Best Practices of Human Resources Leaders: Part 2

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In Part 1 of our Best Practices of Human Resources Leaders blog series, we explored a number of areas where innovators differentiate themselves from novices. Leaders identify weaknesses in their processes and systems and taking action to correct them by:

  • Taking a proactive approach to demographic changes
  • Automation and enhancing the hiring process
  • Standardizing the onboarding process

In Part 2, we’ll look at more best practices used by HR leaders to help you formulate your own strategy for success.

Leaders have revamped their employee review process

Just as important as automating the front-end of the hiring process, it’s also important to streamline the communication between current employees and management. Today’s workforce wants more consistent communication and feedback on their performance. If your HR department encourages frequent feedback, this can create a much higher retention rate.

ECM software will notify employees of any issues with their performance or compliance immediately, and the system also allow employees to bring up problems, ensuring they are flushed out as soon as possible. The workforce is kept as nimble as possible, ensuring that any issues are addressed sooner than later and employees are kept abreast of changes and new opportunities that can affect their goals.

They’re aggressively eliminating paper and manual processes

We say it all the time, but we’ll say it again – you must get rid of paper in HR. In the chart below, you can see here that handling each of these recruiting documents takes just a few minutes each, but multiply that by the number of candidates you process, especially in a high-growth organization, and it adds up to a lot of wasted time.

time to process HR documents

What are leading HR departments doing in response to this? They processing and storing this documentation digitally with an ECM.

With DocStar’s eclipse enterprise content management solution, all recruiting, applicant processing, and employee onboarding process is handled electronically.  All the information stored in DocStar ECM is available at all times, on any device.  For instance, if an HR director is at a conference, they can access employee information, quickly and securely on their tablet, phone, or laptop.

HR leaders

Now it is important to note here that an ECM system is an investment. You probably already know that—maybe that’s why you’ve hesitated to adopt a system. However, leading HR departments will confirm—ECM systems are an investment that yields consistently high returns.

In a recent Human Resources webinar with PayStream Advisors, they noted that their research shows an 84% savings in processing costs when moving from a Novice HR organization (no automation) to an Innovator HR organization (highly automated).

Other market research shows an 18% increase in productivity and staff engagement after the implementation of ECM. In addition, there is also another 60% reduction of office space allocated to filing storage when an organization shifts to electronic-only filing.

DMS reduces storage costs

Overall, these are pretty good indicators that Enterprise Content Management brings a great ROI.

A Real World Case Study: Nazdar

Nazdar Business Challenge: On-board new employees faster and reduce paper-based processes

Nazdar is a DocStar customer who has taken 40 years’ worth of employee data and entered it electronically, in to our system.  Files are kept secure through varying levels of security in addition to redundant back up systems, are compliant with a variety of laws such as HIPAA and are significantly easier to find and share.

  • Using a high-speed scanner, legacy documents were scanned and automatically indexed based on their barcode.
  • Secure personnel folders were created to store 40 years’ worth of data.
  • DocStar provides security features to comply with HIPAA and protect employee privacy.
  • Authorized staff can now find needed information quickly and securely, eliminating file-sharing or shipping of sensitive documents.

With DocStar, they are able pull up anything the employee needs like insurance or tax information and email it to them directly. This helps Nazdar protect employee confidentiality and gets them the information they need quickly. They’ve also realized the benefits of accessing past employee data without the without the expense and liability of requesting a document offsite.

“We really wanted to be paperless. With over 40 years’ worth of active employee files, we needed a user-friendly document management system that could handle all of our complex legal and medical personnel information in one location.”

~Cindy Upshaw, Nazdar HR Manager

The Future Role of HR

HR is rebranding itself within the organizations

Human resources has had a bad reputation for being bureaucratic paper pushers, and there have been doom and gloom predictions that it will be obsolete in the near future—but that’s far from true. HR is becoming a strategy machine. HR professionals are not satisfied with spending their time sifting through piles of paperwork and leaders are using technology to create more value within their department.

With ECM, they can hire more efficiently, manage employees more securely, and offer valuable insight on performance and spend

Technology has enabled HR leaders to rebrand their own departments. HR is no longer a paper pushing, largely administrative, compliance focused role. It has real implications for the growth of the company, and its successful performance is increasingly important. Strategic thinking will become the new core competency for HR professionals, they will be a more of a partner to the c-level.

Want to learn more? Watch our webinar with PayStream Advisors, Secrets of World Class Human Resources Departments. In this fast-paced 30 minute webinar, we present the latest research on the best practices used by Human Resources leaders to help you start your journey on becoming a World Class HR Department.