Five Essential Elements that Make HR Software a Valuable Tool

Kristen McPherson
Written by Kristen McPherson

November 26, 2018

Five Essential Elements that Make HR Software a Valuable Tool

As an HR executive, you play a key role in driving your organization forward in its strategic initiatives. An important part of that responsibility involves making sure you are providing the HR tools and resources your team needs to effectively recruit, onboard, and manage talent at your organization. In fact, a comprehensive HR and Payroll system is one of the most valuable HR tools you can have. Here are five essential elements of an HR and Payroll system that the modern HR department needs in order to operate efficiently and address the complex needs of today’s workforce.

  1. Online Document Management

Whether your organization has 50 people or 5,000, handling things on paper or a series of spreadsheets simply isn’t going to cut it. These types of processes leave the door wide open for human error, lost or missing documentation, and duplicate information, all of which can result in major headaches for your HR department – not to mention potentially devastating compliance issues. A unified online document management system can help you input, organize, and store all of your employee information in a single location that your team can easily access and view as needed.

  1. Business Intelligence Data

How is your organization performing currently? When asked this question, you should be able to answer with more than a general, “Good, I think.” What you need is the ability to pull up the numbers and hard data that give a birds-eye view of your organization from whatever angle you’d like to analyze it from. Business intelligence is an essential HR tool that gives you key insights into your workforce, whether you want to know average time-to-hire, costs broken down by department, or any other information. These types of workforce analytics need to be based on information that is complete and current – another reason having a comprehensive HR and Payroll system is so important. Business intelligence empowers you to make strategic decisions that help drive your organization forward.

  1. Recruitment Automation Tools

Recruiting continues to be a top initiative among Health and Human Services organizations. And, as any recruiter knows, finding the right person to fill a role isn’t always the easiest thing to accomplish. In fact, TalentNow reports that top candidates are often only available for 10 days before getting hired, making it essential to make the recruiting cycle as short and efficient as possible. That’s why recruitment automation is also one of the top HR tools for executives to invest in. Automating the recruitment process doesn’t mean removing people from the selection process. Instead, it means letting computers take care of some of the heavy lifting so that your team can focus on engaging with the applicants. Automation tools can help you consolidate your applicant pool, track applicants throughout the process, and make it easier to transition to the onboarding stage when you’re ready.

  1. A Talent Management System

Talent management isn’t just about making sure your employees can do their jobs. Today, this area of focus covers much more, including everything from career development and personal growth to employee engagement and motivation at the workplace. From a compliance perspective, it’s also important that you’re able to manage employee credentials as well, ensuring everyone is up to date with their certifications and any other credentials required for their role. However, many organizations lack a formal talent management program or have options that employees simply aren’t aware of. A talent management system is a powerful HR tool that will not only help you organize all of this information, but also empower employees to take charge of their own personal development at your organization.

  1. Position Control

Position Control helps you manage your workforce based on the positions that make up the organization, rather than employees. With today’s dynamic workforce, Position Control has become absolutely essential. As employees come on board, leave positions, or advance within the company, Position Control helps you easily maintain a bird’s eye view of your workforce, including accurate headcounts and open positions that are approved to be filled. A comprehensive platform based on Position Control in instrumental in reducing inefficiencies, minimizing risks, and keeping things neat and tidy so your team can focus on the organization’s mission rather than a pile of paperwork.

From recruiting and retention to talent management, HR tools have the capability to aid in just about every aspect of HR. However, as versatile as these HR tools may be, they do not replace the human element that your team brings to the organization. Instead, these elements of your HR and Payroll system are designed to make the numerous responsibilities of your team easier to accomplish – minimizing paperwork and tedious processes to shift your HR department’s focus to more strategic initiatives.