Could cloud-based HR software benefit your company? At what point should you make the decision to go ahead and invest in it? Here are six signs that might help you identify when the time is right to make the move:
1. Your HR team is spending a lot of time compiling reports
Data drives decision making. For most companies, reports are likely to be needed on a regular basis.
But if all the information you need to compile that report with is spread out across different spreadsheets and databases, it can be a real headache to pull together. It can take up a disproportionate amount of time gathering the right data, reconciling the different sources then doing the checks to make sure it’s all correct before it’s sent out.
Cloud-based HR software enables you to have all that data in a single easy-to-interrogate location. Parameters can be defined, required fields can be selected and within minutes accurate detailed reports based on real-time data can be ready.
2. HR reporting is not as informative as it should be
As well as potentially being too time-consuming, is the quality of your reports good enough?
If data’s being pulled in from a range of sources, that might mean by the time the report’s available it’s out of date. The more sources of information that need incorporating, the greater the chances of errors. If you can’t get hold of all the necessary information, it might not be that accurate either.
Businesses must be able to rely on the reports they are given. Cloud-based HR software can easily provide the in-depth real-time information needed for addressing short term issues, for making long term strategic decisions and for ongoing analysis of trends and patterns.
3. Your HR team is frequently sorting out problems resulting from poor quality information
If your HR team regularly finds itself dealing with the consequences of errors being made because of incorrect information, that’s a clear sign something must change. Cloud-hosted HR software can help achieve that. Rather than having to update the information across different locations, it all goes into a single system. That requires fewer inputs and eliminates the risk of the same update being missed in one of the places it needs to be entered.
HR software can be integrated with other software too, like payroll software, which further reduces the amount of data needing to be entered manually several times. That in turn reduces both the risk of input mistakes, and the amount of time wasted on trying to sort out any problems that arise as a result of those mistakes later on.
4. Time is lost completing transactional work
How much time is spent simply trying to keep on top of all the transactional activity that’s part and parcel of working in HR? While most companies have moved on from employee files locked away in cabinets, a spreadsheet-based approach can still be a time-heavy way to manage employee information.
Cloud-based HR software significantly reduces the amount of time spent on lower value administrative activities. All information can go into one system. It automates and streamlines some of the more straightforward processes. Self-service options can be set up to allow employees to view and change their personal information. That saves time for HR, both in terms of the inputting and also by reducing the volume of employee queries too.
If HR software is integrated with other software, it cuts down admin time even more, as the data can simply flow between systems when it’s updated.
5. Data security needs to be tighter
Anyone working in HR knows that employee data must be managed very carefully. The need to handle sensitive and confidential information correctly, and comply with all applicable legislation including GDPR, is absolutely critical. If data is stored in a variety of unsecured places, like databases, spreadsheets and even emails, the risk of non-compliance increases.
HR software creates a single central place to hold all of the information. This makes it straightforward to store all confidential and sensitive data in a secure way, with regular software updates ensuring ongoing maintenance of security levels. It also helps with compliance in relation to data retention requirements.
6. HR processes do not run as smoothly as they could
How easy is it for an employee to request holidays or other forms of leave? How long would it take to give them a copy of a specific record, like a payslip? How straightforward is it to keep on top of training refresher dates to make sure that employees are being given the right training when it’s due? Do important milestones, like service dates, sometimes get overlooked?
If processes are not running as smoothly as they should be it’s worth considering how cloud-based HR software could assist. It can be configured to send out alerts so important dates aren’t missed for example. It can facilitate a smooth workflow for employee requests for leave and absence alerts. It can help track development activity. Cloud-based HR software can also help keep HR processes running smoothly at times of disruption too, enabling data to be readily accessible from remote locations.
If you think the time is approaching when your business could benefit from using HR software, please do give us a call. We’d be very happy to answer any questions you have to help you get a better idea of how it could work in your organisation. So please do get in touch with us today.