Recruitment involves a broad range of skills, tasks, and specialties — it requires efficiency, data assessment, and organization but is also largely dependent on human instinct, experience, and understanding. Using AI for recruitment is the ideal scenario where a technological tool simplifies and enhances the work and expertise of hiring managers.

Integrating AI recruiting tools into your hiring process can automate tedious tasks, reduce the likelihood of human error, and help you make hiring decisions quickly and with greater confidence.

The benefits of artificial intelligence in recruiting

Implementing artificial intelligence in recruiting can optimize your talent acquisition strategy and streamline the workflows associated with hiring and onboarding. Attracting, identifying, and securing top talent involves many moving pieces — different people, tons of paperwork, back and forth communication, a lot of scheduling, and stacks of information to sift through.

Adding recruitment AI tools to the process has benefits that go far beyond cutting down the workload though, such as:

• Reduced time-to-hire: Hiring can be disruptive and expensive. Shortening the cycle without compromising the quality of candidates is in everyone’s best interest.
• Improved candidate experience: A clear, streamlined process that keeps applicants and stakeholders informed along the way shows candidates that you value their time and effort.
  Less bias in hiring: Data-driven insights can help reduce or eliminate unconscious hiring biases, creating a fair and consistent process for each candidate.
• Improved performance: Outsourcing repetitive or data-heavy tasks to recruiting AI tools frees up hiring teams to focus their time and talent on aspects of the process that require a human touch.
• Cost Savings: By automating repetitive tasks, AI can help reduce the need for manual labor and minimize hiring costs associated with the recruitment process.
• Scalability: AI-powered tools can handle large volumes of applicants efficiently, making it easier for companies to scale their recruitment efforts as needed.
  Identifying Passive Candidates: AI tools can search through various online platforms to identify passive candidates who may not have applied directly but possess the required skills and experience.
• Continuous Improvement: AI systems can learn from past interactions and outcomes, allowing them to continuously improve their performance and accuracy over time.
• Personalization: AI can tailor the candidate experience by providing personalized content and recommendations based on a candidate’s background and interests.
• Employee Retention: AI can analyze employee data to identify patterns that indicate potential retention issues, helping organizations take proactive measures to improve employee satisfaction and reduce turnover.
• Increased collaboration: A lot of applicant tracking systems incorporate AI for recruiting; having one central repository for information makes it easy for stakeholders to stay informed and offer opinions.
• Accurate analytics: Data analysis and reporting offered by AI recruiting tools facilitate HR compliance and add quantifiable metrics to the decision-making process.

The most obvious benefits, increased accuracy and efficiency, are valuable day in and day out to hiring teams and candidates alike, but AI has a lot to offer when it comes to attracting and identifying top talent.

How does AI in recruiting work?

The benefits of AI for recruitment sell themselves, but it may still be hard to imagine how AI tools could be integrated into a hiring workflow. The most convenient way to add AI to your recruitment strategy is by implementing an AI-based applicant tracking system (ATS).

Here are some of the features and functionalities that many offer:

Resume Screening: AI-powered systems can automatically screen and analyze resumes, identifying relevant skills, qualifications, and experience. This helps recruiters sift through a large number of applications more quickly, saving time and effort.

• Candidate Sourcing: AI tools can scour various online platforms, job boards, and social media networks to find potential candidates based on specific criteria and keywords, helping to identify passive candidates who may not have applied directly.
• Chatbots and Virtual Assistants: AI-driven chatbots can engage with candidates, answer their questions about the company and job roles, and even conduct preliminary interviews. This provides a more interactive and responsive experience for applicants and helps gather initial information about them.
• Candidate Matching: AI algorithms can compare candidate profiles with the requirements of a job to assess the suitability of applicants. This can help in shortlisting candidates who are the best fit for the position.
• Video Interview Analysis: AI-powered video interview platforms can analyze candidate responses, facial expressions, and tone of voice to assess various traits, such as communication skills and emotional intelligence. This data can help in evaluating candidates more objectively.
• Predictive Analytics: AI can analyze historical data on successful and unsuccessful hires to identify patterns and characteristics that lead to successful outcomes. This information can be used to predict candidate success and make better hiring decisions.
• Diversity and Inclusion Initiatives: AI can be used to identify and minimize unconscious biases in job descriptions, resume screening, and candidate evaluation, thus promoting diversity and inclusion in the hiring process.
• Employee Retention: AI can be used to analyze employee data and identify patterns that may indicate potential retention issues. This helps companies proactively address employee needs and reduce turnover.
• Onboarding and Training: AI-driven systems can provide personalized onboarding and training plans for new hires based on their skills and knowledge gaps, helping them ramp up more quickly and effectively.

