather than manual administrative work.

How does an HCM work?

HCM software is a collection of integrated HR tools that use mobile and cloud technology to process data. The data is pulled from the various data centers to run reports and create a seamless user experience for HR professionals.

What are the main features of HCM?

Cloud-based or on-premises, HCM software can give you the data insights to inform compensation packages and work schedules. Predictive analytics and forecasting are used for planning, for business growth, and increased profitability. HCM software automates manual tasks and processes that are time-consuming elements of talent strategies.

It can also include mobile self-service options, multimedia-based training, and chatbot-assisted applicant screenings. Multi-layered protection keeps your data secure, while global and local monitoring capabilities ensure compliance with changing regulations.

What are the main benefits of an HCM?

An HCM system can help businesses improve their decision making by integrating data into a single employee record, supporting mobility, and increasing workforce efficiencies. This can result in reduced costs and improved productivity for the business as a whole.

Main advantages of using an HR system

There are many HR software benefits for your business. These include, but are not limited to:

1. Increase in productivity

HR technology can streamline processes, eliminate repetitive and unproductive tasks, and increase efficiency throughout the organization, leading to increased productivity.

2. Enhanced employee experience

Employees who can find answers to their questions tend to be more satisfied with their jobs. You can create a positive work environment by ensuring employees have access to relevant information.

3. Security

An HR system can help protect employee data from unauthorized access and hackers through encryptions. It can also make payroll processing more secure.

4. Minimize errors

Artificial intelligence software can help reduce errors in processes like payroll management. This can reduce the likelihood of human errors, such as misplaced numbers or decimal points.

How are an HRIS, HRMS, and HCM different?

So, what’s the difference between an HRIS, HRMS, and HCM? Let’s go through them one by one.

HRIS vs. HRMS

An HRMS is a complete system used by organizations to manage employee information. In contrast, an HRIS is simply a database system or collection of databases that track employee data. An HRMS is usually more detailed than an HRIS.

HRIS vs. HCM

HCM refers to a broader concept that encompasses not only HRIS but also other systems and processes related to managing and optimizing the human capital within an organization. HCM systems often include HRIS functionality, but they may also include other tools and features that go beyond just managing employee data.

HCM vs. HRMS

There is often confusion around the terms HCM and HRMS, because many systems perform similar functions. However, there can be important differences between HCM and HRMS programs in terms of specific features and functionality. When considering which system to implement for your company, it is therefore crucial to compare different options in detail.

Which HR software should I choose for my business?

Now that you know the differences between an HRIS, HRMS, and HCM sopftware, you’re probably thinking about how to choose one for your organization. There are many considerations and variables to think about here.

First, define your HR needs. You should consider the extent to which the current HR system is falling short, the most common pitfalls and challenges the department faces, and the biggest barriers to a positive employee experience. It’s also important to determine which HR processes are the most time-consuming and whether new software could streamline them.

In addition, you should research your company’s policies and regulatory requirements around data security, vendor diversity, vendor contracts, etc., and assess how tech-savvy your team is.

Second, identify what matters most when choosing an HR system. Consider whether the system is suitable for your industry and company size. There are many different options, so you must make a list of the features that are absolutely necessary for your business.

To get an idea of what would be most beneficial for your business, talk to stakeholders about where they see gaps in the business and what they would like to see improved.

There is a lot more, of course, but don’t let that intimidate you or scare you off this important decision.

For a deeper dive, check out our complete guide to HR software selection.

The post HRIS vs. HRMS vs. HCM: What’s the difference? appeared first on Recruiting Resources: How to Recruit and Hire Better.

HR software helps companies manage their human resources. It can provide a variety of features such as employee tracking, recruitment, performance management, payroll management, benefits administration, and more.

HR software can automate manual processes and reduce paperwork, allowing HR departments to focus on more macro-level, strategic work. It can also help improve employee engagement and productivity.

Why do businesses need HR software?

HR software can help streamline and automate many of the tedious and time-consuming tasks associated with human resources, such as keeping track of employee information, payroll, scheduling and attendance, onboarding and training, and performance management.

It can also help improve communication between departments, align processes and objectives, and provide insights into key HR metrics and trends.

HR software can also provide the tools needed to manage compliance with employment laws, regulations and policies. In addition, it can help organizations analyze data to make better decisions, improve the overall employee experience, and support the long-term success of their business.

Now that’s covered at the surface level, let’s go through the benefits of HR software one by one:

1. Improve communication across the organization

HR software streamlines communication processes and automating mundane tasks. It provides a centralized platform where employees can access information, share files, collaborate on projects, and communicate with one another in real-time.

HR software can also be used to send out reminders, announcements, and event notifications to ensure everyone is on the same page. It also provides a platform to store employee data and records, making it easier to access important information for managers, employees and, of course, HR professionals.

2, Improve compliance

HR software can help your business stay compliant by providing a centralized database of employee information, automating employee onboarding processes to ensure accuracy, automating employee training processes to ensure all employees are up to date on regulations, and providing automated alerts and reminders to ensure compliance with local laws and regulations.

HR software also has reporting and analytics features that can help you identify areas where your business might be falling short and help you stay on the right side of the ever-evolving compliance landscape.

3. Reduce administrative costs

HR software cuts down on administrative costs as well. We mentioned automation of mundane tasks including processing payroll, benefits administration, and attendance tracking. All that time spent manually entering and processing data is now freed up.

HR software also streamlines hiring processes, such as applicant tracking and onboarding, which can reduce the amount of time and money spent on recruiting and onboarding.

And all that paperwork associated with managing employee records, such as benefits forms and performance reviews? Gone. It’s now stored in a central resource in the software, cutting down on all that time organizing, processing, maintaining and storing documents.

4. Ensure consistency

HR software ensures a more consistent workflow by automating and streamlining many of the processes associated with overall human resources management.

Consistency also has an equity element to it – because HR work can now be more uniform and replicable for each employee, you’re ensuring that all employees are treated fairly and have a consistent experience without the disruption of unconscious bias.

This is also a compliance consideration – you’re ensuring that all company policies and procedures are followed equally and that employees are trained and informed on a regular basis.

5. Deepen your data analysis

HR software supports data analysis by providing users with comprehensive, organized data that can be easily sorted, filtered, and analyzed as needed. This data can be exported into other forms, such as graphs and charts, to help visualize patterns, trends, and correlations. The resulting reports – whether it’s focused on people data or company processes – can be immensely useful when making strategic business decisions.

What are the different types of HR software?

There are numerous different types of HR software, all of which meet the varying needs of an organization depending on size, complexity, priorities, goals, budget, operations, location, and other variables.

1. Human Resources Information Systems (HRIS)

Human Resources Information Systems (HRIS) is a software solution that stores and manages employee data and automates the processes related to human resources departments. It simplifies and streamlines administrative tasks such as payroll, benefits, recruitment and performance management.

Additionally, an HRIS can provide insight into employee data and trends, allowing HR to make more informed decisions. Think of it as a resource-oriented software that compiles information and administration into a single place.

