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6 tell-tale signs you need to invest in HR software

By 17/04/2020June 22nd, 2021HR Software, Human Resources
signs you need hr software

In today’s modern workplace, managing HR tasks in a fast-paced business can be a relentless task. From answering employee queries, to conducting interviews and on-boarding new staff; it is undoubtedly an incredibly demanding role. But there’s a big difference between being productive and just being busy. And if you’re always busy being busy on admin-based HR tasks with no time for strategic HR thinking, it probably high time you made a change. Here are six tell-tale signs you need HR software.

You’re overloaded with admin tasks

Everyone has admin to do at work. But when admin tasks form the majority of what your HR team is doing, it’s time for a change. HR professionals are highly skilled in delivering growth, productivity and engagement amongst your employees; their time is best spent focusing on that, not the pile of admin on their desks.

How can HR software help?

HR software eliminates the vast majority of the administrative side of the role. By allowing employees to self-serve, this removes the need for HR to produce and update HR files manually and reduces the reliance of your employees on your HR team.

Simple tasks are automated, and your HR processes will become streamlined.

This means HR is free to focus on people-driven initiatives that improve efficiencies, productivity and compliance.

You have to access multiple systems or files to get the information you need

A common cry for help from HR departments working without software; not only is a paper-based department incredibly inefficient but puts your business at risk of a data breach.

With disparate systems, spreadsheets and filing cabinets, finding the information you need can be incredibly difficult – not to mention a huge time-waster!

How can HR software help?

HR software is the solution to your woes. Compiling all of the information your HR department stores on your employees in a single, secure place, HR software means that your filing cabinets will become a thing of the past.

But HR software is not just a database of employee data, it can completely eradicate most paper-based processes like expense claims, performance reviews, documents, contracts and company policies.

Difficulty managing lots of staff across multiple locations

At the end of last year, the UK government recorded more than 44,000 private sector businesses in the UK that employed more than 50 staff. Furthermore, as many businesses grow, the need for multiple locations grows too.

As a result, HR teams often struggle to manage hundreds of employees across multiple locations. HR reps at each site might choose to store and categorise employee records in a different way, making for an administrative nightmare whenever you need access to information on an individual.

How can HR software help?

The very premise of HR software means that all of your documents, employee files, contracts and all HR related processes are stored securely online in one central location.

This means that even if your HR team is spread across multiple locations, they all have access to one single repository of information that is accurate, up-to-date and consistent. As such, processes will be unified, and your HR department will be streamlined; allowing you to focus on important people initiatives that deliver productivity and growth.

It also means that your employees can self-serve and manage their own HR requests, rather than bombarding HR with simple tasks. 

You don’t have enough time to focus on strategic thinking

Some of the most labour-intensive of tasks that plague HR departments are often the simplest. Managing holiday requests, on-boarding new employees, sending contracts and other basic admin tasks.

Research has found that HR managers spend over a third of their time on admin tasks. As skilled professionals, HR’s job is better spent concentrating on strategic thinking, contributing to employee engagement and retention while supporting recruitment strategies and Board-level initiatives – not on admin.

How can HR software help?

Good HR software will significantly reduce the amount of time being spent on admin, automate most processes and bring tasks like on-boarding, recruitment and performance reviews online.

It means your HR team will get back precious hours to focus on their people initiatives and your paper-based processes will be streamlined, not to mention secure.

You’re building reports manually

Using dated systems or spreadsheets (or worse paper-based filing systems) to store data is not only a risk to your business’ security, but it makes reporting on your people data that much more difficult.

It’s not only a laborious process to manually collate and analyse data, but it is incredibly prone to error and you’ll be wasting crucial hours that could be better used elsewhere.

How can HR software help?

Using HR software means you can automate manual and time-consuming tasks like creating reports. These can be set up to crunch data from across your workforce and presented in easy-to-digest graphs, charts and tables.

What’s more, your data will be stored in one central location, which means a higher level of accuracy in your reporting and easier auditing.

You lack visibility into your people data

HR departments that aren’t using software will know just how testing collating and analysing people data can be. If you’re using disparate systems that lack any integration or analysis tools in conjunction with spreadsheets and paper records; gaining any kind of visibility into your people data is nigh on impossible.

Your people data is a goldmine of information that can deliver a host of insights into staff engagement, headcount, performance, turnover, costs, absenteeism trends and much more. Without this information, your HR team will be at a significant disadvantage and will find making any kind of improvements difficult.

How can HR software help?

Using HR software to power your analysis means the sky is the limit! Most HR software providers offer a bank of common reports to analyse your people data as a default part of your set-up, but customisable reports mean you can analyse what matters most in your business.

For example, you might find out that a certain department in your business had a significantly higher rate of turnover compared to others. With HR software, you will be able to uncover why. Did those departing staff all work under the same line manager? Do they lack training? Were they recruited from the same place?

Armed with this data, your HR team can use it to make data-driven, well-informed decisions that will benefit your workforce. The sheer amount of effort it would take to arrive at the same granular level of detail using paper-based or disparate systems usually means this level of analysis isn’t feasible and as such, is rarely undertaken.