Related: Boost your employer branding & retention using AI

The landscape of AI recruiting tools is continuously evolving. When considering AI recruiting tools, it’s important for organizations to assess their specific needs and choose tools that align with their recruitment objectives and values.

Identify existing pain points in your recruitment workflow and research AI recruitment tools that can help you mitigate bottlenecks or obstacles so that you can make hiring decisions efficiently and effectively.

Talent acquisition is essential to the success and longevity of your business. You’re not only hiring for an open role — you’re hiring a piece of the puzzle that makes your organization whole.

A new hire can affect everything from day-to-day performance to overall company culture; enhancing hiring decisions with the help of artificial intelligence is an investment that can pay off for years to come.

The post How to use AI for recruitment 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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AI recruiting software is changing the way organizations attract and identify top talent by eliminating some of the more costly and time-intensive pain points of the hiring process. Supporting your hiring team with AI recruiting tools that improve productivity and enhance hiring decisions can positively affect the performance of your entire organization.

What is artificial intelligence recruiting software?

Artificial Intelligence (AI) recruiting software is a specialized type of HR technology that utilizes artificial intelligence and machine learning algorithms to optimize and automate various aspects of the recruitment and hiring process. AI recruiting software is also commonly referred to as AI-powered applicant tracking software (ATS) or AI recruitment tools.

Artificial intelligence and machine learning excel at performing repetitive tasks, organizing information, and analyzing data quickly and accurately, which helps streamline talent acquisition workflows and facilitate collaborative efforts involved with hiring new employees.

Key features of AI recruiting software

AI recruitment software is designed to assist HR professionals, recruiters, and hiring managers in sourcing, screening, and selecting candidates more efficiently and effectively.

Helpful features and functionalities of AI recruitment software may include the following:

• Candidate Sourcing: AI recruiting software can automatically search and source candidates from various online platforms, job boards, social media, and other sources by using AI algorithms to match job requirements with candidates’ skills and qualifications.
• Resume Parsing: The software can parse and extract relevant information from resumes and CVs submitted by candidates, such as work experience, education, skills, and contact details. This makes it easier to organize and analyze applicant data.
• Candidate Screening: AI algorithms can analyze and assess candidate qualifications against job requirements, shortlisting the most suitable candidates for further consideration. It can identify key phrases, skills, and experience mentioned in resumes to gauge a candidate’s fit for the role.
• Automated Interview Scheduling: Some AI recruiting software can handle interview scheduling by coordinating with candidates and interviewers, reducing the need for manual back-and-forth communication.
• Candidate Engagement: AI-powered chatbots or automated communication tools can engage with candidates, answer frequently asked questions, provide updates on the application process, and maintain candidate interest throughout the recruitment journey.
• Bias Reduction: Advanced AI recruiting software is designed to minimize unconscious bias in the hiring process. By focusing on skills and qualifications, rather than demographic factors, it aims to promote a more diverse and inclusive candidate selection.
• Predictive Analytics: AI-driven recruitment tools can analyze historical data to identify patterns and trends in successful hires, helping HR professionals make data-driven decisions and improve the quality of hires.
• Onboarding Assistance: Some AI recruiting software extends its capabilities to support the onboarding process, providing a seamless transition from candidate to employee.
• Continuous Improvement: The AI algorithms in the software can learn from recruitment data and user interactions, continuously improving their recommendations and matching capabilities over time.

Using AI tools for recruitment can reduce human error, improve the candidate experience, and lead to more confident hiring decisions based on data.

Related: AI, ChatGPT and the human touch in hiring

The importance of AI recruiting software

In the past, making a good first impression was primarily a concern for candidates. However, in today’s competitive job market, organizations need to be putting their best foot forward, as well.

