How HRMS can help small and medium scaled businesses?

A Sneak Peek into the World of HRs with HRMS

Gone are the days when HR Managers had to manually fill the forms, secure the documents, and keep track of employees’ performance. After all, why the mundanity when you can push the load to an online management system, and focus on complexities that require human.

Human Resource Management System or HRMS is one of the varieties of software to ease the functions of an HR Manager.

Apart from amplifying the efficiency of the Managerial Team, it frees up time that could potentially go to conjure effective strategies. This, in turn, boosts the productivity of the entire institution and can potentially pave the road for better outcomes and prospects.

Here is How HRMS Turns Around the Life of an HR Manager

Takes Care of the First Phase of Recruitment

Recruitment is definitely one of the imperative functions of an HR Manager. Of course, the quality of the interview and the recruits can’t be sacrificed for any means. But you are haunted by mountainous heaps of applications in which your HR Managers have to dive to find the best suit. Not to mention, that also includes the profiles that aren’t sure of the roles and sent just-in-case.

A good number of days can go to just shortlisting in the many phases of recruitment. But, that’s not the case when a powerful HRMS is deployed to assist.

Basic screening of profiles based on the candidates’ skills is one of the HRMS’ cup of tea. It could very much capture what the company is in need of and if a candidate has what it takes.

Facilitates Storage in a Single Database

The easiest place for errors to creep in is where data is involved. This is why a single database with minimal hard copies of paperwork is crucial to keep the errors at the bay along with their branching complications.

With HRMS, it takes just a few clicks to create a user profile. The information is easily fetched into the profile from the new employee’s application. Any unfilled and incomplete information can be taken from the employee and once stored, it remains secured and unaltered without any external manipulation.

It also saves your HR Manager from asking the employees for information from time to time.

Makes Onboarding Simple

Failed new hires reason the lack of connection with the fellow employees, and the management to have been the major cause. Social HRMS effectively connects the people, not just within the same office, but also with those who work remotely.

It further makes the roles and responsibilities laid out clearly to spare the recruits of the confusion. A checklist can also be crafted to inform the duties, and to track the progress of your employees.

Like the icing on the cake, this also makes the new hires familiar with the HR procedures with just few minutes in the HRMS.

Betters Data Management

The HRMS not just provides an error-free and hassle-free data storage system, but also makes it easy to manage the large bundles of data. Any data can be searched and retrieved from the data storage system with little to zero efforts.

Employees’ leaves, attendance, and payroll are also updated in real-time as the employee updates his status. Not to mention, the database is shared across the network that anyone with access can channel the data and consolidate a crisp report. The HRMS has also got powerful filters to trickle out the necessary information.

The information could be of anything: employees’ sign in and sign out time, output, work efficiency, projects completed, or even about who takes most breaks. Anything that enters the HRMS in the form of data can be easily structured to make sense.

Enables Right Training, Development, and Appraisals

Every recruit is unique and will present a separate set of skills. Rather than pooling everyone into the same training module and chisel their brains, it is better if their latent is honed.

The HRMS, possessing every information of the recruits, can identify what the company can use from them when directed right.

This selection also greatly reduces the burnout ratio and skyrockets the recruits’ development like they were set on fire.

And the productivity of the employees can also be identified with maximum accuracy so that appraisals and promotions are served just.

Reduces the Hassles of the HR Managers

Typically, when there arises a complication in payslip processing, attendance mismatch, and applying leave, the employees knock on the HR to solve it for them. And it is indeed the HR Manager’s duty to solve the employees’ problems that is within their power.

But this requires the HR Manager to backtrack to the core of the problem and examine where it went wrong. If the complication requires the HR Manager to talk to a couple of other departments, then it might probably devour the entire day.

The HRMS pulverizes the constraint by allowing the employees to login to the database, see their profiles, and documents for themselves.

This saves the HR Manager a humongous amount of time which could go into planning to boost productivity.

 Conclusion

A normal day in an HR Manager’s life involves taking care of the documents, sorting the reports, making interview calls, and other repetitive activities. But with HRMS lifting that mundane weight off their shoulders, they have more time to facilitate interaction between the employees.

They can better hear the problems of the workforce, and conceptualize ideas to solve them. They can work on strategies that will put a stop to employees from burning out because of all the stress. They can work on ways to make productivity break through the roof and above.

