Like many other departments, the HR department can also gain exponentially from moving away from a spreadsheet-based system. It can have a better avenue of supporting operations, enhancing business efficiency, and improving the bottom line. Even a few years ago, spreadsheets were a norm in organizations, used for a plethora of reasons from managing recruitment to conducting payroll. In small organizations, it is generally a single person or a maximum of two people handling entire HR operations that include recruitment, retention, planning and executing organizational activities, employee wellness programs, managing payroll and other affiliated programs, etc. 

The dependency of organizations on spreadsheets is such that, more than 70 per cent of enterprises would crumble within three weeks if they suffered a catastrophic loss of their paper-based record keeping due to fire or flood.

Many organizations around the world have now progressed from paper-based systems and fully embraced the power of Artificial Intelligence (AI), Machine learning, and predictive analysis in their daily work activities. Those who are still using archaic processes fall behind their competitors and have slow or error-prone systems. This can have disastrous effects on business continuity goals and harm the organization in the long run.

Having a spreadsheet-based system can have several disadvantages such as:

1. Prone to human errors
2. Lack of audit trail
3. Vulnerable to fraud
4. Poor built-in controls
5. Consolidation worries
6. Not suitable for agile business practices
7. Not scalable

To read in further detail, how spreadsheets are posing a big threat to your HR functions, visit our earlier Blog.

HR is a highly document-centric function and the reduction of paperwork and automation of processes reduces the hassle and makes processes quicker and more efficient. However, the transition from a paper-based system to an HRMS is not that easy and can seem daunting at first in the absence of an evolved strategy. 

The world is increasingly going digital and by implementing an HRMS, organizations are saving countless precious employee hours that can be otherwise dedicated to achieving other important tasks. The lower dependency on manual processes and subsequently error-free processes helps organizations to grow with minimal costs involved and generate better business results. 

An HRMS is a boon to growing organizations and not just to MNCs alone. An HR software saves valuable time by automating key processes like employee time management, payroll processing, recruitment, leave management, and other affiliated processes. In the long run, not only does it save time but is also a cost-saver. It reduces the stress of HR staff who are always overburdened with routine and mundane tasks. The transition from spreadsheets to HRMS should be a team effort involving the people who have been working on such systems for years now. Involving the relevant stakeholders in the process reduces the resistance to adopting new technology while ensuring a smooth process.

A few steps to ensure the smooth adoption of HRMS in an organization include:

• Leadership example

The senior leadership should take appropriate measures to introduce the change in the organization and lead by example. The change in the working style and adoption of HRMS is a gradual and time-consuming process. The HR manager should initiate the proceedings by having a discussion with the team about the merits of an HRMS. 

• Convince to go paperless

Many organizations struggle to make their move to automated systems after prolonged use of spreadsheets for managing HR processes like payroll, attendance, leave management, etc. It is important to get all stakeholders on board, especially those who are directly dealing with these processes daily. Once everyone associated with the process is convinced that this is indeed the right step for your organization, then the whole process becomes easier to adopt. 

• Find the right software and begin training

With several HRMS providers in the market, finding the right software that meets the requirements of your business is one of the most essential steps. All the stakeholders should work in tandem to find the right solution for their business. Work with your team to determine present needs and ascertain the scalability of the platform for the future. Once implemented, provide adequate training to the staff for smooth functioning.

• Make the move

Moving from a paper-based system to an HRMS may seem daunting at first but is an essential move in the present times. Have a company deadline set for files to be organized and ready for entry into the new HR system. Ensure that all the documentation is uploaded into the system on time without any lapses in information. With employees trained in the system, you can start scanning the documents and filing them electronically.

There are several benefits in store for businesses opting for paperless HRMS solutions like:

• Streamlined collection and management of resumes for hiring.
• Easy tracking of the interview process with inputs from stakeholders at every stage.
• The onboarding process is sorted without dependency on a paper-based system.
• Easy access to important documents for employees, whenever required.
• Protects critical company information, that is otherwise impossible in a paper-based system. 
• Simplifies the payroll process for the HR department.
• Maintains employee leaves and helps in shift management, etc.
• Helps in easy management of employees settled in diverse geographic locations.
• Aids in the smooth calculation of end-of-service benefits, and keeps the organization compliant with ever-changing tax laws.
• Boosts employee engagement and morale through the self-service module.

Modern organizations cannot thrive without an automated system to manage key HR activities. The future of work makes it compulsory for businesses to adopt an HRMS for their business, irrespective of its size. 

Paylite® Human Resource Management Software is an end-to-end HRMS system that meets the ever-growing needs of modern-day workplaces. It makes your HR process streamlined, smart, and swift, replacing the age-old legacy systems with system-driven workflows. It offers world-class security features that keep your valuable data safe and secured at all times. Paylite® uses state-of-the-art technology from Microsoft to make your organization run smoothly and save valuable resources. Book a free demo of Paylite HRMS, here https://www.paylitehr.com/request-demo.html.