When your business brings on a new employee, there is usually quite a bit of paperwork involved. HR compliance with state and federal laws means you are required to provide applicants and new hires with certain documents and notices, and obtain acknowledgements and signatures on many of those documents. The process is even more involved for companies in certain industries, such as financial services or health care. With business process automation, the HR onboarding process is simplified, for everyone involved.
Some of the many benefits automated workflows and electronic document management can bring to your organization’s HR function include the following:
Scalability. If, like many companies, you are in growth mode, automating your HR process can give you the bandwidth you need to grow faster, without needing to hire a significant number of additional HR professionals. Paper-driven processes simply are not scalable, so adding staff or acquiring staff through mergers or acquisitions can quickly push the limits of what your current HR team is capable of handling.
Improved transparency. Paper-based processes don’t lend themselves well to transparency. That’s because it’s difficult and labor-intensive to add any sort of tracking function to a manual process. After all, it is inefficient for staff to add in extra notification steps. With automation, authorized users can view where a candidate or new hire is in the onboarding process, access pending and completed documents, without needing to bother HR recruiters or other team members for status updates.
Fewer delays due to incomplete forms. Using electronic forms and automated workflows, there is less of a likelihood that errors or incomplete documents will slow the onboarding process. That’s because you can design certain forms to meet your own internal – or external, regulatory-driven – requirements, so users must complete specific form fields before submitting for processing or review.
Faster processing times. Automation also creates efficiencies in the way the HR department handles their work, speeding up the process. With automated workflows, documents are routed to the next person on the distribution list, no human intervention necessary. This feature can help avoid backlogs or lengthy delays when a paper file is buried on someone’s desk or in their email inbox.
Eliminate the need for paper files. One of the most exciting features of moving to automation for HR processing is that doing so can cut down or even completely eliminate your HR team’s reliance on paper files and records. Electronic forms are indexed for easy retrieval and maintained securely in an electronic format. This eliminates the need for HR staff to print, scan, photocopy, fax, or file paper records.
Enhanced security and compliance. With automated processes and electronic records, your HR paperwork will likely be even more secure than it was in paper form. Your administrator controls authorized users’ access, meaning you can easily grant or turn off access to confidential HR records quickly and easily.
These are just some of the ways moving to an automated solution can improve the way your organization handles its HR onboarding and record-keeping processes. To learn more and to explore just how easy it can be to move to a scalable, paperless, reliable, and transparent platform, contact Treeno Software today.