HR started on the basis of paper and pen, but that doesn’t mean it still should be done that way. There’s too much room for error nowadays, and making the switch to digital not only will save your HR department a lot of time and energy, it’s more reliable and efficient. We’re going to go over some reasons why keeping your HR tasks on paper could be doing your business more harm than good.
Vulnerability to Lawsuits
If you’re keeping track of applicants, performance reviews, and disciplinary actions on paper, you are making yourself vulnerable to lawsuits. In many cases, handwritten copies of this type of documentation will be missing information that may be critical if brought to court. Paperwork may also be skipped over because it is time consuming, with paper systems it is harder to keep track of whether managers are following the rules.
Information Can Become Misplaced or Disorganized
Paper copies of important documents can become lost in filing cabinets, can be filed under the wrong name or heading, or can be inadvertently thrown out. This can make it difficult to comply with laws and to prove innocence if a candidate or employee accuses the organization of discrimination. Additionally, this can make it tough to maintain consistency with internal policies, which can be frustrating for employees.
Everyone’s handwriting is different, which can become a real problem when it’s necessary to read what a paper record says. Since not everyone stays at a job, you may find yourself in a situation trying to read what someone wrote when that person is no longer available to clarify. Digital records simply eliminate the issue of having to worry about reading others’ handwriting.
Scheduling and Time Off Becomes Problematic
Relying on people to write down time off requests, keeping track of those requests in a paper calendar, and making schedules week after week using these rudimentary tools is a recipe for disaster. Sooner or later, an employee is going to write down dates illegibly, a manager is going to misplace a time off request, or someone is going to forget to check the calendar before making the schedule.
Problems with time off requests can be anxiety inducing for employees and can lead to staffing issues for an organization. Keeping track of time off requests using a digital system in which requests are submitted and then immediately reviewed and added to a digital calendar that is then used for scheduling can streamline the process and prevent mishaps.
Time sheets Are a Trust Exercise
Trusting employees to write down their hours is a risk. Employees may write in extra hours or hide tardiness in time sheets. HR professionals may also read time incorrectly and accidentally process payroll for the wrong number of hours.
These are issues that companies really don’t need to deal with in 2020. Not only do all these issues add up to one big headache, it’s a waste of space and bad for the environment. HR systems filter information directly into payroll, mitigating the chance of human error. If you think your business could benefit from an HRIS system, we can help you select a system that is just right for your organization.