There is no doubt about it – technology is at the forefront of everything we do. It is all around us, easily accessible, and influences our everyday experiences. In a world so submersed in technology, driving effective HR through online solutions is something many employers are considering. As technology has rapidly altered most aspects of our personal lives, it has done the same for organizations across the globe. Specifically, the improved employee experience through HR technology has become increasingly valuable to employers. Employees and job seekers alike appreciate online HR systems that keep in line with the customizations and ease of access to which they have grown accustomed to in their lives outside of work.
By streamlining the management and delivery of HR content through online platforms, paper has become outdated, and customizable HR solutions have grown to help small and medium-sized businesses dedicate more time to those in-person interactions that deepen and develop employee engagement.
Despite the many benefits of HR technology, many employers are still struggling to make the move from paper to online. Some are concerned with security, while others are considered that the technology available is too complex for their company.
So where does an employer start when deciding how to select and implement an online HR tool? At BrightMatter HR, we work with clients that appreciate the value of online HR services as it drives effective HR processes and administration, attracts, and modernizes the workforce, and frees up employers’ time to focus on engaging with their team and driving their business.
If you are thinking about the future of your organization’s HR functions and leaving paper processes behind, our HR experts are here to share some critical action points below, which will help you to maximize the benefits of today’s online HR solutions.
#1 - Identify your HR needs
As online HR solutions are all about improving and simplifying the working lives of you and your team, it is important to consider seeking input from those internal stakeholders themselves. Through one-on-ones, regulated team discussions, or employee surveys, employers can identify how their team feels about the effectiveness of their current HR processes and the gaps that may be addressed through implementing more streamlined solutions. It is important to think about your HR needs, the business goals, and how online processes can help align these two crucial items.
Through implementing an employee survey to managers, supervisors, and employees across the organization, employers can address specific insights from their employees on what’s working and what’s not. You can ask questions such as: What HR tasks take the most amount of time? Is there information pertaining to your employment or benefits that you have a difficult time accessing? By taking the time to fully understand what your HR needs are, you will have a better sense of what online HR solutions will do for your business.
#2 - Make it easy
For many small and medium-sized companies that do not have an in-house IT department, it is important to choose an online HR platform that is user-friendly and simple to operate for employees of all demographics and technological backgrounds.
It should be able to operate easily alongside any current technology and should be able to upload your current HR content, as well as accommodate for the creation of additional information. Finally, consider the reporting capabilities it has and ensure it will meet your needs.
BrightMatter HR uses one of the leading Human Resources Information Systems (in other words, an HR software) that makes it easy for our clients to integrate their current HR information and adds additional support in the form of time away tracking, file storing, performance management, employer access and online engagement. Check out how we use our HR software to help our clients here.
#3 - Address security concerns
As an employer, you have the right to be concerned about the safety and security of your employees’ personal information as it moves online. When selecting a service or product, consider where their vendor’s servers are stored, and provide employees with the assurance that their data is being stored in accordance with strict cybersecurity laws.
If you are still concerned, consider enrolling your staff in specialized training for IT Risk and/or Cybersecurity before implementation. At BrightMatter, we provide online training on topics specializing in Cybersecurity and similar courses. Get in touch if you’d like our help accessing this training! Through training, employees will become aware of the best practices regarding the storage and use of information online, allowing them to be more comfortable and confident with new systems.
#4 - Provide training
Training cannot be emphasized enough when implementing a new online HR tool. At BrightMatter, the training starts from the beginning as we develop enthusiasm for the new tool through various forms of communication. It is essential to establish employee buy-in early in the implementation process, as some members of your team may be resistant to change or the introduction to modern technology.
In these situations, management can be particularly effective. The sooner your leaders become confident users of the new system and recognize its benefits, the sooner they will become influencers and ensure their team understands and follows new procedures.
Allowing sufficient time for employees to become comfortable with the new HR tool after training is crucial. Set up a time sensitive timeline where employees are introduced to the software, trained on the software, and have adequate time to use and explore the software before your HR processes are changed indefinitely. The more comfortable they are, the more effective the new processes will be.
#5 - Evaluate effectiveness
Once your new online HR platform is up and running, evaluation should not be overlooked. Your employee survey results can provide a guide for evaluation, as you can determine whether the new tool meets the needs earlier identified. For example, if your employees previously noted that it was difficult to access information regarding their benefits, does the new tool give them easy access to their benefits information at any time?
Over time, you should consider distributing another survey to collect additional feedback on the new systems and make any adjustments that may be necessary. Consider asking questions such as: Have you noticed a reduction in your time to complete administrative tasks such as onboarding? How has going paperless increased your productivity at work? Asking these types of questions will address specific concerns that may have been identified in your initial employee survey.
We understand that change can be difficult, however introducing online HR solutions provides an opportunity to put the “human” back in human resources by liberating employers and HR professionals from time-consuming tasks. At BrightMatter HR, we believe in helping our clients achieve this liberation by providing online HR outsourcing services and utilizing an intuitive and user-friendly HRIS that helps drive effective HR process across the board.
No matter what point you are at in thinking about online HR, having a thought-out strategy and including the action points above will ensure you find a perfect online solution that meets your organization’s HR needs and powers your team forward.
About BrightMatter HR
BrightMatter HR is a Toronto-based Human Resources Outsourcing (HRO) provider that brings years of experience to delivering results-oriented, flexible HR solutions and employee management services. BrightMatter provides a personalized touch to HR outsourcing while focusing on modernizing your workforce, reducing your costs, and bringing peace of mind to employers and their growing teams.