Creating Paperless HR Department
Posted on: February 21 2019, By : NEHA KENI
The HR department is the one that handles a huge load of documents on a daily basis. This is one of the main reasons why going paperless makes so much sense for human resource management professionals. Various solutions for digital data management are available. While 79 percent of HR departments label such solutions as effective, 47 percent still admit that they use paper. Resisting change is normal because of the familiarity of old-school routines. Still, going paperless in the HR department produces a wide range of benefits that vary from increased efficiency to significantly improved onboarding procedures. Many years after the advent of computers, the paperless HR department still remains an elusive goal to many managers. HR ( Generalized HR Training in Mumbai ) is a department teaming with processes, procedures, and all sorts of legal requirements - most of which are very much paper-based. To go paperless, HR managers have to consider all sorts of security, accuracy, accessibility, and compliance issues.
Paperless technology has gone a long way from simply digitizing files through scanners. Reliable mobile onboarding technologies are available to solve issues and speed up recruitment processes with undisputable cost and environmental benefits. Going paperless in your HR Practical Training department is the most convenient recordkeeping solution for human resources professionals. It’s time to face facts: With the ease of going paperless, your copy machine may soon be as outdated as the typewriter. You deal with paperwork for a slew of different HR functions every day–and all that paper tends to build up into a cluttered mess. Paperless solutions for onboarding, compliance, benefits, and a lengthy list of other functions will streamline all your responsibilities. You know better than anyone that HR probably handles more paperwork than any other department in an organization. Paperless technology was one of the biggest trends in the HR world, and it’s not showing any signs of slowing down. Having the right mobile onboarding technology in place that can digitally capture, manage, and protect critical HR ( HR Certification Training in Mumbai ) data has a huge impact on everyone’s productivity.
But while the paperless trend is gaining traction, there’s still much to achieve. Globally, just about 24 percent of organizations are working towards going paperless. Here are a few simple and practical steps to help you get started.
• Implement environment-friendly systems that encourage less paper usage: The average employee uses up to 45 sheets of paper everyday. Document printing takes up about 10 percent of IT costs in most organizations. And then there are document storage and disposal costs, along with postage and courier expenses if they need to be shipped. Reducing paper use does not only save on costs and space, there are also massive gains in efficiency. Transitioning to cloud allows employees to create and access existing documents anytime, anywhere with any device.
• Embrace digital signatures: As an HR professional, we are all too familiar with the enormous amount of documents that need signatures. Employments contracts, performance appraisals, timesheets, checks, and on-boarding are just some that are typically signed the traditional paper-and-ink way. But the thing is, print and ink signatures take time and even delays. On average, traditional signatures take about 3 days to process. In a paperless environment, digital signatures just take a few hours to accomplish, depending how fast an employee checks email. More importantly, digital signatures are secure and compliant with regulations in most industries.
• Do away with printers and faxes: Printed documents and faxes are expensive and inconvenient. All those printed documents need to be properly organized or stored, or you’ll never find what you’re looking for. You can’t access them when you’re not in the office; and you have to make multiple copies if you want some back up. The problem with most HR departments is that most employees are habitual paper consumers.
• Educate employees on the benefits of going green: Many multinational companies have taken the lead in implementing greener business practices and it won’t be long before everyone follows suit. Educating your own employees on the benefits of going green and keeping up with global trends will help in easier adoption of paperless technology. HR studies also suggest that going green can even help with recruitment and employee engagement, as many in-demand candidates and high achieving employees are passionate about environmental causes.
• Take your onboarding online: New hires don’t need to be welcomed into the paperwork cycle. Instead, you can move the onboarding process online with forms and electronic signatures. The process can be as simple as email, fill, share, store. Companies in order to avoid complexities look out to top job placement agencies in India for HR services with updated skills as an organization’s workforce.
• Digital payroll administration: Digital core HR payroll processes can save hours of work for your finance departments. Through streamlining the payment system with digital solutions, payroll administration becomes much more cost-effective, time-saving, compliancy-guaranteed, and secure.
Benefits of Paperless HR Department
• Increased Flexibility and Mobility for Your HR Department
• Going Paperless results in more Effective Document Management
• Going Paperless results in more Effective Document Management
• Money Saving Benefits
• Improved Onboarding Process
• Cloud Implementation Is Easy
• Ensured Administrative Compliance
• Easier And Faster Decision-Making
• Allows employees to sign forms digitally, using their fingertips
• Enable employees to securely submit documents such as certifications or licenses
• Employees to access the system using any device
• HR managers to review forms instantly, eliminating piles of paperwork that has come to be staples on desks.
Paperless document management allows for a lot of flexibility. It automates many cumbersome tasks, allowing HR ( Short Term HR Courses in Mumbai ) professionals to focus on strategic decisions and workforce management. The investment in such new technology is insignificant in comparison to the returns that most companies get to benefit from as a result of making the switch. To become pace with HR Disciplines you can take help of many Education Consultant who guides you for career.