Modern software comes up with a high optimization potential, especially in HR departments where many administrative activities are still carried out manually. Digitalization actively includes new players in HR processes, which gives employees and managers the chance to initiate HR processes on their own. The shift in tasks will relieve HR in the long term.
The target group expansion with employees and managers makes HR think outside the box. Time-consuming processes – such as the preparation of a reference or an employment contract – which require active cooperation between HR administrators, employees and managers, also tie up many resources outside the HR department. Managers and employees are also forced to deal with recurring HR tasks. Whether it’s performance evaluations by managers, written approvals or processes such as vacation requests by employees. If HR processes are complicated and time-consuming, it is not only HR staff who suffer. This is just why a rethink of HR processes is worthwhile.
To sustainably digitize HR processes and make them more efficient, cross-departmental collaboration is becoming increasingly important. Modern collaboration completely redefines company-wide communication using digital tools. Simultaneous information exchange with multiple participants, improved teamwork and the use of synergies catapult tried-and-tested HR processes into the new-work age. The new sense of community, which works regardless of company location and the number of process participants, not only increases connectivity within a company. It shortens communication paths and at the same time opens the door to the digital world.
HR processes in daily life
An HR process that has a direct impact on employees’ daily lives, such as a vacation request, creates a significant added value if digitally generated. For example, if employees want to take a day off spontaneously, they can simply log into their digital time account via their mobile, regardless of time and location, and apply for leave via app. Through newly defined cross-departmental collaboration using smart software, e.g. SAP SuccessFactors, the manager can also immediately confirm the request digitally from their mobile. Optimally, the process is linked to the calendar. If the person has an important appointment on this day, the system informs them of this. They can now decide whether they would prefer to postpone the vacation day or quickly take care of the appointment by phone. HR is informed of this situation but does not have to take an active role.
Contract of employment
Especially the creation of employment contracts still often slows down the digital flow. Paper-based contracts with manual signatures can be safely dispensed and the entire process can be designed digitally.
Thanks to digitization, managers can initiate the creation of contracts with just one click during the job interview. The manager initiates the first step via the software and thus triggers the entire process. Instead of manually filling in personnel data and parameters such as the scope of duties or entry date, the intuitive HR software pulls all relevant data from the job posting and the application management tool. This can also be done conveniently from a mobile. This not only makes time-consuming tasks become quicker, it also reduces the risk of valuable professionals being lost and of valuable specialists being poached by the competition. The employment contract is then created automatically and in a legally secure manner, taking into account all data protection concerns.
Easy to use
The simpler and more self-explanatory the operation of the software, the easier and faster it is to manage an HR process. This means that long approval loops and communication traffic circles with employees from other departments can be dispensed with when creating contracts.
Once HR processes are digitized, HR documents can be created within seconds and approvals can be given with just one click. Digital HR processes can be triggered and edited regardless of location and device, while at the same time creating greater transparency. A cockpit with traffic lights indicating the current status of the individual process enables those involved in the process to always know the current stage of the process. If, for example, a process step is not handed in by the manager within the agreed time, the traffic light jumps to yellow and the system automatically generates a reminder message. If the traffic light jumps to red, HR receives a notice to intervene personally. The traffic light only turns green when the respective process step has been completed.
Inquiries can also be answered quickly and directly – without long phone calls. Fast turnaround times and the ability to provide information at all times enhance the reputation of HR administration and ensure uniformity of information throughout the company. Long waiting times for certificates or training records are now a thing of the past. This creates trust and satisfaction among all parties involved.