2. Human Resources Management Systems (HRMS)

Human Resources Management Systems (HRMS) expands on the above-described HRIS capabilities by supporting a company’s management of internal HR functions, including employee data management, payroll, recruitment, benefits, training, talent management, employee engagement, and employee attendance.

Yes, there’s obviously overlap between this and an HRIS – the difference is that where an HRIS is primarily about storage and centralization, an HRMS focuses more on management.

3. Employee Document Management Software

Employee document management software is what it says – it supports the creation, storage, tracking and management of employee documents specific to payroll, insurance, benefits, policy and procedures, contracts, and other employee-specific paperwork that can be stored in a central hub.

4. Applicant Tracking System (ATS)

An applicant tracking system (ATS) is a software that supports and automates the administrative processes related to hiring and recruitment. For example, ATSes enable self-scheduling capabilities for interviews, distribution and promotion of job postings, employer branding, applicant management and candidate evaluation through the recruitment funnel.

5. HR Payroll Software

HR payroll software supports and optimizes the management of an organization’s payroll – including salary, paychecks, bonuses, and other forms of compensation.

6. Human Capital Management (HCM)

HCM – or Human Capital Management – software is more of a complete suite of the above, focused on processes related to employee management, development, and productivity.

What’s the difference between HRMS, HRIS, and HCM?

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 are the latest trends in HR software?

Just like any technology, HR software is always evolving. Let’s look at the latest trends that impact HR software:

1. AI & machine learning

AI and machine learning are increasingly being incorporated into human resources software to help streamline and automate a range of tasks.

With a good HR software, you not only can automate processes, you can also predict employee performance based on existing data, personalize L&D experiences, identify potential compliance issues, and even make AI-driven decisions.

2. Workforce management

Workforce management is an increasingly popular tool in HR software, used by employers to streamline and optimize labor management processes including time and attendance, scheduling, payroll, benefits and more.

The growing sophistication of workforce management as a feature in HR software means that employers can more accurately forecast labor hours and productivity, allowing better allocation of resources and reduction of redundant and overlapping processes – saving on costs across the board.

3. Integrated systems

As digital transformation (DX) continues in companies as a result of the migration to remote and hybrid environments, the digitization of everyday work processes, and the incorporation of technology into workflows, smooth integration of different softwares and tools is a must.

4. Company branding

The HR function has been described as becoming more crucial in a company’s overall branding, including as an employer. People are at the heart of a company’s growth and success, and human resources teams are at the core of attracting and retaining top talent.

With the many capabilities and tools in HR software focused around benefits management, learning & development, and team-building, HR software can play a huge role in making a company more attractive to work for.

What core functionalities should you look for in HR software?

When shopping for HR software, you should look for a variety of functionalities. They include but are not limited to:

1. Recruitment and onboarding

HR software should cover all the elements of an employee’s lifecycle with an organization, and recruitment and onboarding is no exception. Make sure your HR software has a capable applicant tracking system – or is at least integrable with one in your existing toolbox – and enables a smooth onboarding experience for your new hires. This includes options for training, orientation, policy review, and employee information collection.

2. Payroll

Your HR software should include at least basic capabilities for management and tracking of your organizational payroll down to each individual employee. This can also include other fiscal elements such as bonuses, raises, and work-related expenses, and fit cleanly within your financial tech stack.

3. Time, attendance and scheduling

Even with the advent of flexible work, many companies still need to regulate and manage their employees’ working hours. Monitoring attendance, allocating time slots, and managing time off are all time-consuming when controlled manually – every HR software should include capabilities for all this.

4. Benefits administration

Employee benefits programs – including health insurance, retirement plans, paid leave and other compensation packages – are a core element of human resources. HR software must include options for managing, administering, and communicating these programs on a regular and repeatable basis.

5. Compliance

Whether it’s employee data privacy or equal employment opportunity, there are numerous legislations to be aware of when managing human resources. Your HR software should have ISO-certified capabilities for storage of sensitive information and the ability to create and send reports to comply with regulations in your area of operations – for instance, those related to GDPR and EEOC.

6. Reporting and analytics

Because of its storage and management functionalities, HR software is naturally designed to accurately track employee data. When you’re playing a role in business strategy, this data is valuable. The ability to build reports and stay on top of your people analytics is a must-have in any HR software system.

Final thoughts on HR software

Now you know what HR software is, why your business may need one, what types of HR software are available, and what standard features should be included in any HR software.

What’s next? That’s up to you. Whether you’re in the market for a new HR software to support your business, or just looking to learn more, it’s always good to be aware of the options that are available.

The post What is HR software – and how can it help your business? appeared first on Recruiting Resources: How to Recruit and Hire Better.

• creating and administering policies and procedures
• monitoring and managing employee performance
• providing guidance and support to ensure employees remain productive and motivated

Employee management differs from talent management in that it’s more tactical and administrative, whereas talent management is more focused on strategy – including career pathing, development of high-performing employees, and employee engagement/retention.

Why is employee management important?

A successful employee management strategy is crucial because a business runs efficiently when its people are managed efficiently. Proper employee management helps to create a clear structure and organizational framework within a business. This improves communication and collaboration across teams and departments – as well as up and down the chain of command.

In employee management, key performance indicators are clear, projects are implemented and carried out by the book, and compensation (in the form of bonuses and raises) and praise are assured for a job well done.

It also helps to foster good working relationships between managers and employees, which can lead to higher job satisfaction and better morale. This leads to lower turnover rates and greater employee retention, leading to more efficient budget management and higher productivity.

What makes good employee management?

Now that you know what employee management is and why it’s important, it’s time to understand the main aspects that make up a solid employee management strategy.

1. Recruitment and onboarding

The first element of employee management is in the recruitment process itself. Even before a candidate is hired, your organization is setting expectations in terms of compensation, career opportunity, and company culture. When this aspect is managed efficiently, then you’re setting clear expectations for your new employees and delivering on them.

Likewise, a smoothly executed onboarding strategy sets your new hires for success from the get-go. Learn how you can ensure a consistent and positive onboarding experience in your company.

2. Performance monitoring

Employees are more motivated when their expected outcomes are clear and attainable, and they’re compensated for successful delivery on their KPIs. Consequently, managing your employees must include monitoring their performance on a regular basis – ideally in a tangible way.

For example, your SDRs are expected to convert a specific percentage of the leads they’re given. Your dev team must build a new feature by the end of the quarter. Your customer support team must resolve tickets to the customer’s satisfaction within a specific period of time.

When you monitor all of these metrics, you are not only establishing clear goalposts for your teams, but you’re also making it easier for your company to identify and reward high performers for their stellar work.

3. Communication channels

Communication is a crucial ingredient in the playbook for a smoothly operating business. Managing your employees includes numerous forms of communication:

• Team manager communication: the manager of a team works with team members in outlining projects, assigning duties, setting expectations, etc.
• Departmental communication: the leader of a department communicates expected deliverables as outlined in board and executive meetings to team managers and members
• Top-down communication: the leaders of an organization communicate with employees on business goals and results via all-hands
• Bottom-up communication: as above, but the other way around – where employees can communicate up the ladder to management and executives on their work needs, priorities and experiences via surveys, 1-1s, reviews, etc.
• Collaborative communication: colleagues communicate laterally as they work together on mutual projects

There’s more, of course – communications can be complex, and that’s no different in the workplace.

