Does your small HR team struggle in juggling several tasks at the same time? If so, that’s enough reason to buy software for HR management. Human resource management systems streamline workflows and processes, helping increase overall workplace productivity.
Before we look at the essential features of HR software, let’s first talk about this handy, digital solution.
More about this HR Technology
Short for HRMS, human resource management software is an online tool designed to make a host of HR-related tasks easy and more manageable. It transforms HR departments by putting information and task management at the fingertips of both employees and management.
So how does it help HR professionals manage the modern workforce? The software encompasses storage, databases, analytics, automation, and other services in a single platform. Users no longer need to switch from one software to another and open disparate worksheets, among other things.
Through HRMS, human resource teams may also save plenty of time in processing employee information and answering questions. HR systems eliminate duplicate data entry as information flows across the program and store employee data electronically, which everyone in the organisation can access or even request changes.
5 Key Features to Look for an HR System
1. Database Management
The HR work involves several processes—from payroll to benefits administration, employee relations, training, performance appraisal, and more. These HR responsibilities all rely on one thing—employee data.
Imagine managing several disparate worksheets or databases containing your employees’ personal information, job and salary history, banking and tax details, time off request, performance feedback, and so on. Confusing and tiring, isn’t it? Your human resource team probably feels the same thing.
When you buy software for HR management, the first feature to consider is employee information management. Human resource software solutions should keep all of your employee data in a central location for ease of tracking.
Having a single source of data makes it easier for your understaffed HR team to access the information they need. It also saves them time in looking through a pile of printed documents and filing them in the designated location because all files are kept electronically in the HRMS.
2. Recruitment & Hiring
Every company is built on its employees. Whether you’re not looking into expanding your business at the moment, the time will come that you need to hire new people. After all, recruitment and hiring are two of the essential human resources processes.
For a small business with only two to three human resource staff, having an HR system can offer a big hand. The software streamlines the hiring process thanks to the automated system features, including the job posting, interviewing and onboarding.
Yes, your HR employees can do all those things via the platform. They can post a job opening to multiple websites and social media channels with ease or even use the system to create a job description. HRMS also comes with an applicant tracking system (ATS), a feature that automatically accepts or rejects candidates based on predetermined criteria.
Here are other recruitment and hiring functionalities that an HRM system can include:
- auto-response
- job requisitions
- social recruiting
- applicant evaluation
- background check
- candidate pre-screening
- job offer extension
- branded company job site
3. Payroll & Benefits
Payroll processing and benefits administration are two of the most essential human resource responsibilities. They play crucial roles in increasing employee morale, maintaining company reputation, analysing the allocation of resources, and more.
Thankfully, human resource management software can assist with these essential HR functionalities. HRMS helps reduce the amount of time your team spends on processing payroll, benefits enrollment, answering payroll-related questions, and preparing benefits packets.
The system simplifies the above processes as it integrates payroll and benefits management tasks into a single solution. It enables HR professionals to run accurate, on-time payroll while ensuring the company complies with payroll guidelines at the same time.
However, make sure to get software for HR management that can track your employees’ time and attendance. (See feature #4) That way, you can automate the pay process and calculate deductions easily.
4. Absence Management
Keeping track of employee absences can be a daunting task, especially if printed forms are involved. While significant, this administrative task can eat up your HR staff’s time—time that can be spent on more profitable tasks.
To save your HR’s time in managing such activities, look for human resource management software with an attendance and absence module. This feature gives your company a paperless time clock system that controls and monitors your employees’ arrival, departure, break times, as well as absences.
Such functionality can also capture time offs and leave-related information, which is needed in running the payroll.
5. Other Technical Features
The best software for HR management should also be equipped with advanced technical features, including:
Email Reminders. An HR system that sends email reminders on the activities that need to be completed helps everyone avoid missing an important event, checklist, or requirement. By setting a reminder or notification in advance, HR professionals can also ensure that a task is met within the timeframe.
Effective Reporting. HR solutions make it easier for human resource leaders to check information and create reports in just one click.
Training and Support. A good HR software solution offers a support service in case anything goes wrong with the system. While your team can figure out the problem by themselves, it’s still best to seek help from the software provider.
Organisational Communication. Managing organizational communication is another difficult HR work. The good thing is many HR systems are built with digital boards that allow you to post staff announcements such as information on new starters, changes to policies or benefits, and more.
Wrapping It Up
Just because your small HR team isn’t complaining doesn’t mean they’re not having a hard time. The work of human resource professionals is all-encompassing, and each process is critical to your business’ growth.
If you thought of investing in an HRM system many times already, now is the time to do so. The fact that you considered buying means that your company needs it.
