How to Create an HR Department without Too Much Paper with HRMS Software

 

The human resources department plays a key role in the management and organization of a company. This department usually has to carry out a series of daily procedures and processes to guarantee its correct operation. Most of these processes are related to information management, related to employees, records, contracts, record keeping. So the human resources department is used to having to deal with a large number of documents.

All this paperwork , which includes forms, contracts, manuals. It can hinder the proper functioning of the department if it is an excessive amount of paper. Especially if we take into account the risks involved in working with a large volume of paper, since the possibility of loss or misplacing is very likely.

Until relatively recently these departments used filing cabinets as the main tool as a traditional way of organizing company papers , but the truth is that in these times the smartest option may be to opt out of paper . Although many years have passed since the appearance of the Internet and the expansion of the use of technology like HRMS Software in companies, the truth is that there are still many who are reluctant to apply this change.

Advantages of choosing to use less paper in the human resources department

We understand that this change is never easy, especially if the department has been used to working in a specific way for many years. But going paperless is a great way to thrive as a business and be competitive.

In addition to the fact that using paper is harmful to the environment, it also requires periodic costs to get supplies, apart from the time it takes to properly manage, organize and store these papers. Not to mention that the company must have a space in the company to keep all the papers for years.

All these paper-related problems can be solved in a much easier way thanks to the creation of a paperless HR department . The use of technology and databases make everything much easier. In addition to all this, thanks to the electronization of data, the company can adopt the philosophy of business intelligence , which is nothing more than the ability to transform data into information , and this information into useful knowledge that helps to optimize the process of taking of company decisions.

Tips for creating a paperless HR department

If you have been convinced by all the advantages we have told you and you have decided to do without the role in the human resources department , we give you a series of tips to be able to make the change in the best possible way.

Work on raising awareness of employees

This is a key point! If steps are not taken to educate employees about the use of paper, it will not be possible to adopt the change in the right way. Explain the reason for this new way of working and make sure that the entire human resources department understands that it is a positive change due to its many advantages.

Electronic signatures

Anyone who has faced forms and contracts on the computer knows that it is somewhat cumbersome to have to fill it out on the computer, print it, form it and scan it again. Truth? In the human resources department, they must produce and receive a large number of signed documents, something that can be time consuming, apart from ink and paper. That is why electronic signatures are the best solution, opting for them greatly speeds up this type of process.

Software for the human resources department

Today there are much software for the human resources department that, thanks to technology, allow the automation and streamlining of many of the processes of this department. This type of HRM software, as is the case with Sesame Time , offers functions such as the management of vacations and employee absences, time control , or even the storage of employee documents in the cloud, such as employment contracts .

The use of this type of HRMS software eliminates the unnecessary use of a large amount of paperwork, due to its technological naturalness and commitment to digitization .

Archiving electronically

As we have said, many are the companies that still keep their documents in large filing cabinets, where the papers accumulate for years and if they are not well organized them can get lost or misplaced. The solution to this problem is to file electronically .

Choosing to create digital documents or scan the necessary documentation and save it in databases or in the cloud eliminates paper and allows access to this information to all team members from almost anywhere.

Recruitment tools

One of the most important tasks of the human resources department is the recruitment of talent . During this process, many paper documents can be generated, something that can be saved by betting on recruiting tools , such as talent recruitment platforms.

In addition, the company can make the decision not to receive applications through printed resumes as a policy. This, in addition to saving unnecessary use of paper, allows you to manage everything online, making the process much easier.

Technological material

The last point, one of the most important. If the human resources team does not have the necessary technological material to be able to digitize the documentation and reduce the use of paper, the change will not be able to be carried out correctly.

Make sure that all team members have access to computers, office applications and the technological devices necessary to dispense with the use of paper. In this way, little by little, it will be possible to start reducing unnecessary post-its, notebooks and folios and prints.

How about? Are we making a shift towards paperless ?