4. Rewards and incentives

Employees are more motivated to do a good job when the work is not only compensated, but also incentivized and rewarded. This core facet of employee management pays dividends in terms of productivity, engagement, happiness and retention.

What are the main benefits of proper employee management?

Managing your employees isn’t just about managing the person – it’s about managing their ability to do the job they’re assigned to do. If you don’t manage properly, your employees won’t be able to do their job effectively, and your overall business picture will suffer.

That’s the macro-level benefit of proper employee management. Let’s look at the more specific benefits:

1. Improve efficiency

When you have multiple team members collectively working together, you want them working with minimal overlap and maximum cohesion. That requires smart and calculated employee management which improves efficiency.

2. Increase productivity

When companies operate more efficiently, they’re more productive. A well-managed group means fewer breakdowns and overlaps, speeding up processes and increasing productivity.

3. Data security

When you’re managing your employees, you’re not just managing their work – you’re also managing their information, such as their salary, benefits, time off, contact details, bank and tax information, and other sensitive employee information. Proper employee management includes proper containment of all this data.

4. Lower long-term costs

Not only does your bottom line benefit from a more efficient and productive employee base. You’re also reducing costs related to employee turnover, duplicate and redundant efforts, expensive human errors, and budget mismanagement.

How do you improve employee management?

The payoffs of effective employee management are clear. So, how do you tangibly manage your employees so that those benefits are realized in your organization? There are a variety of ways, including but not limited to the following:

1. Set clear expectations

Establish clear expectations with your employees. This is crucial to setting them up for success. An employee should know what they’re expected to do, what their performance goals are, and what rewards and compensation they can hope to receive for reaching those KPIs.

2. Help your employees to grow

Career pathing is an important part of the employee lifecycle. An employer should guide and support its employees as they grow in their careers.

This can be achieved via learning & development programs, performance reviews, guidance and feedback, and even skills analysis. Support your employees’ growth, and they’ll stay with you.

3. Build trust

When an employee trusts their manager and executive team, they’re more motivated to succeed. This trust can be in the form of job security, delivery of promises (i.e. bonuses, promotions), and transparency and communication (i.e. all-hands, business planning). Earn their trust – and keep it strong.

4. Establish open communication early

Open and transparent communication is crucial to successful employee management. Your employees should have access to all the information they need to do their jobs effectively.

That doesn’t just include who’s responsible for what, departmental updates, and performance feedback. It also includes the higher-level stuff such as mission and vision and positioning statements, and company values.

Keep those channels of communication open – and establish that from the first day of employment.

5. Set and achieve goals together

A company ‘north star’ – in other words, the mission and vision – is crucial to success. That lays the groundwork for goals to be set at the departmental and team levels, and then assigning roles and responsibilities to individual employees to achieve these goals.

Be clear on where that north star is, what the subsequent goals are, and how you and your colleagues can achieve them.

6. Recognize employee efforts and achievements

Simply managing your employees’ work isn’t enough. Validating an employee’s hard work and success through recognition and reward is crucial to engagement and retention. Ensure that your top performers are rewarded accordingly.

7. Be consistent

Don’t promise one thing and then deliver on another. Likewise, don’t say “We’re going this way!” and then change your tune halfway through the quarter.

Make sure you’re consistent in your messaging, decisions and actions as an employer – this is crucial to gaining the trust of your colleagues.

8. Utilize employee management software

Doing all of the above can be a daunting effort for any HR professional or business leader, especially with numerous variables and tacticals throughout. Optimize your employee management by introducing software and technology into the mix.

How do you choose the right employee management software for your organization?

The right employee management software depends on the size of your organization and your specific needs. Consider your current and future needs, your budget, your software’s compatibility with existing systems in your tech stack, and the user-friendliness of your interface.

Your organization should also consider whether you need a cloud-based or on-premise solution HRIS, as well as what features meet your needs and fill your gaps. This can include time and attendance tracking, performance management and review, payroll and benefits, recognition and rewards, logistic management, company and colleague communication, and other elements of employee management.

Also, look at your needs for data security, employee support, and accessibility.

Establish what your budget is to meet all of those needs – and think about what kind of return on investment can be expected so you can justify the purchase of an employee management software.

Ultimately, look for a software solution with a good reputation, plus reviews and case studies from other organizations.

The tie-back is that good employee management equals greater retention and engagement – which leads to better productivity, a stronger reputation and a positive bottom line. Everyone benefits in the end!

The post What is employee management? appeared first on Recruiting Resources: How to Recruit and Hire Better.

The importance of HR document management software

Employees are the fuel that powers an organization and are often the most valuable asset of any business.

Acquiring top talent, evaluating performance, retaining employees, and maintaining compliance with state, federal, and industry guidelines are all essential elements of an organization’s long-term success, and employee documentation helps inform or ensure all of the above.

Technology has simplified the logistics of managing business documents. Gone are the days of overstuffed file cabinets, making copies, and overnighting important paper documents for review; an HR document management system transforms a pile of file folders and physical paperwork into a secure, easily accessible, searchable archive that improves efficiency while ensuring privacy.

The right document management system (DMS) can also act as an organizational framework for creating a workflow that streamlines the process of managing team members and their records.

Two types of document management systems

A document management solution is a type of content management system that specializes in collecting, managing, and archiving digital documents, and there are a variety of options with different features and functionality to choose from.

One of the first decisions to make when choosing a DMS involves how and where you want to store documents.
There are two main types of document management systems:

On-Premise

An on-premise DMS means that your data is stored on servers that are installed on the premises of your organization. This option is typically chosen by larger companies with dedicated IT staff and resources, since it involves more significant upfront costs and requires your organization to assume responsibility for the storage and security of the documents. There is some risk involved if you fail to back up the files since there is no automatic saved copy being sent to a cloud.

A significant benefit of an on-premises DMS is that you can access your documents without an internet connection, if necessary. You’re also completely in control of your system and its contents since there is no third party vendor involved.

Cloud-Based

With a cloud-based document management system, the data is stored in an external data center managed by a third-party provider. The storage space is on a rented server, with fees paid on a monthly or annual basis.

Costs are generally lower with cloud-based document storage, due to the fact that no hardware or dedicated IT staff are required and fees typically include updates and maintenance. A cloud-based DMS is more easily scaled than an on-premise solution and files can be securely accessed from anywhere, including mobile devices.

However, you are reliant on the vendor to keep the system running smoothly and access may be contingent on an internet connection.

Some organizations have security concerns about storing important digital files in the cloud, but there are potential vulnerabilities with on-premise records management options, too.

What should you look for in HR document management software

There are a lot of different variables when it comes to choosing the right HR document management software for your business.

Before you start doing in-depth research, consider the needs of your organization and decide what pain points you’re hoping to eliminate with an electronic document management system.

Some aspects and key features to consider include:

Security

A lot of sensitive information is collected throughout the employee lifecycle; consequently, security is a critical component of information management. Data encryption, password protection, and permission settings for access control are important security features that can help keep your digital assets safe.

