COVID-19 Effect: Ditch Paper-based HR processes For Smarter People Operations

COVID-19 is spreading like wildfire. Some experts are predicting one of the worst recessions that’s likely to hit the world. Many small businesses have permanently shut down, while the rest are struggling to stay afloat. Millions of people are jobless worldwide. 

In such difficult times, HR teams of organizations that have managed to survive until now are busier than ever. 

Recently, we stumbled upon a very interesting article by Ellen Sherberg on bizwomen that highlights Katie Burke’s, Chief People Officer, HubSpot, views on how she has a calendar chock-full of tasks to coordinate like reopening the company’s global offices, internal communications, travel policies, and other important employee-related issues in such tough times. She also talks about the Buddhist teaching that for each bad incident, there are two arrows – one that is out of your control and causes you actual pain, and the second that determines how you react to the pain and is under your control. Later in the article, she underlines how she’s focusing on avoiding the second arrow amid COVID-19 crisis.1

So, building upon her thought, why not we focus on avoiding the second arrow too. 

Let’s unpack this a bit.

Many businesses are still relying on spreadsheets and paper-based processes for human resources management. These manual processes most often make you struggle managing the varied aspects of the function such as employee onboarding, payroll, time tracking, benefits administration, and a myriad of additional tasks and checklists. The toll on productivity is intimidating in these grim times, when survival is more important than anything else. 

Now that we all continue to shelter-in-place and have switched to remote working environment, handling paper-based tasks and labor-intensive processes have emerged as one of the toughest challenges to be tackled. Hence many HR folks are finding it difficult to cope and losing their productivity. It’s a big no-no, especially during this crisis.

Organizations are mulling over taking different various short-term and long terms HR measures best suited to them in their wisdom.  

It’s Time to Swap to Cloud-based HR technology and Automated Workflows

Finally, the time is right to start using a cloud-based workforce management platform that can streamline your whole HR function including HR administrative tasks, benefits, payroll, and workers’ compensation, in a paperless environment.

1. No More Errors

Can you guess the age of spreadsheets? Yes, you read it right! 10, 20, 30, 40 years. Any wild guesses? 

Spreadsheets are now 40 years old. 

Let’s face it – spreadsheets are outdated and broken. Almost 90% of spreadsheets have significant errors. Even the most thoughtfully developed, tried, and tested spreadsheets have errors in 1% of all formula cells. This alone costs U.S. companies billions of dollars.2

A single error can muff up all the data on your spreadsheet. You need to waste hours assessing and re-assessing the same spreadsheet to be able to point out that mistake and rectify it. 

Sharing these clunky spreadsheets is painful too. Security is also a big challenge. Spreadsheets also can’t store a lot of documents, which you need so much being in an HR role.

2. Save Your Time to Focus on What’s More Important

Using these spreadsheets and relying on paper-based processes eat up a lot of time. While dealing with the creation of customized employee onboarding documents to monitoring COVID-19 paid leave, you might end up scratching your head. The problem worsens when your organization is a growing one. 

Switching to a cloud-based, self-serve people operations platform, like UZIO, allows you to save up a lot of your precious time and focus more on strategic initiatives that align with your business goals, while delivering a good employee experience.

3. Everyone on the Same Platform

Most HR processes are fragmented and scattered all over the place. To add to this, many HR pros still use spreadsheets as their default tool for managing basic operations. There also runs a risk of losing these spreadsheets. 

As the business grows and teams expand, HR processes evolve too and so do your roles and responsibilities. This also increases their dependence on spreadsheets, leading to the Spreadsheet Dependency Syndrome”.

A cloud-based HR solution keeps everyone on the same page and allows you to notify all stakeholders about any minute change done to any HR task or reminders. This saves you the hassle of chasing co-workers for seeking their permissions and required actions across other departments.

4. Compliance Made Easier 

Ever-changing state and federal labor laws related to paid leave, time tracking, offboarding, etc., can make businesses, big and small, struggle a lot while adhering to compliance. The COVID-19 pandemic has added to the already piling up guidelines. The HR technology platform automates workflows and helps you easily update information related to new compliance regulations.

5. Streamline Onboarding & Offboarding 

Employee onboarding is often seen as a challenge by HR teams. A cloud-based HR platform standardizes onboarding process and streamlines the complete experience for the new hires. No need of stacking up documents and handing it over to new employees for filling those out. This saves the employees from the stress of attending to the manual process of entering their information across a myriad of HR documents on the first day itself. The HR folks can easily assign a new machine and task to the IT department to create an email address for the new hire on the platform. 

The same is true for offboarding the employees. The exit process is made easier and smoother on the HRIS can make the data flow into other systems like payroll and benefits. The HR team can breathe easy with such an HR automation platform that helps them with relevant termination policies for guidance and internal communications while some of the employees are on their way out.

6. Wrong Choice for Agile Businesses

If you’ve a rapidly scaling up organization, spreadsheets are not for you. Often, the spreadsheets are created by individuals, who input terms and statistics best known to them while dealing with various HR issues. The new folks in the team might not be able to decipher and understand those spreadsheets. However, if the information and complete data is on the cloud-based platform and there are many contributors involved in a project, it’s easy for the new hire to pick up from where the last employee had left.

Stop Sitting on the Fences! Jump Right in…

Raise your hand if you want:

  • Your time back in the day.
  • Fire up your productivity to focus on core HR objectives.
  • To ensure 100% payroll accuracy.
  • To avail the most competitive benefits package for your employees.

The UZIO team is right here to help. Talk to us!