Move Aside, HR Suites. There’s a Simpler Solution at Hand

— February 21, 2019

Managing the human resources department of a growing company is thrilling, but the excitement can quickly become clouded by the increasing demands of finding and training new hires, managing employees, and providing career development opportunities.

Today’s thriving job market creates extra stress for HR managers since employees can readily find new work if they aren’t satisfied in their current position. Work Institute’s 2018 Retention Report revealed about 77%—more than three out of four—of employees leave their job for preventable reasons. While the responsibility of retainment doesn’t completely fall on HR management, smooth onboarding and employee engagement are integral components to keeping ‘quits’ at a minimum, saving thousands of dollars in capital.

Finding a solution to manage the repetitive data entry and information exchanges required for hiring and managing employees usually begins by shopping around for HR suites. Plenty of options are available, but not all tailor to each business’ needs. The upkeep of HR management software can consume valuable funds and time better used elsewhere, especially when paying for packaged extra functions that don’t apply to your business’s structure. Wouldn’t it be nice to pay only for relevant apps and manage all HR processes on one system?

Cloud-Based, Centralized Systems: An Easy Remedy

Cloud-based process automation is the answer for HR department heads. McKinsey estimates 56 percent of typical “hire-to-retire” tasks could be automated with current technologies and limited process changes. The immense amount of time potentially saved by implementing automation could be used to empower employees, bolstering success, and delivering job contentment.

The benefits of cloud-based automation extend far beyond increased retention rates. All communication, reminders, forms, and approvals flow through a single application, cutting down on confusion and headaches. Error reduction in the HR department leads to lower costs in error correction and better communication between employees, who are more likely to efficiently complete daily tasks without unnecessary disruptions. Streamlined communication across departments builds collaboration, fostering a positive and team-oriented work environment.

Automated processes reduce the need for expanding HR department staff when companies begin to grow. Forms and approvals on a streamlined system aren’t slowed down by increasing data. If additional apps are required for expanding processes, template or custom-designed apps can be bolted onto the existing system instead of hiring another employee or purchasing separate software. Obtaining management’s approval for an additional application is usually easier than getting approval for a new hire and is incredibly more cost-effective.

What to Automate?

Daily, repetitive tasks are ripe for automation, and an HR department has plenty of those to go around. Every business is different, so consider which workflows are commonplace. Each of the following functions (and more!) can be loaded onto the same system whenever the time is right. The drag-and-drop workflows of cloud-based systems are intuitive and easily customizable to be simple or complex.

Time Off Requests

Tensions can run high when last-minute requests for doctor’s appointments or other emergencies are complicated by multiple email exchanges between HR, finance, and employees. Predictable leave request workflows keep confusion and agitation at a minimum.

Performance Management

Overseeing each employee’s productivity can be difficult, but appraisal templates consistently track performance without bias. As data is collected, reports are generated to analyze progress, and employees can also share feedback. Unchanging appraisal processes and defined expectations promote maximum performance.

New Hire Requests

Multiple managers are involved when outlining a new hire’s expected qualifications, roles, and responsibilities. Automated workflows eliminate miscommunication and ensure interview time is dedicated to qualified candidates. Once the request is approved, other app functions can match candidates to job postings utilizing keywords, and top candidates can be compared.


Learning the ropes can be intimidating for new hires, but a streamlined process brings a sense of security and calm. When an automated system is in place for acclimating a new employee to company policies and culture, both trainers and employees are less stressed, and new employees can reach full productivity at a faster rate.


Numerous steps are involved in an employee’s transition out of a company. It can be easy to miss a step, resulting in the loss of company assets or valuable feedback. Offboarding checklists and workflows ensure smooth sailing for every exit.

How to Evaluate Your Options

When evaluating various automation options, several factors should be considered to be sure the chosen system will work best for your company and deliver the biggest bang for the buck.

  1. The initial setup and ongoing costs should meet budget requirements. Compare different systems to discover which are most cost-efficient. Funds saved by coming in under budget can be used in other urgent areas.
  2. Will the offered functions meet the department’s needs while increasing productivity? If there too many functions, perhaps a more cost-effective system could be used. If too few features are available on the system, efficiency will not be maximized.
  3. Is the system scalable, allowing additional apps and functions to be smoothly added as the business grows? Don’t miss out on one of the best benefits of automated software!
  4. Are employees and managers able to “self-serve” by initiating requests or other relevant forms, rather than emailing HR for every need?
  5. What kind of reports are offered by the HR software, a limited selection or a wide variety? Automatically generated reports and analytics should cover essential data to identify areas requiring attention.
  6. What kind of customer support does the system’s provider offer? When issues or questions arise, how long will it take to get assistance? Problems should be addressed and solved quickly with little to no hassle.

Add Value, Decrease Loss

The ease of implementation and execution makes cloud-based, automated HR information systems more attractive than Human Resource Information System Software. The enhancements cloud-based systems offer, such as real-time data sharing, an effortless collaboration between departments, and reduced paper processes, save time and add value to a company.

The heart of a company is its employees—their efficiency and success are directly related to the company’s success as a whole. Frequent turnover encumbers growth. Work Institute’s Report estimated the cost of turnover is 33% of an employee’s salary, affecting operating expenses and overall productivity. Automating HR processes using a cloud-based system can prevent such losses and advance your company by optimizing daily HR management tasks, freeing up time to meet with senior staff and business partners, engage employees, and improve relations.

Spend less time pushing papers and more time executing the core responsibilities of a Human Resource Manager by automating processes today!

Image – Pixabay

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Author: Rahis Saifi

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