As technological advances continue to reduce time-to-hire, the ability to screen applicants, schedule interviews, make hiring decisions, and communicate quickly and effectively can make a significant difference in the quality of hires.

The recruitment process is continuously evolving due to changes in technology; failing to incorporate AI tools for recruiting into your strategy gives your competitors an unfair advantage.

How to choose AI recruitment software

Investing time and money into implementing a new system is often a little anxiety-inducing, even if you’re confident that it will be an overall improvement. Making changes to an already-existing workflow and getting buy-in from stakeholders can present a host of challenges, making it even more important to choose the right AI recruiting tools the first time.

Get stakeholders involved early on by asking which steps of the current workflow feel cumbersome and/or which features are most likely to benefit your organization. Consider the following as you research your options for AI recruiting software:

Once you’ve narrowed down your options, these questions may help you select the right AI recruiting tool for your organization:

• What specific AI features does the software offer for candidate sourcing and screening?
• Can the AI algorithms be customized to match the organization’s unique job requirements and preferences?
• How accurate and reliable are the AI-driven candidate matches and recommendations?
• What data sources does the AI software use for candidate sourcing and how comprehensive is the candidate database?
• How does the software handle candidate data privacy and security?
• Can the AI recruitment software integrate with the organization’s existing HR systems and tools?
• Does the software provide real-time analytics and insights on the recruitment process? What metrics does it track?
• How does the software handle candidate engagement and communication throughout the recruitment process?
• Does the AI software have the capability to reduce bias in the hiring process? How is this achieved?
• What kind of support and training does the vendor provide for the HR team during implementation and ongoing usage?
• Can the AI recruitment software support high-volume hiring and accommodate peak recruitment periods?
• How does the software handle international recruitment and multilingual capabilities?
• What is the pricing model for the AI software? Are there any additional costs or hidden fees?
• Can the AI recruitment software support both active and passive candidate sourcing?

Furthermore, HR professionals should also consider requesting a live demo or a trial of the AI recruitment software to evaluate its user-friendliness, interface, and overall functionality. Additionally, reading reviews from unbiased sources or seeking references or feedback from other organizations that have used the software can provide valuable insights into its performance and effectiveness.

Taking the time to thoroughly assess the AI recruitment software ensures that your choice will meet the organization’s specific needs and will contribute to a more successful and efficient hiring process.

Using AI recruiting software offers numerous benefits, including time savings, improved candidate matching, enhanced candidate experience, data-driven decision-making, and increased efficiency in the overall recruitment process. By leveraging the power of artificial intelligence, HR professionals can focus on strategic talent acquisition while letting the software handle repetitive tasks and streamline recruitment workflows.

The post How to choose the right AI recruiting software 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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

And although it’s crucial to running a legitimate business, dealing with paperwork is very rarely the most fulfilling part of anyone’s job. One of the most significant benefits of document management systems is that they streamlines some of the most time-consuming and cumbersome aspects of HR work.

Want to learn more about document management software? Check out our article titled: What is HR document management software?

What kinds of document management systems are there?

When it comes to selecting a document management system (DMS), the first decision to make is what type of document storage solution will work best for your business:

On-site

An on-premise DMS stores data on servers that are physically located on the premises of your organization. The upfront costs, technical knowledge, and office space required to implement and maintain an on-site DMS makes it a better option for larger organizations who have a dedicated IT staff.

Since files are stored locally, it’s essential to have a reliable strategy to back up critical documents. Document retrieval may be easier with an on-premises DMS since no internet connection is required, and some organizations feel more confident about document security since there’s no third party vendor involved.

Off-site

A cloud-based electronic document management system means your documents are stored off-site in an external data center managed by a third-party provider. The server space is rented, with fees paid monthly or annually.

With no hardware costs or a need for dedicated staff, costs are often lower and maintenance and updates are included. Files on a cloud-based DMS can be securely accessed from anywhere, making it an ideal solution for disaster recovery. There may be risks involved with relying on a third-party provider to keep the system running smoothly, but an on-site system may have vulnerabilities, as well.

What are the primary functions of a document management system?

A document management solution is a central repository that facilitates the collection, management, and archiving of digital documents.