Ease of use

Choosing user-friendly software makes it easier to get all stakeholders on board with adopting a new tool, and helps improve overall efficiency. A good DMS will have a simple file structure, indexing, and robust search functionality to facilitate document retrieval.

File type versatility

The ideal HR DMS should serve as a one-stop-shop for employee records. The ability to store and share documents in a range of different file formats is essential to implementing a single, streamlined solution.

Document tracking

Employee documents often go through different iterations or edits. Version control and document tracking features allow users to review the history of a document or to ensure it has been updated or to track changes.

Integration

Choosing a system that integrates easily with existing programs, such as email clients, CRM software, and HRIS, or that offers an open API, can optimize your HR workflow through automation.

What are the benefits of using a document management system?

Finding the right document management system offers a wide range of benefits that extend far beyond simply organizing paperwork.

Here’s how a document management system can help your organization:

Document security: Protect the confidential information of your employees with data encryption, password protection, and access control to limit who can view or share files.

Paperless storage: Reduce supply costs and the need for physical storage space with a digital solution.

Improve efficiency: Eliminate the time-consuming process of tracking down a file that lives in someone’s desk drawer or hard drive with a central source of information.

Easy access: Search by employee name, document type, date range, file format and more and securely share information with relevant parties with minimal effort.

Scalable: Document management software can grow with your company from fledgling start-up to global conglomerate without a constant need to reinvent the document collection and storage workflow.

Enhanced collaboration: Share documents, collect signatures, and store copies of important information within one platform.

Improved workflow: Create an organizational structure that can seamlessly store and manage documents from job listing to exit interview.

The challenges of document management

The challenges of document management multiply as your business grows. It’s all too easy to lose a piece of important information — from inconsistent file names to sloppy storage protocol, there are a lot of obstacles that can make a search feel like an impossible feat.

Aside from the loss of productivity, being disorganized can eventually lead to serious compliance issues.

Investing the time, cost, and effort into implementing a DMS solution can reduce the risk of future legal liability.

Which teams will benefit from document management software?

It’s not just your human resources department and legal team that will appreciate the benefits of document management software.

Access to a central document repository makes it easier for managers and executives to review resumes, performance evaluations, and compensation data that can help with the decision-making process when it comes to hiring, promoting, or terminating an employee.

A DMS can also expedite the onboarding process by facilitating the collection of information and the exchange of signed documents.

Related: Explore resources that help manage compliance.

How to start using HR document management software

If you’re interested in incorporating an HR document management software into your workflow, start with the following steps:

Identify relevant HR documents

Start by making a list of the types of HR documents used by your organization, including:

• Recruiting collateral
• Hiring records
• Employee contracts
• Company policies
• Medical, leave requests, and disability records
• Payroll and benefit documents
• Personnel records and reviews
• Safety and accident records
• Training or onboarding materials

Assess current storage

Determine where the documents listed above are currently stored and evaluate the most secure and efficient method for exporting a copy of that information into a new system.

Define access and security levels

While reviewing the list of HR documents used by your organization, decide who needs access to that information, how often they will need access, and identify any special security needs. For instance, medical and disability information is protected by law and may need to be stored separately from individual employee files.

Identify retention requirements

Certain types of documents must be kept for a specific amount of time to maintain compliance. Decide how long you need or want to retain documents and configure your DMS to alert you to upcoming expiration dates.

Learn specifics of DMS functionality

Educate yourself and your team on the features and functionality available in the HR document management system that you’ve chosen to help fully inform the creation and implementation of a new workflow.

Finding the right HR document management software solution for your business can maximize efficiency, reduce liability, and empower your organization to prioritize what really matters — the people who make work possible.

The post What is HR document management software? appeared first on Recruiting Resources: How to Recruit and Hire Better.

HRIS – or Human Resources Information System – is a software system primarily used by human resources professionals to store and manage employee data such as payroll, benefits, performance reviews, and training records.

HRIS systems are designed to automate HR processes and streamline the management of employee information.

What does HRIS stand for?

HRIS stands for Human Resources Information System.

Why is HRIS important?

If you’re working in human resources, you know all too well the numerous processes and responsibilities that you need to stay on top of on a regular basis. It can be a mountain of work in your day-to-day work, especially when you’re working with distributed teams, larger employee bases, high turnover, and other variables that make for more complex processes.

This is where an HRIS come in incredibly useful in supporting and optimizing your overall workload in HR.
An HRIS can make your work:

1. More organized

You’re able to organize your work better than you could in the past, and your company can be better organized in the way it manages the information in its employee base.

2. More streamlined

Not only are you more organized, you can also optimize your work so you’re not repeating menial tasks and even duplicating efforts day in and day out – an HRIS automates your work, making it a more streamlined experience.

3. More transparency

When you have multiple players in a system and many full-time employees in your HR team and in your company, it’s hard to keep things organized and keep everyone uniformly informed. With a good HRIS, you can reduce any potential confusion by having a single source of information for everything that passes through HR.

Why should HR managers care about HRIS?

HR managers should care about HRIS because it can help them to streamline and automate many of the day-to-day tasks that take up a lot of time and resources to manage.

HRIS systems can also help reduce administrative costs by eliminating manual processes, increasing efficiency and accuracy, and improving data accuracy.

It can also help to provide more comprehensive and accurate data insights that enable HR managers to make more informed decisions and support overall business strategy that involve employees. Likewise, users of the software can better measure and analyze employee engagement, productivity, and other key metrics.

Additionally, HRIS systems provide an organized, efficient and centralized tool to manage employee records, benefits, and payroll, as well as to track performance and attendance.

The different types of HRIS software

There are three primary types of HRIS software that can easily overlap. The basic categorization can be as follows:

1. Human Resources Information Systems (HRIS)

HRIS software focuses on the tactical and logistical – at its very basic level, it stores information related to human resources departments such as employee details, salaries and benefits, organizational charts and policies & procedures. It centralizes all of this in one location, whether in the cloud or on premise.

2. Human Resources Management Systems (HRMS)

HRMS software grows on an HRIS by adding management and automation elements including onboarding schedules, performance review processes, and time tracking.

3. Human Capital Management (HCM)

HCM is more of a complete suite of the above, with additional tools focused on macro-level processes and people strategy including employee engagement, career development, and overall productivity.

Where can HRIS be managed from?

There are two primary areas where you can manage an HRIS. They are:

1. Cloud-based

Everything operates online in a portal that’s accessible by any user from anywhere. This is ideal for businesses that do much of their work online and asynchronously across locations.

2. On-premise based

Everything is stored on site in local computers. This is best for single-location businesses that do much of their work in a physical environment without a strong requirement for online access, such as restaurants, services, garages and gas stations, and so on. Data privacy can also be a consideration – some businesses may want to store their information in a location that’s not accessible online.

How does HRIS help recruitment?

HRIS helps recruitment in several ways. First, it can streamline the recruitment process by automating many of the tasks associated with recruiting, such as tracking job postings, collecting and organizing resumes, scheduling interviews, and more.

Second, an HRIS can provide valuable insights into the recruitment process, such as which job postings are performing best and which candidates are more likely to be successful in a certain role.

