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Ever wish you could reduce admin time spent inputting / updating personnel data? Ever curse the number of routine queries your staff are inundated with every day? Ever think it'd be great if staff were informed of changes to policies and procedures quickly and easily? Imagine if you could automate approval of annual leave, training etc? Have you thought about implementing an employee self-service system? It may be just what you are looking for.
According to an annual self-service study carried out by consultancy group, Cedar, companies who do not introduce a self-service system will be at a competitive disadvantage within three years. Typically, HR and payroll departments face a large amount of paperwork and tedious data entry every day. In fact, a recent Forrester Research Study showed that HR Managers can spend up to 80% of their day dealing with admin tasks and routine questions from employees, when staff could be dealing with more strategic issues that will affect the bottom line of the business.
Accessing a self-service system is simple, safe and secure. Once employees are web-enabled and have a password, information can be accessed from anywhere, including your company intranet. Little training is needed to use a self-service system and basic computer skills are really the only pre-requisite for employees. Many businesses are well on the way to empowering employees and are already reaping the benefits of employee self-service. But, how has it helped them?
Saves time
A self-service system allows staff to access and obtain non-critical information without having to contact the HR or payroll departments, dramatically reducing the number of queries with regard to tax, pay, benefits, annual leave etc.
Improves accuracy
Staff can view and modify their own personnel related information. Take, for example, an employee who has just moved house. Traditionally, they may have filled out a form with their new address details, passed it onto HR who, when they finally get to the form in their "in tray", then have to decipher the employee's hand writing, transfer the information onto the database and inform other departments of the change. Manual, paper-based admin tasks like this are often lost, input incorrectly and may result in duplication of information if not updated by other departments. Giving employees the ability to update information directly reduces the amount of paperwork and improves accuracy, allowing HR and payroll staff concentrate on more important issues.
Increases efficiency
ESS gives management greater control. Holiday and training requests, for example, can be approved online. Appraisals can also be managed online allowing management to call up employee records whenever required without having to track down personnel in other departments for details and updates. Real-time information such as this gives management greater control and allows them to quickly make decisions.
Creates employee satisfaction
Communication in the workplace improves with ESS. Staff can easily be kept up to date on key company issues via newsletters, announcements re training, company policies etc. New employees can also use the central resource to familiarise themselves with company procedures. ESS empowers employees which can in turn help to improve motivation and productivity. Most staff, particularly younger members, are very comfortable with the Internet and are happy to use this medium for more than surfing the net and email.
Reduces costs
ESS helps to reduce the amount of paper used in the office. Payslips no longer have to be printed and posted as employees can view pay slips online. The completion of standard forms and requests for holiday leave can also be done online, reducing the administrative cost of processing transactions.
Generates a quick return on investment
In this tight economy, controlling and reducing costs is an important aspect of any business. Many HR, payroll and time and attendance software systems are web enabled and integrate email to help streamline your processes. (Dare I say it?! ClockWise, Softworks' T&A solution is designed to help organisations promote Employee Self Service initiatives). Make use of ESS facilities or make sure they are available when upgrading your systems; you should see a quick return on investment.
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For Payroll and Human Resource Professionals