It’s like filing cabinets stuffed full of physical documents — only it’s all digital, making it infinitely easier to store, search, and share documents on a DMS. Paper files take up more space, require office supplies, offer less security for sensitive information, and are much easier to misplace. There are also environmental impacts and added costs when all that paper piles up.

A document management system makes it easy to locate the right document in far less time, which frees up HR professionals to achieve tasks that can’t be automated or outsourced to software.

What are the key benefits of a document management system?

A document management system has benefits that extend beyond convenience and organization, although those two advantages are significant. Other key benefits include:

1. Less paper usage

Digital documents save office supplies, workspace, and the valuable time of team members who need to search, share, or store documents.

2. Easier document access

Indexing classifies documents based on date, format, metadata, unique identifiers or other information, facilitating the document retrieval process.

3. Reduced storage space

Cloud-based document management systems don’t require any physical storage space, unlike on-premises document storage.

4. Greater productivity

Storing documents in a central location increases productivity by reducing the amount of time spent filing or retrieving documents. The audit trail created by a digital system also makes it easier to track edits or changes to important documents.

5. Increased compliance

Collecting and maintaining specific information or documentation for a set amount of time is often a compliance requirement. A DMS helps automate the archiving process.

6. Better collaboration

A central repository for documents offers easier access and sharing options for stakeholders in need of information.

7. Tighter security

Use permission settings, data encryption, password protection, and access control to protect confidential information.

8. Assured data backup & recovery

You can schedule automatic data backup and recovery to prevent the loss of important documents.

What are the must-have features for document management software?

HR document management software options vary in features and functionality. The business processes of your organization will help you decide which features are essential, but the following are worth considering:

1. Cloud storage

Cloud storage ensures that your files are backed up in a third party location, which offers convenient access and expedites data recovery.

2. User-friendly interface

An intuitive dashboard and user-friendly design reduces the learning curve and increases efficiency.

3. Powerful search feature

A DMS with advanced indexing skills, full text search, and optical character recognition (OCR) makes your filing system searchable and scalable.

4. Version control

Easily identify the latest version of a document, track edits, or restore earlier versions.

5. Permission levels

Protect sensitive information by limiting access control to appropriate parties.

How do I pick the best DMS?

An HR document management system is a significant investment, not only in terms of cost, but also due to the time spent implementing a new document storage workflow. Take the following steps before you begin researching your potential options:

1. Determine your needs

Consider the size of your organization and your current archive of files. Try to choose a solution that can scale with your organization.

2. Review your current document workflow

Assess your current system for collecting, searching, and storing documents and identify pain points that could potentially be solved by a DMS.

3. Check your security needs

Ask your IT specialist if there are any special considerations or features necessary to support security needs.

4. Consider your budget

Although you want a solution that can grow with your business, it’s important to choose a system that fits within your current budget.

How do I implement my document management software?

Finding a promising solution may feel like success, but there’s still work to be done. Change can be difficult, but a little upfront discomfort can lead to lasting efficiency. Follow these steps for a more seamless transition as you implement your new DMS:

1. Emphasize the importance of the transition

Even the most committed employee is reluctant to make their day-to-day work more difficult, even on a temporary basis. Discuss the transition with involved parties well in advance, and make a point to highlight the disadvantages of your existing workflow. Explain the proposed timeline of the transition and use specific examples to demonstrate how your new DMS will make everyone’s jobs easier.

2. Set a schedule for the training of your staff

Make sure staff members who will be using the DMS receive comprehensive training that covers the software, its features, and a step-by-step overview of the new document management workflow.

3. Turn your paper documents into digital alternatives

If your current system involves paper documents or physical files, come up with a strategy and schedule to scan, store, and upload them to your document management system.

4. Don’t hesitate to turn to customer support

Prioritize systems that offer good customer support and reach out as often as needed to help take the guesswork out of troubleshooting your new system.

5. Check in regularly with your staff

Collect feedback from your staff to assess how the transition is going, if more training is necessary, if there are any unexpected bottlenecks or challenges, and to increase engagement.

Your document management system can be your friend

Employee management is the heart and soul of human resources, however, people come with a lot of paperwork. The most significant underlying benefit of document management systems is that they allow HR professionals to focus on what really matters — the people that power your business and its success.

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

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.

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.

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.

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.

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