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Why using digital employee files make you more productive

Jazmin Lopez

In large corporations, the digitisation of HR, the benefits of HR digitisation have for long been known. Currently, there are software solutions for employee management available for small and medium companies. For the most part, these software solutions also include digital employee file. Small businesses where the human resources management tasks are done on the side, would greatly benefit from this feature.

Digitisation increases efficiency

But why? The answer is easy. Through consistent digitisation, the data being collected here will only need to be kept in electronic once, regardless of how many times it needs to be retrieved. Therefore, it won’t have to be stored in multiple places, several times. Moreover, anyone who needs this information, will be able to access it.

For instance, if an employee applies for leave, all the parties concerned and who are required to review the request will be instantly notified. Not only would the HR department be informed, but also the employee's department and team leaders. Even if it only takes some phone calls or emails, remember that there is always room for improvement.

But digitisation means much more than just transforming information into the digital form. Whether the person in charge writes the vacation request on a piece of paper or enters it in an Excel spreadsheet is irrelevant for this topic. Entering it in the Excel spreadsheet does not even initiate the required process. Going back to the leave request example, digitisation means much more than immediately informing everyone in the office or speeding up the approval process.

A really good HR management software goes even a step further. Employees can request vacations with just a few clicks and receive the required feedback the same way. To make things better, some standard checks will be done automatically.

For example, it checks whether the holiday request overlaps with those of other employees. Therefore, avoiding that necessary staff go on vacation for the same period of time. This is possible by defining your own company policies into the software. Another example would be to grant holidays during school holidays to employees with school-age children.

Once the HR software is perfectly configured, it will be able to perform many standard tasks on its own. In addition, it will also reduce the workload of steps that would still need to be done manually. By reducing the time spent on repetitive processes, you will be able to focus on more important things.

Finally, in times of fast turnover, onboarding and offboarding is increasingly becoming a very time-consuming task. Wouldn’t it be nice to be able to reduce time and costs? As a pleasant side effect, it also takes a big step towards becoming a paperless office. This will significantly reduce office supplies costs, and significantly reduce the company's carbon footprint. Consumption of paper and trash produced will drastically drop with digital employee filesThis will make a good first impression in your company flyers, image and in applications for support programs from federal and state governments.


Make your company paperless with digital employee files

It is not only more efficient, but it is also socially-responsible. Plus, you will save more time and maximise resources when you streamline all your employee files in one secure place. Start your free trial today and enjoy the many benefits of going digital.

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