The basics of HR digitisation – a step-by-step guide

The basics of HR digitisation – a step-by-step guide

To avoid being left behind in this era of digital transformation, HR must also embrace digitisation. However, in many HR departments, digitisation is still in its infancy. There are many good reasons for taking the first step towards digital HR practices, such as accelerated processes, reduced error rates, greater transparency and more time for strategic decision-making. For senior management, these are compelling reasons – but how and where to start?

Getting to grips with starting is really easy with cloud systems, as this solution is already on the starting block. There is no major initial outlay to be made and it does not place a burden on an organisation’s internal IT infrastructure. Digitisation is not a one-off project; it is a gradual process which transforms everyday working life. Below we summarise the four steps showing how HR can implement a gradual digital transformation.


Step 1: The Digital Personnel File

The first step is to digitise the foundation of HR work: employee records. The Digital Personnel File releases you from a mountain of documents and lightens your everyday administrative workload.


Step 2: Document Creation and Process Management

The digitisation of documents soon raises the question: why not create documents in digital form in the first place? Drawing up contracts and writing reference letters are just two of the many transactions that can be automated and managed within processes which are transparent for everyone involved.


Step 3: Digital document dispatch

When documents are generated and stored digitally, despatching documents in paper form becomes a thing of the past. A digital employee postbox lets you communicate with staff via computer technology and makes documents available electronically, e.g. salary statements.


Step 4: Digital HR Platform

Using an innovative platform, staff and managers are integrated into HR processes. So an employee can send an annual leave request to the office or send in a photo of their sick note – all via a mobile phone, and managers can compile staff appraisals on a tablet.

You can see how, step by step, HR can accelerate digitisation and optimise administrative functions in many areas, thereby freeing up more time for value-creating work.

And since several small steps are involved, this is exactly why a long-term view should be taken right from Step 1. When all the stages fit together and individual software modules not only integrate perfectly into master data management systems, but also interact seamlessly with each other, this allows software synergies to be exploited and optimises user-friendliness so users can enjoy digital working.

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