13 Apr 2022

With remote and hybrid working becoming more prevalent due to the pandemic, many businesses are reviewing their current processes and adapting them to suit this new way of working. Moving business processes on-line is becoming an increasingly popular choice as it means information can now be accessed anywhere, at any time.

However, access is not the only advantage when you move your HR records on-line. There is no longer a need for storing hardcopy paper documents; all the information you need to store about your workforce can be uploaded in one safe location. This also gives you the freedom to share any new documents, guidelines and processes amongst your employees in just a few clicks. 

Not only is replacing physical documents more convenient, but moving your system on-line reduces the risk of damage or loss. Storing your data online ensures it is backed up, easy to access and secure. 

Below are eight great tips to consider when moving your HR records on-line.

1. Focus on the information you need rather than the information you have now. For example, you may have collected decades worth of employee data, but consider if this is still relevant to the business going forward. Only upload the data that is vital for your business to operate now and archive or destroy the data that is no longer required in line with GDPR principles. 
    
2. Use the opportunity to cut out tasks/data that add no value. While you may consider uploading all your existing data to the online HR system, the time and cost to do so may outweigh the value of it. Also, your business processes will have evolved over time so use this data transfer process as an opportunity to reflect that.
    
3. Stick to the KISS principle – keep it simple, stupid. Trying to emulate off-line processes can be complicated and cause big problems down the road. Adapt your processes to take advantage of your HR software’s functionality - do not try to adapt the software to how you work now. There are many on-line HR systems out there, I recommend BreatheHR but it is important for you to do your own research and compare your options before making a decision. 
    
4. Start slowly – a phased implementation improves acceptance. No matter how great the on-line system is, your employees will not want to make the transition unless you have them all on board. Start with what adds value to your team rather than what adds value to your business. This is usually the holiday booking process and your employees personal and next of kin details
    
5. Get your permissions right...you can always change them later as your team become more tech savvy. Linked to the previous two points, I usually suggest that clients start with contact details and holiday/absence tracking, gradually switching on other options as confidence increases
    
6. Make sure that your data is clean – ensure all data collected is free of errors, the most common mistake being missing data.  Use this as an opportunity to check all your data is up to date and correct ... but also define data entry protocols moving forward too, so that data entry remains consistent after 'go live'.
    
7. Find a system that will grow with your business ... do not just go for ‘bells and whistles’ immediately. You should begin by making a note of things you need from the software, as well as the things you would like, but are not 100% necessary. Once you have made your notes, calculate your budget for the new software and make use of all possible demonstrations and free trials, before committing.
    
8. Ask for help when you need it – if you find yourself overwhelmed reach out, either from your HR software provider or someone like myself with operational HR systems experience. At Able2 Consulting we have years of experience assisting businesses to roll-out on-line HR systems and are here to help!

You can try the benefits of Breathe HR with our 14-day free trial - https://hr.breathehr.com/signup?hrp=ABLE20 

For more information or assistance on moving your Human Resources online, please get in touch on with me on 01530 835 568 or email: carol@able2consulting.com.

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