The acquisition of a HRIS is often met with much fanfare, but the actual degree to which the system benefits an organization depends largely on the way that the system is used. Many companies expect the system to work for them, without putting much thought into how to maximize the system’s effectiveness. Take a proactive approach and make sure that you are getting the most from your HRIS investment.
Make Sure Your Employees Know Everything about the System
Many employers expect the employees to learn everything that they need to know about a new system from a single or a handful of training sessions. The truth of the matter is that employees will generally only retain a little of what is taught in training – mostly what interests them or applies directly to their daily work tasks. By taking just a little time to meet with employees and find out how they are using the HRIS, you may discover alternate ways that the system can be used to improve productivity or ease stress.
Integrate Analytics into Decision Making
Knowing that analytics can be used for decision making and actually using analytics for decision making are worlds apart. While you may assume that your front line managers are using available analytics to aid in decision making, the truth is that they probably aren’t unless there are guidelines in place. Establish rules for using the numbers to guide decisions and follow up to make sure that the rules are being followed.
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Automate Tasks That Can Be Automated
As with the analytics, many employees and even HR professionals will fall back on systems that have been in place for years, rather than working to adjust to using the HRIS to automate tasks. Doing the initial footwork or assigning an HR manager to make the necessary changes to automate tasks can help to make sure that it gets done. This could increase your ROI on the HRIS and save tons of labor hours.
Use the System for Reporting and Compliance
Many HR systems come standard with features that will assist with compliance. There may be information regarding the most recent requirements, options to compile and send reports, and even alerts when reports are due or when situations arise that require action to comply with laws. By utilizing the system features that can assist with compliance, you may save time and frustration while better complying with laws and avoiding penalties.
Integrate the HRIS Wherever Possible
HRIS often include features that can assist with many aspects of employee management, but these functions do not operate in a vacuum. Integrating HRIS with third party payroll systems, social media sites for recruiting, and any disparate systems in-house can increase the system’s usefulness. The quality of reports available may also be improved with integration.
Make the System User Friendly
Some customization can go a long way to improving system adoption rates, decreasing the amount of time that it takes employees to complete tasks using the system, and fostering contentment with the system. You may be able to limit what employees see on the screen when they login, change the colors and logos to match with your company, and do other small things to make the user experience better. When in doubt, ask employees’ opinions and act on their feedback to improve the user friendliness of the HRIS.