Recently we shared how we started developing our HRIS, called Matrix, now we thought to take a step further and write an article for those, who might be in the same shoes as we were back then.
Talking to small business owners and HR people, we realized that HR does not equal employee management, instead it should assist in assuring that employees feel included, aligned, and involved with the company.
First things first, let’s start with explaining what an HRIS is.
The main goal of a Human Resources Information System is to save valuable time either for the HR person or for the manager, occupying with administrative procedures, and to assist in efficiently managing daily HR activities. Automating time-consuming activities allows managers to have more real engagement with professionals. Also, such software comes with self-service functions, so employees become more involved in everyday activities. All in all, this will for sure lead to better overall performance.
We collected some signs showing, that you should invest in an HRIS:
1. You struggle to stay compliant with rules and regulations
There are some mandatory HR processes and workflows, that every company should do in order to be compliant with the labor legislation. If these activities take up more than half of your time, you need to start thinking about an alternative solution. The time you spend on administrative procedures cannot be spent on engaging in discussions with your colleagues, talking to new customers or forging partnerships.
2. You’re asking for the same information each month
When you rush through administrative procedures or you simply don’t know how to do them, you will face risks, like losing information, non-compliance with the GDPR or, other legislations, or not having reports ready in time, like monthly timesheets, time-off-, or holiday request files.
3. You are considering an extra help for HR administrative tasks
You should start looking for solutions, when your HR personnel start to complain about the amount of work they need to do. Or there is a lack of structure in your administrative procedures, like lack of uniformity in the ways people request day-offs, holidays or modifications in personal information.
4. You are working with both full-time employees and flex workers
Building a company means, bringing in new people for short or long periods, full-timers, part-timers or even freelancers. Everyone should be mentioned differently in your formal documentation, based on their type of contract, but you should manage them in the same way, for example everyone should enter the hours they worked, should know about the accepted way of requesting day-offs or holidays.
5. You work on multiple projects at the same time
When your company has 10+ employees, and they are divided into smaller groups based on the projects they are working on, team leaders will take some of the HR responsibilities. Team leaders should be able to access the information of their colleagues and to accept time-off-, or holiday requests since they are the ones creating the work schedules for the group.
So, if you recognize the above signs and you plan to grow your company in the future, you might want to consider using an HRIS.
Human Resource Management is more than just doing administrative procedures, it is about employees and their professional well-being. They want to be involved! Involve them in decision making and ask for their feedback, expose formal procedures in a friendlier and easier way.
Spend your HR time wisely!