Deputy Head of HR Services Department BDO Unicon Outsourcing
Information technologies are now fully used as effective tools for personnel management. To stay up to date while being multi-tasking an HR-manager has to automate part of the processes to have enough force and motivation for dealing with strategy tasks.
IT in the service of HR: customization and process automation, information management of personnel, IT in personnel management, IT for staff training, IT for staff recruitment
Implementation of information technologies at the level of solving routine tasks helps HR-managers to organize their work as well as customize it for each company employee. We describe the tools that are worth focusing on.
Chat bots
Chat bot is an automated system which allows handling several functions simultaneously. First chat bots were able to answer the standard site visitor’s questions and in case of a non-standard situation they redirected the visitor to a “live” specialist. Today these are much more complicated tools that can analyze the incoming information and suggest customized services to users based on the data received.
For the company staff we have developed our own HR-bot which lessens the burden of the HR-service and accountant departments, by simultaneously performing the following tasks:
· issuing pay-sheets upon user’s request;
· recording each employee vacation days and counting the amount of the vacation pay;
· counting the benefits the employee has according to the current laws (unified) and according to the HR-policy of the company (customized);
· sending out the necessary documents and the occupational calendar in PDF format.
Implementation of the chat bot allows simplifying the communication inside the company: the staff gets answers to the questions on pay-sheets or vacations in 24/7 mode, while the company relieves the personnel and accountant departments of these tasks, by implementing a moderately cheap and safe tool which can be integrated into 1C. The ultimate advantage of this bot is data safety - information is not written or saved on any device but is formed and uploaded upon request.
Cloud Solutions
Cloud technologies allow simplifying the process of management inside the company,and retaining data access without being fixed to the workplace, as well as provide transparence inside the organization and simplify the management process for the parent company.
For us we have chosen the Workday - a personnel management cloud system which is nowadays often implemented by international companies. Integration ensures transparent HR processes, as well as simplifies planning and budgeting systems and allows faster decision-making.
One more platform, MicroSoft SharePoint, suggests a wide collection of software that allows organizing teamwork of all staff inside the company.
Implementation of the website based on Microsoft SharePoint allowed us for example to make the corporate newsletter a “live” tool which enabled the staff to receive the official ice revues as well as get really involved into their company life.
On the website, we publish information on the company events and future business events on the fly. Thanks to possibility of leaving comments and creating discussions we are able to get a real-time feedback from our staff.
Within the website, we also launched the “Library” where we keep public documents, regulations, instructions and policies.
Task managers
Special task managers are created to simplify the work organization and concentrate upon detailed project analysis or solving the strategy tasks.
We use Trello, Asana and Teams in our practice. These are comfortable services for interaction with remote staff, freelancers or team members who work on the project in the office.
The tools allows doing the following: exchange documents, generate task and activity lists, adjust calendars and dashboards. Everything is synchronized with different devices and other services, e.g. Dropbox or postboxes. There is an option of working with the web version of the services or installing a mobile application.
Multimedia solutions
Recruiting process as well as many other HR-manager tasks is mainly connected with communicating with people. However, despite the fact that most companies prefer personal meetings, live communication is not always possible. In such case information technologies are of help. Some of them are no longer new, a Skype interview with an applicant is not a surprise any more.
Some companies went further and developed an onboarding system that allows remote staff to feel as part of the team; the system also allows reducing the adaptation process and making it less stressful.
New staff members of such companies film short video self-presentations in which they answer the following questions: what will they do, what department will they work in, what are their hobbies and what do they want to share the colleagues with. Describe their background, experience, and share the plans. Colleagues could send additional questions in advance, so that the video character would answer them during the interview. This helps everyone reveal an unexpected and highly positive side of their character.
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