How to Get the Most Out of Your HR System

So you have an HR system – and it’s good! – but how do you get the most out of it? HR systems are capable of many things, but those features aren’t always the easiest to discover if you’re unsure where to begin.

Think Outside the Box

If you selected your HR system based on some of the features it offered – great! But have you explored its other features? Think to yourself, what else could my HR system do for me? Do you have a vision for your company? What about goals or milestones you want to reach?

Visualizing where you want your company to go is the first step in knowing how to get the most out of your HR system. Think of your HR system as your company’s assistant: it has all of your employee information, your revenue, your clients; everything is integrated into this one system.

Follow the “One System” Mindset

If you have all of your information spread out over several systems and file cabinets, it’s hard for departments to communicate with one another. It’s also a very ineffective use of company time, because when there are changes that need to be made, you need to find where the information is located, look for what you are changing, and then see if that change effects anything else – if it does, you then need to go through that process again. It also poses as a security risk – the more systems that have sensitive information, the more opportunities that a hacker or virus could destroy that information.

If this was all in one system, not only would this process would be consolidated to just a few clicks, but, since everything would be stored electronically, it would also reduce office clutter. If you want to make all your data electronic, but it seems like a daunting task to convert old paper files to computer files, just keep in mind the long-term benefits (faster data retrieval, better communication between divisions, better company performance) instead of the actual conversion process.

Employee Self-Service

Employees want to be informed. If all company information is stored on one system, then employees can access whatever information they need (within limits – you probably shouldn’t go posting the company credit card number). Employees can input and edit their own information as well as access various forms without always needing the help of a supervisor or “how-to” sheet.

Since this information is readily available, it keeps everything more accurate because it is easier found and easier updated. If employees have the ability to be informed, then they can perform their day-to-day more resourcefully – and your company will reap the benefits.

Allow Manager Accessibility

If managers can easily monitor employee performance, then they can more efficiently make decisions that will benefit the company. Managers could have access to information that reveals which staff members should be rewarded for their efforts and which staff members need to make improvements. It will also allow managers to create training programs to enhance their employees’ abilities and motivate them to excel.

Getting the most out of your HR system really boils down to communication. The adage “communication is key” isn’t reserved for relationship advice; within a good HR system, everything communicates. When wondering about where to begin with your HR system, keep in mind how well everything could run if communication in your company was always clear, immediate, and direct. From there, your HR system’s potential is practically limitless.