Human resources management is undoubtedly one of the company processes that handles the largest number of administrative documents on a daily basis, even more so than accounting. It is for this reason that the digitisation of HR processes is becoming increasingly popular within companies. What are the advantages of digitising HR processes? How can you implement it in your company?
Digitisation consists of replacing the company's paper documents with digital media stored on internal or external online servers (in the Cloud).
It involves digitising (scanning) paper documents to save them as digital files (duplicate digitisation) or, better still, opting for native digitisation. The latter involves creating, processing, receiving and archiving all new documents in digital format, which is a real time-saver.
It should be noted that the public authorities are doing their utmost to encourage this transformation of practices, particularly in the HR field (dematerialised administrative procedures, electronic signatures, automated social declarations, etc.).
Good reasons for digitising HR processes
The digitisation of HR processes is a real time-saver, because it simplifies and, above all, automates the administrative procedures involved in employee management. HR teams no longer have to worry about repetitive operational tasks with no real added value, and can focus on strategic missions for the company, such as recruitment management, Strategic Workforce Planning or QWL (Quality of Life at Work).
But saving time and improving the efficiency of the HR department are not the only benefits.
Reduction of costs
The digitisation of HR processes means that there is less need for paper documents, provided that the company is aware of the counter-productive nature of printing everything out for physical storage.
As a result, companies make significant savings by reducing the costs associated with managing paper documents (supplies, postage, office equipment, archive storage space, etc.).
In this way, companies can embark on a paperless approach that also reflects a modern corporate image.
Improved security and compliance
Lastly, as digitisation facilitates the automation of all or part of HR processes, it also helps to secure exchanges and data archiving.
The digitised process promotes security: on the one hand, digitised information is not accessible to anyone outside the company; on the other hand, it is possible to set up rights and access for each employee or department in order to limit access to sensitive information and respect the confidentiality of data and private life.
In addition, automation ensures compliance with legal obligations (mandatory documents, declaration deadlines, etc.) and reduces the risk of processing errors.
HR processes to be digitised
But in practice, what are the HR processes that can be digitised?
Here are a few examples, which are far from exhaustive.
- The electronic signature of documents and contracts is an increasingly popular practice, both internally (employment contracts, confidentiality agreements, company charters, etc.) and externally (social security declarations, administrative formalities, etc.).
- Online management of employee files makes it possible to centralise and consult all the information concerning employees for better monitoring of career paths (employment contract, date of recruitment, salary progression, interviews, training followed, etc.).
- The automatic electronic transmission of HR documents to employees is becoming more widespread: pay slips, time sheets, information notes, training invitations, schedules, etc.
- Recruitment management involves a large number of time-consuming tasks that can easily be automated with an ATS: sending job offers to job boards, sorting applications according to essential criteria, responding to each application received, etc.
Stages in the digitisation of HR processes
Going paperless may seem difficult for HR departments, but it's a real long-term trend. However, there are a number of steps that need to be taken to ensure the efficiency of such an approach.
- Determine the objectives and priorities that are driving the company to start digitising. They must be realistic and easy to achieve.
- Carry out a detailed assessment of the needs and specifications of each process within the company, so as to choose the HR software solution and modules best suited to the way the HR department and the company operate.
- Involve the IT department in the implementation of the project, as they can advise on the selection of suppliers and analyse the technical aspects of each solution under consideration.
Of course, once the tool has been chosen and deployed, employees need to be trained on the software to ensure that it is used correctly, but also to reassure them about the changes involved.
Digitisation is becoming more and more necessary for organisations in a context of improving efficiency and scarcity of talent. Our Kelio HR software solution can bring you real added value and our teams will support you in the digital transition of your HR function. Ask us for advice!
