Business Transformation

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Modernise HR workflows

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How modernising workflows can help HR teams drive business value

Digital workflows are increasingly the norm, yet certain business functions just can’t break free from paperwork. HR, for example uses numerous time-consuming and archaic forms for everything from recruitment to offboarding. While HR should be helping employees develop their careers, paper-based workflows are shackling the department to inefficient processes. How are document management solutions helping to tackle this challenge?

Let’s consider the technology’s application across four notoriously challenging areas of HR operation: recruitment, onboarding, management and offboarding.

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Compliant recruitment

Recruiting new staff has always been challenging for HR teams, and it’s not just finding new talent – admin can make the whole process unnecessarily arduous. While no magic wand is available, document management solutions can deliver an efficient, automated recruitment process that addresses obstacles from the very first step.

Busy HR departments deal with a lot of applications and it’s difficult to stay on top of compliance management. One of the most challenging processes is ensuring disposal of unsuccessful applications. With paper-based recruitment it’s easy for printed CVs to sit unnoticed around the office long after they should have been disposed of. With digital HR solutions this is much simpler - unsuccessful applications are permanently deleted without any action required.

When applications are successful, HR teams often have to spend time manually entering their data into HR systems. Digital solutions can save valuable time by digitally extracting information and then automatically storing it, compliantly, in a central repository.

As well as ensuring you’re compliant, digital systems provide companies with much clearer insight into their recruitment process. Analytics across the entire recruitment journey enable bottlenecks and delays to be pinpointed and reduced, helping HR improve the system over time.

Above-board onboarding

Due to the increase in legal obligations, onboarding employees has never been more complicated. This doesn’t just impact the HR department. In fact, 47% HR professionals say that issues during the onboarding process have resulted in lost candidates, while 45% say contract inaccuracies have prompted legal and cost issues 1.

Today there’s no reason to leave the process open to issues such as contractual typing errors. Software can now automatically populate documents such as contracts and NDAs, saving time and eliminating accidental inaccuracies.

Moreover, the days of having to sign a piece of paper in person might be soon over. Digital document signing allows new employees to sign crucial documents from wherever they are, speeding up the process. But digital documents aren’t just more efficient. They are also more easily stored, tracked and audited, making it much easier for HR departments to abide by legal requirements.

Simple management

Excessive paperwork is a common cause of frustration for employees, particularly when it’s not part of their everyday role. Standard HR administrative tasks, such as requests for annual leave, sickness forms and appraisals needn’t become a bind.

Digital systems minimise impact on employees and HR teams by standardising and automating these processes. Capturing employee holidays in central calendars should be simple but is difficult for HR to stay on top of requests as the organisation scales. Self-service portals where employees submit and manage their requests, allow HR staff to step away from this process.

Meanwhile, HR solutions can be used to formalise appraisals, issuing automatic reminders directly to managers to ensure they meet company requirements. This model reduces HR professionals’ day-to-day responsibility, allowing them to focus on driving value through new employee engagement initiatives.

Smooth offboarding

Offboarding employees has important implications for security, legality and compliance, particularly in terms of information management. Once an employee has left the organisation, HR teams must ensure that the right information is removed or archived in company records in line with legal requirements. It’s also crucial to ensure there are clear policies for returning company property and removing access rights.

While incidents of disgruntled employees violating these rules is relatively rare, where it does happen it can have very serious ramifications for a company. Why leave this open to chance? Yet it’s still common for companies to lack comprehensive procedures for carrying this out. Digital HR solutions help to make this process as worry-free as possible, using automation to make it simple and clear where responsibility lies at each stage.

Reducing the burden

HR admin still has a reputation for being a burden on employees and HR staff alike. But it doesn’t have to be. Automation via document management software can supercharge the HR process, freeing up time, saving money, reducing errors, boosting compliance, bolstering security and removing worries around lost documents. It provides a route to finally breaking the chains of manual, paper-based workflows.

All this enables HR professionals to get their jobs done in a more trackable and auditable fashion, while simultaneously allowing them to focus on adding new value to the business.


1. https://www.hrzone.com/community/blogs/webonboarding/onboarding-issues-store-up-future-problems

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