Finally, an HRIS can help ensure that a company’s recruitment efforts are compliant with applicable laws and regulations, such as those related to data privacy and equal employment opportunity.

Who can use an HRIS?

An HRIS can be used by human resources professionals, team managers, and other staff to manage the HR functions within a company.

It can also be used by employees themselves as a self-service model to access the information they need at any given time, including time-off usage, company policies and procedures, key performance indicators, performance ratings, compensation and bonus structures, and other relevant information.

Which businesses need an HRIS?

In short, any business that employs people. Although you can feasibly manage the information of a small number of employees through manual paperwork and files, that HR workload can grow exponentially. You’re taking up additional bandwidth every time you add to payroll or backfill a vacated role, open up new offices in different locations, or even introduce new incentives to motivate your existing workers.

Also, a small business may not have the resources to employ a dedicated HR team or even a single human resources professional. So, HR-related matters fall on the shoulders of business managers and owners. An HRIS can greatly reduce the burden on those shoulders.

So, back to the original point – any business that employs people needs an HRIS. There’s an HRIS to accommodate the needs of the smallest businesses all the way up to larger-scale multinational enterprises, and one for every budget.

How many employees can an HRIS handle?

As said above, there is an HRIS for every size of business. There’s no minimum or maximum limit to the number of workers that an HRIS can handle. Software is naturally built to scale, and even if it’s not, businesses can ‘graduate’ to a next-level HRIS as it grows.

Is an HRIS suitable for small businesses?

Yes, an HRIS is suitable for small businesses. The benefits of an HRIS system include improved efficiency, easier reporting, improved compliance, and better data management.

With an HRIS, small businesses can access their employee data in one place, track employee performance, and access analytics to understand their workforce better.

What are the features of HRIS software?

An HRIS software has numerous features, each designed to cover different aspects of human resources management. They include:

1. Recruitment and onboarding

Many HRISes come with a ready-made, fully integrated applicant tracking system or recruitment software that optimizes the hiring process. An HRIS is also equipped with onboarding tools such as online review of policies and procedures with e-signing capabilities and the collection of an employee’s personal information.

2. Payroll management

Managing payroll is one of the most important jobs of human resources – ensuring that every employee gets their compensation as scheduled. An HRIS can manage this from initial entry of compensation details through to automated delivery of payment on a regular basis. Other elements of payroll management include visibility from a finance perspective and tracking of changes in payroll due to raises and internal mobility of employees.

3. Paperless records

When records are stored in the digital realm of an HRIS, this lessens or even eliminates the need for physical documents – which in turn removes the burden of filing and organizing these documents. When everything is stored electronically, not only can an HRIS locate the needed documents at a moment’s notice, it also reduces waste for organizations that are more environmentally conscious.

4. Applicant tracking

As above, the recruitment process includes the tracking of applicants and their information, including their resumes, contact details, interviews, evaluation results, and other details. An HRIS equipped with an ATS can do all this for you.

5. People analytics

People analytics is a crucial ingredient in the HR management playbook and, as such, is a major feature of many HRISes. It helps you spot opportunities and gaps in your employee base to support different people strategies including DEI, retention, internal growth, etc.

6. Time and attendance

When you’re paying by the hour or using contracted workers, or monitoring hours for overtime pay, tracking time and attendance is essential. HRISes will ensure that you stay on top of this important part of human resource management.

7. Benefits management

Managing benefits is one of the major tasks in an HR professional’s day-to-day work – be it in the onboarding process, open enrollment, benefits selection, or something else. An HRIS with this feature enables you to manage your company’s benefits in one place.

8. Mobile app

Not everyone has the time or space to do their work on a laptop, let alone at a desk or in a dedicated workspace. Many HRISes come with mobile capabilities that enable HR professionals to do their work while on the go.

9. Integrations

Your HRIS likely isn’t the only software in your company tech stack, so you want to ensure it seamlessly integrates with your other tools. A well-designed HRIS should fit within your existing tech stack.

10. Employee self-service

HR professionals and managers regularly field requests for information and updates from employees, whether it’s in terms of time off or sick days, a change in benefits, work hours and shifts, or other pertinent data. An HRIS can give employees their own access portal to get the information they need right away.

11. Reporting capabilities

We mentioned analytics above – the ability to create reports to advise and support overall business strategy is a great feature of HRIS software. These reports can show insights in any area of interest, be it retention, DEI, or any other information that can support a strategic business decision.

What are the benefits of HRIS software?

The benefits of an HRIS are almost too numerous to mention, whether tangible or intangible. Highlights include the following:

1. Data-driven decisions

An HRIS enables you to consistently track various elements of employee management, including PTO, benefit usage, employee tenure, promotions, attendance, productivity, and other key metrics. The resulting insights come in incredibly handy when making decisions at a strategic level for your organization.

2. Enhance employee experiences

An HRIS provides a single platform for management and employees to access all the information they need in one place – including policies and procedures, organizational charts, compensation and benefits, employee history, performance evaluations, time off, sick days, and so on. This level of transparency and ability to get quick approval (i.e. in the case of time-off requests) can make a smoother experience for employees.

3. Increased productivity

An HRIS manages PTOs and even work processes so that you can ensure your work is streamlined. For example, if you have a staff of 10, you can’t afford to have seven of them checking out for PTO in a single week.

An HRIS can help you monitor this so that you can stagger the time off and ensure that productivity remains consistently high.

4. Increased automation

When you’re working with resource-strapped HR teams and limited bandwidth, the automation features of an HRIS can make the day-to-day work more consistent and attainable on a regular basis.

5. Fewer errors

When information and processes are regularly logged and tracked in a single resource – in this case, an HRIS – the propensity for sometimes costly human errors is vastly reduced.

6. Speedier processes

An HRIS speeds up the process in many areas of human resources, including signing paperwork for a new hire, getting approvals for time-off requests, creating and delivering reports for compliance purposes, and tracking different elements of an employee’s lifecycle – including promotions, salary changes, attrition and retention, and more.

7. Freed-up HR resources

The reduction of time-consuming errors, increased automation, and accessibility of information in a single place all free up valuable hours in an HR professional’s day-to-day work – allowing HR to focus more of their time on the things that deserve closer attention.

8. Increased compliance

When an employee’s data is collected within an HRIS, and with policies and procedures kept in a single place all with e-signature capabilities, this makes compliance much easier for an organization. That’s especially when you require a paper trail or regular reporting to meet EEOC or GDPR standards.

9. Accommodate business growth

When businesses grow rapidly – especially startups and SaaS companies – they need systems in place that can accommodate the rise in scale, including in HR. The number of processes increases when a company’s FTE count grows, and an HRIS can manage this free of breakdowns, in ways that manual systems cannot.

How to choose the best HRIS for your business

Now that you understand what an HRIS is, what features are included, and what the benefits are, you can then start shopping for an HRIS.

Looking for an HRIS for your organization isn’t a decision to be taken lightly, but doesn’t have to be an intimidating experience even for the less-experienced business leaders looking to shore up their HR processes.

The following guide can help you know what to consider and how to make the right decision in choosing the best HRIS for your business.

