When you’re handling files for hundreds or even thousands of employees, efficiency is the name of the game. Try these tips to create the smoothest possible workflow for your department.
Review Existing Processes
Are there decades-old processes that are bogging down your workday? Take the time to review your company’s current list of policies and practices. Although most of your processes are probably efficient, you may find a few cases where a document has to get ten signatures before it can be safely filed away.
If any of your processes are wasting time, rework them or eliminate them altogether. A good way to get company management on board is to create a file that shows exactly how much time is being wasted by doing things the old way.
In the digital age, most processes can be simplified by moving them online. Instead of asking employees to fill out paper forms and typing them in by hand, implement an online portal. Digital forms are a great choice for employment applications, vacation requests, and even HR questions or complaints.
You probably can’t quit using paper altogether, so think about adding a scanning system for physical documents. Create an online database that other members of your department can access quickly when they need to review a file.
Make Use of Management Tools
Active directory management tools are an excellent way to streamline bulk processes. You can use these tools to import contact lists, export employee information, or even update the directory quickly with a find-and-replace feature.
Management tools are particularly useful when you need to integrate two different pieces of software. Whether you’re transferring staff ID photos over to their email accounts or pulling contact information from a new employee’s application, the ability to complete bulk imports will make your job significantly easier.
No matter how well you cultivate your department’s processes, your workday won’t get any simpler if your fellow employees aren’t on board. That’s why training is one of the most important parts of a streamlined workflow.
Start by making sure that your entire HR department knows how to use your existing software. Hold quarterly meetings to address questions and show everyone a few new tricks. Once HR knows what they’re doing, you can start teaching the rest of the staff how to use the new company portal.
HR work is complicated, and perfect efficiency is nearly impossible to reach. But if you use modern technology to your advantage, you can keep your workday smooth, simple, and stress-free.
Brooke Chaplan is a freelance writer and blogger. She lives and works out of her home in Los Lunas, New Mexico. She loves the outdoors and spends most of her time hiking, biking, and gardening. For more information, contact Brooke via Facebook at facebook.com/brooke.chaplan or Twitter @BrookeChaplan