HR Digitization 101
We live in a digital world, and Human Resources is not exempt from the upward trend of digitization. The conversion of physical assets into digital formats, or to automate traditional HR tasks using the latest technology, are at the core of the digitization movement. Digitization has many advantages, and yet a study by Xerox found that traditional processes continue to be standard for most organizations. Some companies are spending upwards of $5,000+ per month on paper processes alone; the majority of respondents have said these procedures lead to a significant waste of time, money, and resources. Digitization of workflows, hiring processes, and other functions of a Human Resource department are increasingly becoming less arduous with the help of technology, greatly improving productivity of HR departments, and businesses as a whole.
So where to begin?
First and foremost, you want digitization to be meaningful for your organization. Be sure to take time to think about how you can be strategic about digitizing, specifically opening up the conversation about how it will help save time and resources. Digitizing human resources should be aimed at streamlining operations while also making it easier for the department to access files, complete or assign trainings, enhance communications, and manage basic functions of the role.
Some questions you may want to consider when first establishing areas that could be digitized within your company include:
Are there processes that can be digitized, or even replaced?
Can existing processes gain from a digitized adjustment?
What value could these changes add to the company?
Information and data should be converted so it can be accessed, shared, stored easily, and - most critical for Human Resources - remain secure. A simple first step would be the digitization of employee records from paper to virtual, eventually moving them over to the cloud. Efficiency is the name of the game when it comes to digitizing recruitment and selection processes; automating recruitment, onboarding, training, and payroll increases efficiency significantly. Integrating digital systems that source, screen, and track candidates along with implementation of resume databases help to save both time and money. One of the ways our company helps clients is to evaluate the current systems (or lack thereof) and work through conversions into streamlined technology platforms and tools within budget. We find that when this exercise is done with strategic methods and the follow up and through approach we use to assist, our clients have not only saved time and of course money, but also are happier with the ease of use of being able to always access what they need on demand.
Training and development is another area where digitization has many advantages. Implementing eLearning platforms or Learning Management Systems allows employees to gain access to various types of content at any time, and from anywhere. When we consider the importance of upskilling our employees, providing digital opportunities increases the likelihood these trainings will be taken advantage of, especially when compared to an in-person training held in the middle of the workday. Today’s employees value flexibility, and millennial and Gen Z employees thrive on technology, therefore digitizing training and development offerings is a win-win-win.
Implementing digital processes or software may have an upfront cost, but businesses that have invested in digitizing HR save money in the long run, as time and resources become more streamlined and automated. Shifting data into one centralized location, with limited access, also improves security measures for both employee and business purposes. As we work with our clients to see what is right for each of them, we have found that our trainings we have pivoted into the digital era are not only more effectively used but also referenced back when questions arise. This allows for a constant circle of learning and access to information that in the past was a once a year type of training.
Digitization has quickly become the superior method in the HR world, including ease of access and retrieval of information, enhanced communications, and increased security. HR Digitization leads to greater efficiency and productivity at much lower costs. It is an essential function that allows an organization to optimize the workforce to better meet business goals, and knowledge of the nuances of digital transformation in HR allows you to better align HR processes with business performance.
Lean into the digitization of the world to keep your competitive edge. Speaking directly to employees, including new hires who may be more tapped into initial HR processes and procedures due to onboarding and training, can help you gain significant insight into where to possibly begin when attempting to move towards digital maturity.