Know what you need to do to implement an HRIS successfully

First, make sure you know what you need to do to properly introduce an HRIS into your company.

1. Define your goals and objectives as a company: Determine why you need an HRIS in the first place, what you want to achieve with it, and how you expect it will help your organization.

2. Research and select an appropriate HRIS: Research different systems and select the one that best meets your organization’s needs.

3. Plan and organize the implementation: Develop a detailed plan of the activities and timeline for implementing the system.

4. Train and support users: Provide adequate training for the system users and ensure that they are comfortable using it.

5. Monitor system performance: Monitor the system’s performance to ensure that it is meeting the organization’s goals and objectives.

6. Update system components: Ensure that the system is up to date with the latest features and components.

7. Evaluate the system: Review the system’s performance and make changes as needed.

Know when you should invest in an HRIS system

The best time to invest in an HRIS system is when your current HR processes are not meeting the needs of your business. Consider investing in an HRIS system if you’re experiencing any of the following problems:

• Inefficient processes for tracking and managing employee information
• Staying compliant with labor laws and regulations
• High costs associated with manual processes
• Inability to produce timely and accurate reports
• Difficulty managing and tracking employee benefits
• Unable to recruit and retain top talent
• Not creating and managing effective employee development programs
• Struggles in maintaining a positive work culture and engaging employees

Know what elements your HRIS should include

It helps to know the features that a standard HRIS can be expected to have right out of the box:

1. Employee Database: Information such as personal information, previous employment history, pay rates, and other pertinent data should be stored in a secure, easily accessible format.

2. Payroll System: An HRIS should include a payroll system that allows for easy calculation of wages, taxes, and other deductions.

3. Time and Attendance Tracking: An HRIS should track employee time and attendance, including both regular and overtime hours.

4. Benefits Administration: An HRIS should include a system for managing employee benefits, such as health insurance, retirement plans, and other employee perks.

5. Performance Management: Tools for tracking and evaluating employee performance should be included in an HRIS.

6. Analytics and Reporting: An HRIS should include reports and analytics to help inform decisions about staffing, compensation, and other HR-related matters.

The future of HRIS software

The future of HRIS software is very bright. As businesses continue to recognize the value of HRIS software, the demand for such software is expected to grow exponentially.

Companies are likely to invest in more advanced and sophisticated HRIS systems that will be able to provide greater insights about their employees, better management of employee data, and improved reporting capabilities.

Moreover, the development of AI-driven features and predictive analytics capabilities will also play a major role in the advancement of HRIS software.

The post What is HRIS? And why is it so important for your business? 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.

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The interview process policy is ready to be tailored to your company’s needs. It could be part of your hiring guide.

What is the interview process policy?

The Interview Process Policy outlines the steps and guidelines to be followed when interviewing potential candidates for a position within the organization. 

It begins from the moment a job vacancy is identified, through to the screening of applications, shortlisting of candidates, conducting interviews, and finally, making a job offer. 

The policy ensures that every candidate is given an equal opportunity and is assessed based on merit, skills, and fit for the role. 

Additionally, it emphasizes the importance of maintaining professionalism, confidentiality, and respect throughout the process, ensuring that the organization’s reputation is upheld and that candidates have a positive experience regardless of the outcome.

A interview process policy should include:

1. Stages of the interview: A clear outline of the different phases, such as initial screening, technical interviews, HR interviews, and final discussions
2. Roles and responsibilities: Defining who is responsible for each stage, from screening resumes to conducting interviews and providing feedback
3. Evaluation criteria: Setting clear guidelines on how candidates will be assessed, ensuring consistency and fairness
4. Feedback and communication: Procedures for providing feedback to candidates and communicating the next steps or decisions

Why is it important to have an interview process policy?

An Interview Process Policy is crucial for ensuring that the recruitment process is consistent, transparent, and fair. It provides clear guidelines for both interviewers and candidates, ensuring that everyone is on the same page. 

A well-defined policy reduces the risk of biases, ensures that the best talent is selected, and upholds the organization’s reputation as a fair and desirable employer. 

Moreover, it ensures compliance with employment laws and regulations, reducing potential legal risks.

Step by step instructions on how to write your own interview process policy

1. Identify the need

Understand the specific requirements of your organization. For instance, tech companies might require coding tests, while marketing roles might focus on portfolio reviews.

2. Define the stages

Break down the interview process into clear stages. For example, initial screening, technical round, managerial round, and HR discussion.

3. Set roles and responsibilities

Assign specific individuals or teams to each stage. For instance, the technical team handles the technical round, while HR manages the final discussion.

4. Determine evaluation criteria

Set clear metrics or guidelines for evaluating candidates at each stage. This could include technical skills, cultural fit, or problem-solving abilities.

5. Feedback mechanism

Establish a system for interviewers to provide feedback and for candidates to receive updates on their status.

6. Review and update

Periodically review the policy to ensure it remains relevant and effective, making adjustments as needed.

Interview process policy template

Policy brief & purpose

This policy aims to provide clarity, structure, and fairness to the interview process at [Organization Name], ensuring that we consistently identify and onboard the best talent aligned with our values and objectives.

Scope

All recruitment activities and roles within [Organization Name].

Policy Guidelines

Interview process

Our interview process begins with a collaborative meeting between the hiring team and our recruiters to align on the role’s requirements. Once the job is posted, the initial interaction with potential candidates typically takes the form of a screening call or a one-way video interview.

This is followed by a cognitive assessment and a role-specific assignment to gauge their practical skills. The next phase involves a detailed interview with the hiring manager, where we use a scorecard for consistent evaluation. Candidates then engage with our senior leadership, allowing us to assess their strategic fit with our company’s vision.

Before finalizing our decision, we conduct reference calls to gain insights into the candidate’s past performance. The process concludes with successful candidates receiving an offer letter.

Things to avoid

As interviewers, it’s crucial to maintain professional boundaries and avoid certain topics:

Previous employers: While it’s acceptable to discuss reasons for leaving a past job, refrain from engaging in negative talk about former employers. If a candidate veers into unprofessional territory, redirect the conversation to more relevant topics.

Personal matters: Avoid delving into personal topics unless the candidate brings it up in a context relevant to their career. Remember, if it’s not a topic you’d discuss in a professional meeting, it’s likely inappropriate for an interview.

Sensitive topics: Politics, religion, and other controversial subjects have no place in interviews.

Overly casual conversations: While building rapport is essential, the primary focus should be on professional matters. Ensure the discussion remains centered on the role and the candidate’s qualifications.

Avoiding conflicts: Encounters with challenging candidates are inevitable. Regardless of their behavior, always remain calm, professional, and steer the conversation back to the job at hand.

Conclusion

[Organization Name] is committed to a transparent, fair, and comprehensive interview process, ensuring that we bring onboard individuals who resonate with our values and contribute to our vision.

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This sexual harassment policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your company policies.

