It’s no secret that the pandemic has caused uncertainty across all sectors. Offices have shut and more staff members than ever before are now working from home. HR departments are being met with new challenges when it comes to managing staff remotely.
That’s why HR software is proving it’s worth more than ever during these times, especially cloud-based systems that allow access from anywhere in the world, click here to find out more.
With daily tasks being met with difficulty while employees are working remotely, HR teams are needing to utilise this software to enable them to manage workloads, while still remaining consistent and reducing stress.
The role of HR is an important one, but even the most experienced experts are discovering the role is taking on new struggles during the crisis.
In this article, we discuss the 10 top reasons why businesses should make an investment in HR software to ease pressure during COVID-19, all of which can still provide assistance even after the pandemic.
Table of Contents
1. Monitor Absence
Even with employees working from home, HR teams are experiencing a rising number of absences.
From COVID-19 related sickness, mental health issues or any other form of sickness, these need to be recorded.
Other colleagues may require extra time off for childcare now schools are closed or longer lunch breaks to deliver essentials to family and friends who are shielding or self-isolating.
HR systems allow sickness to be monitored and reported from anywhere. Employees can report their own sickness with ease, without the hassle of having to call managers and have this information relayed across the organisation.
There can even be ‘Covid’ categories created, so HR can monitor confirmed cases and track other staff who may have been in contact with them.
2. Easy Access
Almost all HR systems use the cloud. This means that not only can staff members login from any device, in any location, but documentation and messages can also be accessed.
Many businesses are looking at remote working becoming long-term or even permanent so this is one of the most beneficial tools for the future.
As this information is stored on external servers, this means there is no worry for information being lost or destroyed due to faulty or misplaced equipment.
3. Everything In One Place
Paper filing systems may have worked while everyone was present in the office, but now staff are spaced across the country, it can become a messy task trying to share documents.
HR systems keep everything in one place, with instant sharing abilities, meaning there is no waiting for files to arrive in the post or the risk of items being lost in transit.
4. Easy Communication
Video calls are now becoming the norm, however, they aren’t the best tool for sharing large amounts of information.
Similarly, emails can easily be lost within busy inboxes and senders have no way of knowing if they have been read.
HR systems allow data of any size to be sent to employees, whether this is throughout the entire business or just within smaller teams.
The sender can add tracking options onto these messages that quickly flag any respondents who have not opened them.
5. Small Costs for a Great Return
Most providers will be able to accommodate any budget and can even offer month-to-month contracts, meaning businesses are not tied into long contacts.
All programmes can be tailored to the needs of each business, which means only the needs of the organisation are catered and paid for while avoiding costs for any tools that won’t be used.
6. Reduce Paper Waste
In 2020, there is little excuse for an office not to be paperless. Not only is it detrimental to the environment, but filing cabinets also take up precious floor space.
Paper copies also pose a risk of being misplaced, which leads to wasted time trying to locate these.
With everything stored digitally, businesses can reduce their impact on the planet, free up space within the office, while also never losing this vital documentation.
7. Keep Track of Medical Information
It’s crucial for HR teams to have a record of employee health, especially during the pandemic.
Conditions that could impact daily working need to be made known to HR and office first-aiders so should an emergency occur, they are aware of any conditions that need to be considered.
However, most staff will wish to keep this confidential and will not want to disclose their health in front of colleagues.
This can be securely stored within HR systems, under password-protected portals so this sensitive data is only seen by those with prior approval.
It also can be a great insight into whether staff should return to the office, at a glance HR can see if any staff will be at risk returning to work and save any embarrassment during virtual meetings.
8. Contact Detail Storage
Now that colleagues are not within the same vicinity, it’s crucial to have their contact information to hand whenever required.
This can all be stored within HR systems but can also be updated by staff whenever these details change. This means HR staff will no longer have to use precious time updating employee contact information and lead to the possibility of the wrong details not being changed.
9. Engage Employees
Showing staff they are appreciated is crucial at any point, but even more so now that they are pushing themselves to meet targets during a crisis.
HR systems allow managers to keep employees engaged, even if remote. Simple messages of thanks can go a long way and announcing great performance to the whole organisation with these portals can really lift the spirits of an individual.
10. Monitor Performance
Remote workers may struggle to seek help if and when needed, which can lead to higher stress and anxiety levels, which could impact their quality of work.
Tracking performance on HR systems can flag to managers if any individual or teams are underperforming compared to other staff members.
They can then step in to provide feedback, extra training or simply a friendly ear which can make a world of difference for them and the company.
These are just a few examples of the benefits of HR systems, many vendors can offer bespoke packages that can be tailored to even the most specific of requirements to help businesses or any size and sector during this time.