As an HR leader, it’s crucial to have the most efficient processes in place across your organization – but this can be challenging to scale as your organization grows. According to HR Review UK, Human Resources departments are spending two full days per week on paperwork alone. This is preventing HR leaders from focusing on other priorities and causing them to look for new ways to create efficiencies. The result? HR leaders are embracing automation and technology to streamline processes across their workforce.
Forbes has reported that entering 2017, a 14-billion-dollar market for HR software and tools has emerged – bringing on critical new opportunities to transform the workplace as we know it. Josh Bersin of Deloitte, a Silicon Valley expert on global trends and the transformation of HR, explains why this is the case. “The convergence of mobile computing, video, sensors and artificial intelligence is taking place simultaneously with an intense focus on employee engagement, culture, wellness and productivity. The result will be a new breed of products that will totally reinvent what HR technology – and HR itself – can do.” While this transformation is set to take off in the coming years, HR leaders can take advantage of the technology that already exists in the marketplace to automate processes and boost productivity across their organization.
With increased pressure on HR professionals to create efficiencies across their business, automation tools offer them the ability to work more productively. Here are two areas where HR leaders can use automation for these purposes:
- Evaluate and implement a Human Resource Information System (HRIS) to streamline processes for HR and create operational efficiencies within the organization.
- Offer automation tools to your mobile employees to boost productivity and ensure compliance.
Implement a HRIS system that creates efficiencies
What exactly is a HRIS system? As defined by The Balance, an HRIS is “a software or online solution for data entry, data tracking, and data information needs of a company’s HR, payroll, management and accounting functions.” Best-in-class HRIS systems typically house the management of all employee information, company-related documents, benefits administration, applicant tracking, performance development plans and more. These systems serve as comprehensive databases that house a broad range of different information and data for an organization’s HR department.
At Motus, our HR team uses ADP – which automates many processes that would otherwise be manual. In my day-to-day role, I like to consider ADP a one-stop-shop for all things Motus HR – such as reporting, policy and document tracking, payroll processing, compensation analysis and benefits administration.
Using ADP for our HRIS system allows me to create reports and presentations in addition to holding all our information surrounding HR initiatives (i.e. listing of job applicants, electronic copies of employee paperwork such as W-2 and I-9 forms). I can also run compensation reports for our annual budget or performance reports for employees considering all these pieces are housed in one single database. This robust reporting structure saves me a considerable amount of time each day, month and quarter.
For administering and maintaining employee benefits, ADP once again saves the day. When a candidate is hired here at Motus, he or she can log in to ADP and complete open enrollment, right from his or her computer – it’s that simple. What’s particularly important for this self-service type of benefits enrollment is that it can be updated at any time at the employee’s discretion. This provides employees the freedom to independently modify or improve their benefits with Motus with a few simple clicks of a mouse.
Offer automation tools to your mobile employees that boost productivity and ensure compliance
HRIS systems allow HR leaders to create efficiencies by streamlining their day-to-day activities with automation – but what about the day-to-day activities of the growing mobile workforce? Mobile employees spend a large portion of their time manually tracking and reporting their business mileage for reimbursement. Advances in mobile technology have completely transformed the way mobile employees get reimbursed for their business mileage – creating new opportunities to save time and boost productivity.
Modern HR leaders have the opportunity to implement fully automated, personalized mileage reimbursement programs. These types of programs reimburse mobile employees the exact cost of doing business based on where they’re driving and how many miles they drive annually for business. For the HR manager overseeing reimbursement, they rest assured knowing they’re eliminating the possibility of mileage fraud and ensuring employees maintain IRS-compliant mileage logs that abide by strict state and federal labor laws. HR leaders can capitalize on automated mileage reimbursement programs that uncover hard cost savings, provide real-time business insights and intelligence, and increase visibility into field operations.
Gone are the days of documenting important company-wide information on a piece of paper, piled high in a file cabinet. Now is the time to automate manual processes that create efficiencies and save time across the business. Typical Human Resources functions such as reporting, payroll processing, and benefits administration were once tedious processes but that’s no longer the case with Human Resource Information Systems (HRIS). If you don’t currently use a HRIS system, it’s crucial to start evaluating different options that will best suit your business needs. You should also be thinking of ways to create efficiencies for your mobile employees – such as automated, personalized mileage reimbursement programs. These types of programs generate hard cost savings for your company, reimburse your mobile employees the true cost of doing business, and ensure compliance across your organization.
Stay tuned for the next installment of the HR Hangout.
The HR Hangout is a recurring series on the Motus blog featuring advice from Jessica Chronchio, Director of People Operations at Motus. A proven Human Resources leader, Jessica has her Master’s Degree in Human Resources Management and is an active member of SHRM (Society for Human Resource Management). The topics covered range from empowering HR in the boardroom, best practices around people management, insights on industry trends, and advice for today’s HR leader.