The sexual harassment policy should include:

1. A clear definition of what constitutes sexual harassment, including examples of unacceptable behaviors and actions
2. Procedures for reporting sexual harassment, detailing how victims or witnesses can come forward and the steps the company will take upon receiving a complaint
3. Measures to support victims of harassment, including options for mental health services, counseling, and ensuring their job and benefits remain unaffected

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This Breastfeeding policy sample is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This breastfeeding policy should include:

1. Provisions for a dedicated lactation room, ensuring it’s separate from other common areas, equipped with necessary amenities, and maintained for cleanliness and privacy
2. Clear guidelines on the duration and frequency of lactation breaks, along with compensation details during these breaks
3. Procedures for booking the lactation room, recording break times, and addressing any grievances or complaints related to breastfeeding accommodations

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This Short-Term Disability Policy sample is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The short-term disability policy should include:

1. Clear definitions of what constitutes short-term disability, distinguishing between temporary disabilities and minor injuries
2. Specific guidelines on the duration of short-term disability leave, the amount of disability pay, and any caps on the pay
3. Procedures for applying for short-term disability benefits, including the necessary documentation, reporting requirements, and steps to follow upon returning to work

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This Pets is the workplace policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The pets in the workplace policy should include:

1. Specific criteria for the types of pets allowed, their training requirements, and any breed or size restrictions
2. Owner responsibilities, including cleaning up after their pets, supervising them, and ensuring they don’t disturb coworkers or damage property
3. Designated areas where pets are allowed and prohibited, along with procedures for addressing complaints or concerns related to pets

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This sample employee probationary period policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your custom employee probation period policy. A probationary period company policy may also be referred to as a probation policy.

The probationary period policy should include:

1. Clear criteria for evaluating an employee’s performance, behavior, and collaboration during the probationary phase
2. Specific circumstances under which an existing employee might be placed on probation, such as after a promotion or due to disciplinary reasons
3. Guidelines on the potential outcomes at the end of the probationary period, including retention, demotion, or termination

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This employee performance review policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This employee performance review policy should include:

1. Clear criteria defining good performance, such as meeting targets, adhering to company policies, and exhibiting a collaborative attitude
2. Regularly scheduled performance reviews, specifying the frequency (e.g., annual, bi-annual, quarterly) and the associated procedures
3. Guidelines for rewards, training opportunities, and frequent communication between managers and employees to ensure continuous feedback

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This drug testing policy template is ready to be tailored to your company’s needs and can be a starting point for setting up your employment policies.

The drug testing policy should include:

1. Clear guidelines on when and how drug tests will be conducted, ensuring respect for individual rights and confidentiality
2. Specific instances that constitute “reasonable suspicion” for administering a drug test, along with the types of drugs being tested for
3. Procedures for contesting false positives and the company’s stance on prescription drugs, marijuana, and alcohol usage

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This New Hire Company Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The New hire policy should include:

1. Making new hires feel welcome and helping them get acquainted with their team
2. Providing relevant information about their position, company principles, orientation, mission, and procedures
3. Implementing onboarding steps both before the new hire’s first day and during their initial months on the job

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This resignation policy template is ready to be tailored to meet your company’s needs and should be considered a starting point for setting up your employment policies. An employee resignation policy may also be called a voluntary termination policy.

The “employee resignation” policy should include:

1. Notice of resignation: Guidelines on how and when employees should provide notice, including the recommended notice period.
2. Exit interviews: The process of conducting exit interviews to gather feedback from departing employees.
3. Rehire policy: Conditions under which a former employee may be considered for rehiring.

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This Employee Recruitment and Selection Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your recruiting policies.

This Employee Recruitment and Selection policy should include:

1. Process overview: Explanation of the recruitment and selection process, from identifying the need for an opening to making an official job offer.
2. Job posting guidelines: Details on posting jobs internally, creating job descriptions, and ensuring clarity and consistency in job ads.
3. Selection stages: Description of standard hiring stages, such as resume screening, phone screening, and interviews, with flexibility to add or remove stages as needed.

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This Hot Desking Policy template is ready to be tailored for your company’s needs and should be considered a starting point for setting up your employment policies.

The hot desking policy should include:

1. Definition and purpose: Explaining the concept of hot desking and its benefits, such as saving space and promoting networking
2. Employee responsibilities: Guidelines on keeping desks tidy, removing personal items, and respecting shared spaces
3. Company responsibilities: Providing necessary equipment, creating an open-plan office, and ensuring adequate facilities for all employees

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This Employee Mental Health policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This solicitation policy should include:

1. Definition and identification: Understanding what constitutes mental health issues and their manifestations in the workplace
2. Company actions: Proactive measures to treat mental illness seriously, support affected employees, and create a positive work environment
3. Awareness and support: Raising mental health awareness, offering professional services, and encouraging open communication

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This Employee Smoking Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This smoking policy should include:

1. Protection measures: Ensuring non-smokers are protected from second-hand smoke and maintaining a clean workplace image.
2. Specific areas: Designating where smoking is allowed and prohibited, including indoor restrictions.
3. Company’s responsibilities: Placing signs, communicating the policy, and offering smoking cessation programs.

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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.

The typical employee lifecycle in a company often involves transitions, restructurings, developments, new product releases, changes in strategy, and many other aspects that impact one’s day-to-day work processes.

All of these require an ‘onboarding’ if they want to continue to succeed.

Let’s look at the various situations that can benefit from onboarding planning. Keep in mind that all of them can have the same goal at the end: to prepare an employee for something new.

1. New hires

This is the most common type of onboarding plan. It’s designed to introduce new employees to the company’s culture, policies, procedures, org charts, and ultimately their own role in the organization.

Typically, this plan includes orientation sessions, one-on-one meetings, job-specific training, training on tools and softwares, introductory lunches, and so on.

The objective is to help new employees feel welcome and integrated into the team, and shorten the ramp to full productivity.

2. New project launches

Often, a company will launch a new feature, product or service that will involve new campaigns, processes, strategies and so on to get that out into the marketplace, introduce it to existing/new customers, and bring in new revenue.

This involves onboarding the various teams and employees who will be a part of that launch – and this includes details such as project goals, timelines, roles and responsibilities, and even learning the new product or service itself.

3. New sales strategies

Whether it’s due to the launch of something new, a restructuring of the sales function, a new market penetration or a sales kickoff, sales teams will need to be updated on new strategies so they can be set for success.

This can involve trainings on new sales techniques, product/service knowledge, customer research and market trends – all of which can be conducted through classroom or virtual sessions, role-playing, or one-on-one coaching.

4. Training and development

Learning & development is fast becoming a staple of any human resource strategy. L&D can be focused on new hires and existing employees alike – with a focus on both intangible and tangible skills growth.

Examples include trainings on diversity, equity and inclusion, effective communications, compliance assurance, and any other form of employee growth and development that can be carried through with an effective onboarding plan.

5. Acquisitions and mergers

Often in business, you’ll see acquisitions of other companies or technologies, or mergers with the same. When two divergent groups of employees or technologies come together, this necessitates an onboarding plan to ensure that they work together without losing traction.

This can include training on how to use and integrate new technologies, how to work with others, what the “other” company’s focal product or service is, familiarization with new policies and procedures, and understanding new systems, processes and tools.

Keep the eye on the prize

Let’s tie all this back to the core concept of “onboarding”. It is, ultimately, familiarizing an employee with an area with the goal of setting them for success.

