Three Ways to Unclutter Employee Data and Tidy Engagement
by Jonathan Benhamou March 17 2016
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We live in a digital-first world. Our lifestyles are enmeshed with instant access to information, real-time news streams, 24/7 connections via social networks, and digitally-driven experiences on smartphones, mobile devices, computers and the Internet of Things. So why is it, then, that companies that prioritize attracting and retaining employees in the fast-growing millennial demographic -- for which technology is second nature – are still saddling Human Resources (HR) professionals with paper filing systems that make onboarding time-consuming and employee satisfaction a continual game of catch-up? HR professionals and businesses looking to create a thriving workforce in 2016 should consider taking three bold steps this year that will streamline their employee data and help take employee engagement to the next level.
Stop Using Admin as the Excuse for Poor Employee Engagement.
According to a recent national BLR survey, three quarters of HR professionals say paper document management inhibits their productivity and drains time from executing more strategic tasks such as talent management and performance. But only 21 percent say their company plans to implement a digital document management system to restructure processes. With more CIOs mandated to digitally transform and make data work harder for companies, HR remains one of the last bastions tied to paper documentation and its inefficiencies. But technology leaders can work with HR professionals to automate workflows, and to implement digital document management systems that ensure employee files are easily accessible, secure and eliminate the administrative roadblocks to higher employee satisfaction.
Pack Up And Move to a Safe Place…The Cloud.
HR is at a digital crossroads. The biggest pain point for most HR executives – 84 percent – is the burden of paper filing systems for employee documents. A time-consuming but necessary process, it also puts organizations at risk. The BLR survey found that almost half of HR executives cannot prove a paper document was received and acknowledged by an employee, and fewer can prove a document on file is an original copy – two requirements critical for proper compliance audit responses. By investing in a cloud-based document management system, companies can transform the way they approach compliance and documentation requests, streamlining their HR processes and reducing their reliance on paper. They will also be taking a profound step toward improving productivity in areas such as talent management. The painstaking 45-minutes it takes new employees to complete paperwork can be trimmed to minutes. And time-sensitive notifications and reminders may be communicated to employees by any mobile device, integrating HR naturally into employee lifestyles and improving the employee experience. Of course, it is critical to maintain the confidentiality of sensitive employee information, ranging from Social Security numbers to performance reviews. So, it’s important to select a cloud platform that not only ensures employee data is safe, but also enables HR professionals to control what users can see and do (e.g., setting access rights based on document type, monitoring actions using audit trails, etc.).
Millennials will account for 75 percent of the workforce in 2025. In their personal lives, social networking and text messages are preferred forms of communication, but the workplace typically expects email, telephone, and face-to-face interactions. That means that Millennials continually adapt to the communication styles of those with whom they work, even though they communicate more efficiently and effectively on a personal level.With technology ubiquitous in their lives, it’s no surprise 59 percent of millennials see an employer’s provision of state-of-the-art technology important to them when considering a job. At the same time, millennials expect to move up quickly, variety in their jobs, and continual feedback. They don’t want to be restrained by corporate structures, need flexibility as well as regular feedback and encouragement. So instead of mass email notices outlining policies or generalized answers employees have to dig for on an antiquated company intranet, take steps to customize communications to individuals, but use technology to make it agile, accessible, automated yet still have a human, hyperpersonal sensibility.
In a world where digital powers practically everything we do in our daily lives, companies that want to grow are wise to embrace it. Making bold commitments today to transform their HR departments will help lay a foundation for further innovation and expansion in the years ahead.
Jonathan Benhamou is a French entrepreneur, investor and CEO of the international start-up PeopleDoc. Jonathan co-founded PeopleDoc in Paris in 2007, which is now the leading provider of cloud-based HR service delivery solutions that has revolutionized the HR profession around the world.
In 2014, Jonathan moved to New York to oversee the global expansion of PeopleDoc. The same year, Gartner recognized PeopleDoc as a “Cool Vendor” in the human capital management space. Not only has Jonathan negotiated, raised and secured more than $55 million in funding led by Accel and Eurazeo, he also established offices in France, UK, USA, Canada and Germany, with more than 150 employees, to support PeopleDoc’s incredible customer base. PeopleDoc currently counts more than 500 clients worldwide, including Starbucks, Coach, American Express, Georgetown University, HSBC and Nestlé.
Jonathan is committed to using his personal success to invest in other young innovative companies and start-ups as well. Jonathan has been honored by many media, businesses and cultural organizations. He is a member of the delegation of Young Entrepreneurs of the G20. Jonathan also serves as Board Member and Business Angels of several start-ups (Clustree, BookandGolf, ISAI, Social Bar). He has been recognized as a Technology Young Leader- an honor awarded by 20 of Europe’s top technology leaders, including Apple, Google, Intel, Oracle, and Cisco.