In short, the HRMS can empower the HR Managers to unleash their full potential, and possibly transform the company’s workforce along with them.

Human Resource Management System (HRMS), as we all know, drastically reduces the menial responsibilities of the functional HR Managers. It takes care of payroll, onboarding, report generation, data security, etc. and empowers the administration allowing more time to architect ground-breaking strategies and productive environments.

Of course, the decision to get your hands on the HRMS for your business is the first step towards empowerment. But the journey towards your ideal HRMS is filled with pitfalls which you should avoid at all costs. And there are thousands of vendors available in the market with their custom software to ease HR Management. So, how would you decide the one that serves your cause in the best way?

Here is a checklist of things that you should do to reach your ideal Human Resource Software:

1. Put Together a Qualified Team

A qualified team involving a cluster of stakeholders including the HRMS selection project manager, human resource manager, finance executives, and employees outside of the HR department, brings a variety of unexpected ideas to the table.

Instead of going solo on the mission with mountainous heaps of tasks to buy the right HRMS for your company, a team can work faster and efficiently. It can split the work into modules and distribute among the team to assemble every piece worked by the members at a desired date to form a conclusion.

2. Gather the Requirements for Your HRMS

Jot down a compact list of areas where your HR Managers lag, where the process is unnecessarily toiling, and where the improvements can be made.

With a keen eye on the future, additional features and specifications that could cause a positive impact have to be listed and summated to the final list. Another key aspect to be noted is about the parties who actively use the HRMS. Insights on their requirements always take precedence.

For example, the employees would want to track their paid-time-offs and manage their benefits. And likewise, the HR Managers would want to track employee performance, build reports, create shareable profiles, and so on.

The final list should also reflect back on the company’s size and future plans as there are HRMSs built specifically targeting small to mid-range companies. And a low-level HRMS couldn’t handle the surging business your company encounters; scalability is the key.

Extra care and caution is always recommended for this step as the final list is the manifesto that will ring the ears of the vendors.

3. Identify the Right Vendor

Throw your hooks and lay your nets if that’s what it takes to find the right vendor. Your professional connections can be of great help too because the internet is brimming with HRMS vendors that it would take an excruciatingly long time to check with every vendor.

Based on your budget, you can start looking for HRMS in top, middle, and booming low tier/startup companies. Their portfolio and their team’s experience always speaks volumes for the prowess. The Return On Investment you expect will also play a humongous role in the type of company you want to choose.

The companies your team shortlists should also be okay with your customizing requirements if any.

4. Know the Technology and Timeline

Ultimately, it comes down to the technology vendors work with. You don’t want a product built with a prehistoric programming language. The HRMS you acquire should be readily integrable and must have been built with the industry’s latest, powerful technology.

The timeline to develop the product should also be brief and apt. It shouldn’t take time such that the technology with which HRMS is built should get expired by the time the product was complete.

Speaking of timeline, if you are looking for a solution to integrate as soon as possible, a lot of vendors are offering readymade HRMSs and software.

5. Run a Background Check for Authenticity

In the era where cybercrime is running rampant, you can only be advised to practice caution.

Always run a background check before choosing a company. If their portfolio and commendations aren’t as true as they claim it to be, or even if you sense something shady, move to your next-in-the-list. And because more years imply more successful projects, a good number of companies have already summated decades to their teensy working years in the industry.

The company’s developing team’s skill and expertise should also be verified despite the years of experience for the possibility that your project can end up in the hands of the team of rookies.

Almost all of the companies showcase their project demo to give their customers a piece of experience and idea of what they can do. It indeed explains the company’s mastery over the domain and how it addresses your concerns.

6. Clarify the Transparency You Require

With little to zero transparency over the development process, you would never know if you bagged the right contract. It is always better if you can get into the skin of development and know where things are as they happen in real-time.

Re-ensure that there are no hidden costs to come daunting you by the end of the development. From laying out the development plans to licensing your HRMS, everything has to be laid out clearly before you proceed to sign the contract.

Wrapping Up

The checklist printed above is a shortened but important version of the must-dos to choose the right vendor for your HRMS.

There is no clear cut path to obtain the HR management system that will upgrade your business to new heights. What you can do is navigate avoiding the traps and believe in your team to grab the right vendor and HRMS for you.

Also what worked for everyone might not work out for you  in the best way possible, so be open to experimenting.