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The importance of turning HR into a digital workplace

Jazmin Lopez

Creating a digital workplace is the first step to surviving in today’s business world. Don’t believe us, 79% of companies agree they must transform their business into digital. The importance of implementing a digital workplace is out of the question. Furthermore, managing documents and getting the right information to the right person is a problem for 75% of companies. Living in the information era, it does not come as a surprise that information has become the most valuable asset for companies. In fact, companies expect information to quadruple over the next two years. But do you have what it takes to organise information before drowning under data clutter?

With a myriad of information clutter, a digital workplace is a real-life hero. As defined by Gartner, a digital workplace enables new, more effective ways of working; raises employee engagement and agility; and exploits consumer-oriented styles and technologies. We tend to think knowledge workers are the main users of a digital workplace when in reality, companies still have too many process workers. For instance, HR managers who are stuck with daily processes could benefit from adopting a digital workplace. 

Why you should include HR in your digital workplace strategy:

HR departments shouldn't be ignored when implementing digital workplace strategies. In fact, 28% of companies see employee portal as a priority for a digital workplace strategy. More often than not, managers spend too much time working with outdated spreadsheets. This is why forms and workflow are also a priority for digital workplace strategies. With the right strategy, HR managers can improve collaboration, employee engagement, productivity and internal HR processes.

Cloud services have become the real player when it comes to creating a digital workplace. Thanks to these services, companies can collaborate with other teams across the world. Cloud HR software like kiwiHR ensures there are no barriers. All you need is a reliable wifi connection to access company information 24/7 from anywhere.

How kiwiHR can help your digital workplace strategy:

  • Replace paper filing systems for employee records with digital employee records. This is the first step to make your office paperless.
  • Efficient information tools, such as company resources and electronic archives.
  • Get rid of manual reporting systems with time off records and exportable timesheets.
  • Stop scattering data around isolated systems and start using a single system
  • Company calendar that can be synced to iCal, Outlook Calendar and Google Calendar
  • Replace sticky notes as task reminders for checklists. Set due dates and a detailed set of steps to complete the task. Are they consecutive? Save it as a template and have it ready to use next time you are working on a similar task.
  • Save office supplies and money by freeing up storage space.

 Making the switch from a paper-based office to digital will save you time and costs. For instance, employees who are on sick leave won’t need to photocopy or carry a doctor’s note to justify their absence. They can simply take a picture and upload it when requesting sick leave on kiwiHR. On the other side, HR managers will enjoy leave balances updated in real-time.

While digital workplaces are great, there is a rising concern regarding security and compliance. To clear up concerns, kiwiHR follows industry security standards and is GDPR compliant. Going digital also requires a plan to identify software that covers the needs of employees without compromising user experience. Remember, 77% of employees expect easier ways to complete routine tasks. When provided with easy solutions, workers will be happy to adopt a digital workplace into their daily routine. 

Statistics source: © AIIM 2019, www.aiim.org

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