Every company always has an HR department in their business. As a department that deals with employees, the HR department has its own operation. HR operations mean that any activity commenced by the HR department can be called as day to day HR operations. This could be from the recruitment process to exit interview. They deal with such complex processes and they need modern technology to help simplify their operations.
In short, the HR operations are the following:
- Recruitment (understanding your companies job scope/need, potential openings, screening, shortlisting candidates, interview process, offer, etc)
- On-boarding (verification’s, documentation, introduction, training, etc)
- Generalist Activities (Employee engagement/relationship, payroll, PF’s, events, CSR, etc)
- Miscellaneous Activities (Preparing various reports – Literally a Lot!, analyzing Jobs/hires -quarterly/half-yearly/annually sometimes daily)
These HR operations are in place to support both management and employees in their day-to-day business activities. That’s why HR operations must meet the organization’s goal. For small businesses, they might feel that they don’t need an HR department yet and prefer to use outsource to help them with HR operations. But for larger companies, the scope of HR services is vast so they need an in-house HR department to handle the whole HR operations.
HR Operations
Administration
The human resources function in a business of any size is responsible for payroll management, employee data maintenance, and risk and compliance management. The staff responsible for HR answers all HR-related queries, disseminates policy updates to employees, conducts employee satisfaction surveys, and maintains the human resources management system — commonly known by the acronym HRIS. HRIS is modern technology software used to maintain and track all HR data and help with HR operations. Preparing documents such as non-disclosure agreements, contracts, and procedural manuals is also one of the important tasks of HR personnel. HR ensures that efficient management of resources and operational risk control measures are in place to keep up business activities.
Recruitment
Hiring suitable candidates are critical to running a business successfully. It is an important duty of human resources to advertise, attract and hire talent. The HR department ensures that the number of employees is adequate for smooth business operations. If there are too many employees, the organization will have to spend its financial resources unproductively. If there are too few employees, the organization will not be able to meet its day-to-day operational goals. The HR department also offers induction seminars or basic orientation to new employees and explains organizational policies and procedures. Besides recruitment, the HR department also needs to do employee retention.
Employee Relationship
Employee relationship management refers to developing a positive work environment and managing relationships between management and employees. Creating positive employee relationships is important because employee satisfaction directly affects productivity. The role of HR in employee relationship management is vital because it schedules training programs, approves performance reviews, manages a hot-line for employee situations, completes exit formalities, and handles disciplinary and grievances issues. By acting upon standard policies and procedures, HR ensures proper business communication among employees and carries out efficient conflict management.
Compensation and Benefits
Wage-setting and negotiating rates for group health insurance coverage are core responsibilities of HR. Specific tasks that HR handles include administering the compensation plan and ensuring there’s pay equity throughout the workforce. In addition, benefits specialists or someone with authority to negotiate on the company’s behalf shops for benefits such as health insurance coverage, workers compensation, and disability insurance. Another responsibility of HR includes processing employees’ leave requests based on their leave policies and balance.
Management Support
Your HR department is a significant element of support for your management staff. Human resource personnel assists management in performing and maintaining accurate employee performance reviews and other work-related data, and they offer guidance in employee discipline and accompanying documentation. Should a manager need to release someone from employment, your HR staff is responsible for providing applicable paperwork and ensuring the handling of this management function occurs smoothly and legally.
Modern Technologies on HR Operations
Time and Attendance Tracking
It’s important to invest in a time and attendance tracking system to help your company with employee attendance. With modern technology, it will be easier for employees to check-in/out of their workplace. Also, it will be easy for managers to check their attendance.
One of the technologies used in time and attendance tracking is using QR code. This will help the HR department to reduce their administrative workload regarding employee attendance. Because attendance tracking is often a very frustrating experience for HR staff. With the right modern technology, time and attendance tracking can help HR department minimize their administrative workload. The system has to automatically compile the list of latecomers, early comers, absentees, and overtime. The data is better to be saved on a centralized platform.
Payroll System
Payroll is one of the most common administrative burdens for the HR department. Because they have to calculate employees’ payroll on monthly basis and should not make any mistakes. If they make any mistake, employees might get upset and waste their time asking HR to correct their paycheck.
Nowadays, modern technology helps HR department with the payroll process. A lot of payroll systems can link up with attendance as well. In Singapore that needs to calculate CPF contribution, some of the systems even help HR department to calculate this. So, it will minimize or even eliminate the human error in payroll calculation.
Centralized Platform
As modern technologies evolve, technology becoming a part of our professional lives. People across all industries are already using a number of different technology platforms to help their work. Therefore, your employees especially HR department will be more than happy if there is any technology that could make their work easier and faster.
Your companies may provide a centralized HR platform that provides employees with self-service options for example leave requests. Also, a platform where HR department can see the whole data of the employees from attendance, leave, payroll, even the personal information of a particular employee. In addition, managers also can approve/reject leave requests easily via their device.
HRMLabs have all the technology to help HR department with their works. With time and attendance feature, employees can do their check-in/out by scanning QR code on HRMLabs mobile apps. The attendance data will be saved in a centralized platform where HR department can check it in real-time and can make reports from the attendance data.
Also, HRMLabs have payroll system which helps companies from different industries calculate their employees’ payroll automatically. Therefore, HR department doesn’t have to calculate manually every month. HRMLabs system also helps to generate payslip as well. The company can send this payslip digitally to reduce paper usage. So the payroll process will save time and money.
Want to know how HRMLabs system helps your company? Click here to talk to our representative.
