Digitisation of the technologies in the modern world has opened the way for us to consider going green and paperless. That is applicable even for the HR software to carry out daily tasks without dependency on paperwork.
However, those with limited knowledge or HR experience must be confused. They might wonder how to collaborate going green with HR activities. For this reason, today, I will explain the fundamentals of paperless HR software.
Steps Towards A Greener Planet With Paperless HR Software Are:
Digitised biometric system:
Employee management begins for HR persons when they enter the office or clock in their work hours. Staff members no longer have to use pen and paper to mark their attendance. They don’t even have to rely on offline biometric machines.
Rather, human resource professionals now recommend an HR management system embedded with virtual biometrics. This system enables managers to supervise and overview their staff.
Their workers and employees now can be from any corner of the world. They need to have the registered ID and password, which the admin floats to them.
Daily, they then log into the system work to punch in their hours with the current mood. There is not even a single piece of paperwork involved here.
Request of leaves and paid offs:
Long gone are the days when employees had to write leave application letters to their seniors. With the extensive use of modern HRMS systems, they punch in the request for paid offs.
Their seniors approve those on the spot. They can write down the reason for the paid leave in the system itself.
This HR software takes note of every holiday or paid leave applied for, and rejected/ approved for an employee. It maintains the database for the same at the backend. Again, employers no longer maintain paperwork or excel workbooks for that.
They can go to their dashboard. Check the latest attendance and leave figures from those reports. Instantly, the board shows them the list of their top-performing employees. It’s pretty useful and more analytical than paperwork which increases unnecessary man-hours.
Performance management systems:
Employers do not have to manually write down the total number of projects and tasks completed by their staff. They have digitised HRMS software solutions to depend on now.
Here, uKnowva is a workable example. Employers can create their HR instances on this platform within a few minutes. They can register their employees’ data on the system and float the same to their staff.
Later, as employees get on with completing their projects, the system records the same. Employers just have to monitor the progress regularly. For that, they can use live reports, dashboards, and performance reports.
These reports discern the score of each KPI achieved by each employee within a time frame. If there is any discrepancy, employers can talk to their employees directly on the chat or in person.
Generally, HR software has the advantage of managing the performance of any staff member. These workers can be remote, off-payroll, or contractors too. There is no limit to adding new employees or workers in the system to overview their performances.
Approvers, reviewers, team members, and project heads can leave comments on the performance management system. That would be about each employee. It helps the relationship manager or team leader discern the right knowledge about their employee on time.
What I mean through this point is that evidence for every completed project is online.
The HR software saves every hour clocked in and the notes left behind by every employee involved in the project. Thus, there is almost no dependence on the paperwork, even for employee performance and appraisal.
Effective talent acquisition:
One of the most crucial aspects of HR activities is the hiring and staffing process. HR managers earlier had to enrol in multiple paperwork stages to ensure that they hired right. It involved:
- Sending out test letters,
- Disbursement of offer letters,
- Rectifying letters with discussions and parcelling them to the desired address,
- Asking candidates to apply for long-formatted applications and parcelling the same.
The HR management system was tiresome because of these activities. HR managers could not rise to the level of CHROs because these lengthy processes were dependent on paperwork.
But now, that entire system of talent acquisition has been digitally transformed. HR managers no longer have to wait for weeks or days to get a response from a candidate with a parcel of acceptance or rejection.
They can now effectively:
- Post job openings online on various job portals.
- Track the number of candidates applying for the same online.
- Check if each candidate follows through with the application.
- If not, send out automated follow-up messages to fasten the process.
- Shortlist the job-fit candidate with triggered actions and keywords automatically.
- Schedule meetings online at favourable hours.
- Finalise multiple candidates at once by sending job offer letters in bulk within a few clicks.
These activities have extremely reduced dependency on paperwork. Employees or potential candidates no longer even have to step outside their hours for interviews or job offers. They can use HR systems and modern job portals to get hired successfully by future-ready firms.
Smoother exit management:
This step is completely at the other end of the talent onboarding. Surely, no employee will always remain in your startup or growing firm. However, exceptions are there. Taking the general case, HR managers know that employees will look for better job offers.
Thus, they have to complete the employee journey with smoother exit management.
Earlier, exit management was rude, not acceptable, and perceived quite wrong on multiple levels. There was a general perception of the employee becoming a betrayer by choosing to exit the firm.
For that matter, it was impossible and tougher in many organisations for employees to get their release letters. Without these letters, it was quite a feat for them to get a better job elsewhere.
Most times, they had to become an absconding employee. Or else they didn’t even mention the previous company in their CVs.
But this negativity and paperwork dependency around exit management have been removed to a greater level today. With the existence of uKnowva HR software, it’s easier to congratulate employees on finding a better career path down the line.
With the chat process, employers can still stay in touch with their ex-employees. There is a proper exit interview and deactivation from the system that takes place. Their last salaries and notice period are on time because everything is transparent in the company policy.
It’s already uploaded to the system. Employees can read it anytime while using the software. They, again, never have to print out lengthy papers for the same.
Most importantly, departing employees’ full-and-final settlement takes place very smoothly using the right information on the HR software.
Going paperless is fun and exciting for new-gen employees. They have a knack for setting up their entire career digitally, if possible. And modern HR software are becoming as close to the perfect virtual assistant for the workforce as possible.
From the blog post above, read it to understand how your organisations can too take this pledge to go green. Initiate paperless HR software systems and activities and see how positively it impacts your workplace environment.