Employee Self-Service Portals: How To Generate Cost Savings & Increased Productivity

— January 15, 2017

time-to-save-money


Most of us already utilize self-service portals every day without giving it a second thought: think online banking, flight and travel reservations or booking tickets to concert and shows. It’s no wonder then that employee self-service is an increasing trend seen in many organizations. And it goes beyond the more obvious HR functions of updating personal information or completing payroll details. Nowadays many businesses are realizing the considerable benefits to be had with self-service portals and are automating a range of businesses processes. If your organization is considering introducing a self-service portal then ensuring you generate a good return on your investment will be a top priority. A recent blog post looked at some of the general benefits that employee self-service portals offer, from onboarding to checklists and quizzes there appear to be an unlimited number of processes that could be moved to an employee self-service portal. In this article, however, we take a slightly different angle instead looking in detail at how the portal will generate cost savings and increase productivity.


Reduced Paper, Printing And Postal Costs


This is perhaps the most obvious cost saving to be had with employee self-service but is nonetheless potentially a very significant one. Using the self-service portal means that employees can complete tasks online without the need to print or post documents. So for example, a staff member completing a claim for expenses no longer has to locate the paper version, complete it and either email, post or pass it on to the accounts team for processing. And when it comes to updating staff members on key company policies and procedures such as the latest marketing strategy or the new safety and health manual, it’s a simple task to publish it on the portal rather than printing and posting it to the various offices or teams.


Eliminate Unnecessary Processing


Streamlined, online work processes will eliminate the need for unnecessary processing by your staff members. There’s no need for a colleague to manually enter data as the portal automatically takes care of that as well as routing the process through to the correct team or manager to action. As well as doing away with the potential for costly human error, the portal will free up staff to get on with other important work tasks.


What’s more, automation through the self-service portal means that you will be undertaking cost avoidance. And so as more staff receive a satisfactory service or complete tasks independently on the portal, over time this will be reflected in a reduced total staff headcount as more and more support functions are carried out independently, directly by staff members.


Faster Processing of Tasks


Utilizing automated workflow processes on the portal means that jobs will get done much faster. The portal will be able to complete these company critical tasks much more quickly than traditional paper-based or person-to-person systems, thereby speeding up your overall processing times and making you leaner and more efficient.


What’s more, staff will be able to complete more work independently without the need to clarify, refer to or question their colleagues. This will have a knock-on effect in terms of reducing the amount of time spent on phone calls and inquiries to colleagues in different departments.


Enhanced Levels of Employee Satisfaction


Increased levels of employee satisfaction and engagement may be a softer benefit but are nonetheless just as important as the more easily quantified ones. Doing away with some of the office bureaucracy and paperwork is always a crowd pleaser. Factor in the satisfaction employees get from having greater control over their work as well as being able to source information independently and you have a winning combination. Look at the reduced employee turnover, lower absenteeism and all-round happier workers pre- and post-implementation for the hard evidence.


Improved Communication


As well as enabling the more efficient completion of business processes, the self-service portal also serves as a platform for improving organizational communication. A portal that is easy to use and helps staff to get the job done more efficiently will be quickly and wholeheartedly adopted by staff. And the portal comes with a whole host of communication enabling tools such as:



  • News feeds to keep team members up to date with important company news and events.
  • Blogs and shared workspaces that facilitate the sharing of insights, information and best practice across the organization.
  • Activity walls and ‘follow-me’ functionality so staff members can follow key company projects or organizational subject leaders.

The self-service portal, therefore, also has the potential to connect workers and to improve the lines of communication within your business.


Be Greener and More Environmentally Friendly


Self-service portals will support your company’s drive to be greener and more environmentally friendly. Consumers are becoming more and more aware of green issues and so being able to demonstrate a reduction in paper use due to the self-service portal, or a lower carbon footprint as employees no longer need to travel to head office to report on work tasks that are now done over the portal, could be vital in maintaining your company’s green credentials in an increasingly discerning marketplace.


Mobile Access 24/7


The fact that staff can access information on the self-service portal 24/7 from any location with a smartphone or tablet is a great boon to efficiency and productivity. It means that your staff can still be productive and work for you even when they’re on the road, on their daily commute or working remotely from home.


Embrace Self-Service Portals


Self-service portals offer the potential for significant reductions in direct and indirect administration expenses as well as paper, printing and postal costs. That in itself makes it a tantalizing prospect for most organizations. When you also factor in the softer benefits in terms of enhanced employee satisfaction, better organizational communication, speedier workflow processes as well as the green benefits and you have a serious contender for an indispensable piece of technology.


Intrigued? Take advantage of this free demonstration and discover for yourself the possibilities with an employee self-service portal.

Business & Finance Articles on Business 2 Community

Author: Mike McMinn


View full profile ›

(43)