Whether that’s getting a hire acquainted with their new job and company or building up an existing employee’s repertoire of skills, the end result is the same: they are getting the knowledge and resources they need to do their job better.

And, of course, if your employees are better at their work, your bottom line benefits.

The post 5 types of onboarding plans: it’s not just for your new hires 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.

What are floating holidays?

Floating holidays are typically paid days off that employees can use at their discretion. Unlike fixed holidays, such as Christmas or Independence Day, floating holidays can be used on any day that the employee chooses.

They were introduced to accommodate the diverse cultural and personal needs of employees, offering a more inclusive approach to time off.

Can you use a floating holiday anytime?

In most cases, yes. The beauty of floating holidays is their flexibility. However, company policies may dictate certain restrictions, such as requiring advance notice or prohibiting use during peak business periods. It’s important to clearly communicate these policies to avoid confusion.

For example, an employee might use a floating holiday to observe a religious event, celebrate a personal milestone, or simply enjoy a long weekend.

Are floating holidays paid out?

Typically, floating holidays are paid days off. However, whether unused days get paid out at the end of the year or upon termination varies by company. Some organizations may allow a carryover to the next year, while others may have a “use-it-or-lose-it” policy. It’s crucial to clarify these details in your company’s time off policy to ensure transparency.

Floating hours: What does it mean?

While floating holidays are entire days off, floating hours refer to flexible hours that an employee can add to their workday.

For instance, an employee might start work early one day and leave early another day.

This flexibility can boost employee satisfaction and work-life balance. However, like floating holidays, clear policies are needed to prevent misuse and ensure fair application.

How many companies offer floating holidays?

While exact numbers fluctuate, various HR surveys indicate that a significant number of companies – particularly those with diverse workforces – offer floating holidays.

This trend is growing as organizations recognize the benefits of flexible time off in attracting and retaining talent. As an HR professional or SMB employer, it’s worth considering if this approach aligns with your company culture and operational needs.

Floating days around the world

Floating days vary from country to country. In this section, we will discuss the most common cases worldwide.

Floating days in the US

Floating holidays in the US can be used for any day the employee chooses, but they are often used for observances like Martin Luther King Jr. Day, Presidents’ Day, or personal events like birthdays if these days are not already recognized by the employer.

Some companies also allow employees to use a floating holiday for New Year’s Eve if it falls on a weekend.

Floating days in Europe

In Europe, the practice of floating holidays is becoming increasingly common as companies recognize the need for more flexible time-off policies.

These holidays are often provided as additional paid leave, allowing employees to observe personal, national, religious, or cultural events not recognized as public holidays.

For instance, Spotify, a Swedish company, has implemented a policy where employees can work on a public holiday and then exchange it for a day off at another time that holds more personal significance.

Similarly, in Italy, an employee might choose to work on Christmas Day, a recognized public holiday, and then use that day off at a later time that is more personally meaningful.

In the UK, this concept is less common, but it’s gaining traction. Employees might use a floating holiday to observe a cultural event, religious holiday, or personal occasion that isn’t recognized as a public holiday. The specifics would depend on the company’s policy.

Floating days in Australia

In Australia, some companies offer a “floating” public holiday per year, which allows employees to “swap out” an Australian public holiday for another day during the year to celebrate a religious or cultural holiday such as Chinese New Year or Diwali.

This approach is part of a broader effort to promote inclusivity and accommodate the diverse cultural backgrounds of employees.

Floating days in Asia

In Asia, this concept varies due to the region’s cultural diversity and differing labor laws.

For example, in China, employees might use a floating holiday for cultural events like the Lantern Festival, which aren’t recognized as public holidays.

Similarly, in India, a floating holiday could be used to observe widely celebrated festivals such as Diwali, which isn’t a public holiday in all areas.

Meanwhile, in South Korea, floating holidays could be used for cultural celebrations like Seollal, the Korean New Year, or Chuseok, the harvest festival, if these aren’t already recognized as public holidays by the employer.

How to implement floating holidays in your company

Implementing floating holidays requires careful planning.

Start by reviewing your current time off policies and considering how they could fit in. Consult with legal counsel to ensure compliance with labor laws.

Communicate the changes clearly to your team, explaining the benefits and any restrictions. Be prepared to handle questions and possibly adjust the policy based on feedback.

Floating holidays offer a modern, flexible approach to time off that can enhance employee satisfaction and inclusivity.

By understanding and implementing these policies effectively, you can position your organization as a forward-thinking employer that values its employees’ diverse needs.

As with any HR initiative, clear communication and thoughtful planning are key to success. So, why not float the idea in your next team meeting?

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Every employee plays a pivotal role in the success of an organization. When employees are absent, especially unexpectedly, it can disrupt the workflow, leading to decreased productivity and potential financial losses.

This is where absence management comes into play. It’s a little different from time-off management, which covers pre-approved and pre-planned time off.

What is absence management?

Absence management is a program designed to control absences due to various reasons such as illness, injury, or other emergencies. It encompasses policies and action plans tailored to monitor and reduce unplanned leaves, which are absences not scheduled in advance or those that employers cannot predict or control.

Examples include short-term sick leave, long-term medical leaves, lateness, unauthorized leaves, and more.

Why is absence management important?

Absence management is crucial for several reasons.

The importance of effective absence management cannot be overstated. From a financial perspective, unplanned absences can be a significant drain on resources.

Since 2019, organizations believing in underreported absences rose from 36% to 55% by 2023, post-COVID.

Average absence days per employee annually increased by 2.6 days since pre-COVID times.

The direct cost of absence per employee surged from $3,395 to $4,025. Four out of five (80%) surveyed companies attributed increased absences to COVID restrictions.

Beyond the monetary implications, absenteeism directly affects the productivity of an organization.

Tasks might face delays, or the overall quality of work could see a decline.

Furthermore, when some employees are absent, others might have to shoulder additional responsibilities, leading to increased stress and potential burnout.

This can have a cascading effect, where the increased workload on present employees might lead to further absences.

Moreover, in sectors where customer or client interaction is frequent, inconsistent staffing can lead to a decline in the quality of service provided.

Benefits of absence management

The benefits of a well-implemented absence management system are manifold. For starters, it leads to improved productivity.

By proactively addressing and reducing the root causes of absenteeism, companies can maintain a consistent and productive workforce. This, in turn, translates to cost savings.

Fewer unplanned absences mean fewer disruptions and a more streamlined operation.

Additionally, by fostering a supportive work environment where absenteeism is addressed, companies can boost employee morale and job satisfaction.

Lastly, in customer-facing roles, consistent staffing ensures that clients and customers receive a uniform and high standard of service.

How to track absence?

To get a grip on absence management, it’s imperative for organizations to have a robust system in place to track all instances of absenteeism.

Modern tools, such as self-service HRIS systems, can be invaluable in recording and analyzing this data.

Regular reviews of this data can help organizations identify any emerging trends or patterns related to absenteeism.

Open communication is another cornerstone of effective absence management.

By ensuring that there are open channels of communication between employees and management, organizations can gain insights into the reasons behind absences and address any underlying issues.

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