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6 Ways Automating Your HR Processes Will Save You Time

6 Ways Automating Your HR Processes Will Save You Time

The Human Resource department in any organization, be it small, medium or large, is very key and paramount to the smooth running of activities in the organization. Automating this department would significantly save time and also cost. This does not necessarily mean to lay off all the staff, but it makes them more effective in the work they do. There are various HR processes such as taking new hires, employee profile updates, leave requests, travel requests, tracking employees’ activities and also their exit – all so these events would not have an adverse effect on the organization. In this article, we shall be focusing on a particular human resource process, how its automation can be of great benefit to your organization, and how it can be carried out.

Holiday requests, also known as leave requests, is a very key responsibility of the HR department in any organization. Managing these requests can be very burdensome at times especially during the end-of-the-year breaks. Depending on the organization, the duration of leave a staff is entitled to is determined by the type of contract agreed upon between the client and the firm. Most staff in an organization have various leave timelines, which is usually a year. While some accumulate it, some take it as it comes. The process of collating this and analyzing this data might be time-consuming.

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Here are the advantages of automating leave requests:

1. Saves Time

Manually sorting employee data via paper and time log sheets can be very time-consuming. The more the time consumed, the lesser the productivity. Automating the process will definitely increase the productivity rate of the manager and also makes the work hassle-free.

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2. Saves Cost

If a process saves time, it definitely will save cost too. Imagine a scenario whereby the amount of time spent in manually sorting out papers is replaced by using that same time to achieve some other results. This makes staff more effective in producing results and making more money.

3. Prevents Security Issues

The use of paper can be of great danger – there might not be back up and, in case of loss, this might not be recoverable. For instance, a fire outbreak or a burglary. To be on the safest side, automating this process will allow for backup in case of any issues or for referencing at a later date.

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4. Creates a Happier Working Environment

Employees do not have to fight or have an argument with the HR concerning issues of mixing up the dates of leave. Since they are all automated, an employee is notified whenever the leave request is accepted and then informed on the amount of holiday requests left and other details. This, in turn, creates a happier working environment for both the employee and the employer.

5. Enhances Decision-Making By The Board of Directors

This enables the employer to make quick decisions on his employee’s holiday period, either to increase or decrease it. There might be some unforeseen contingencies that may warrant the employer to make some swift decisions. Automating the process enhances this development.

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6. Creates a Healthier Workspace

The use of paper might cause health risks for some staffs due to the toxic ink print that goes along with it. Scanning through lots of papers looking for a particular detail can also strain the eye, thereby posing health threats. This is prevented in an automated system where the computer automatically scans through the files and produces the required results

Now after that has been said, you can see the effectiveness and the productivity rate that comes with the use of an automated Human Resource system when handing leave or holiday requests. Automation of your HR processes for leave requests can be carried out by making use of third party agents, online form portal and also by configuring your office systems with software that perform these tasks.

Most employees want to have that satisfaction of knowing fully well that their holiday requests are properly maintained which also goes for the HR department, whose responsibility is to make sure that these requests are done well without errors. Automating the requests will, therefore, be of great assistance to both the employee, HR department and definitely the employer.

More by this author

Tanvir Zafar

Software Engineer at GCUF

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Last Updated on September 20, 2018

How to Be Happy at Work and Find Fulfillment in Your Career

How to Be Happy at Work and Find Fulfillment in Your Career

If you’re going to spend 1/3 of our life at work, you should enjoy it, right?

Trust me, I know that’s easier said than done. Difficult coworkers, less-than-desirable tasks, or even just being in the wrong position can all lead to a lack of enjoyment and fulfillment in your work.

But what if I told you it doesn’t have to be this way? Or better yet, if you struggle with all of the above (and then some), what if I told you that enjoying your work and finding fulfillment regardless of those obstacles is possible?

Don’t believe me? I don’t blame you because I was there too. Before implementing the tips below, I struggled to get through each day, much less find real fulfillment, in the office. Now, even after the toughest days on the job, I still come away with feelings of pride, accomplishment, and fulfillment. The best news is, so can you.

If you’re ready to make those hours count and find happiness and fulfillment in the office, then read on to find out how to be happy at work and find fulfillment in your career:

1. Discover the root(s) of the problem

For this first step, we’ll need to think back to 8th-grade physics (humor me). We all know Newton’s 3rd law, “for every action, there is an equal and opposite reaction.” When you think about it, the same can be said outside of physics, and we see this law play out in our daily lives, day after day.

Simply put, all the issues we deal with in the office (and life in general) affect us in a noticeable way.

If you’re appreciated at work, like the work you do and receive frequent praise, promotions, or raises, then this will probably have an altogether positive effect on your life in the office.

But what if we reverse this? What if you feel under appreciated, get passed up for promotions, or get denied raises? This is sure to affect the way you feel at work on a negative level.

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So, before you can implement the steps of feeling happy and fulfilled at work, we first have to discover the reasons why you don’t feel that way already.

Think about it, write a list, or make a mental note. Run through all the reasons you’re dissatisfied in the office, and don’t hold back. Knowing the exact obstacles you’re facing will make overcoming them that much easier.

In fact, as a side-challenge to this article, I recommend picking the top three reasons contributing to your dissatisfaction at work and using the following tips to tackle them.

2. Practice gratitude for an instant uplift

Did you know the simple act of feeling grateful can increase your happiness and make you more fulfilled at work?[1]

Well, it’s true, and it’s scientifically proven.

Dr. Lisa Firestone notes that practicing gratitude “reminds us of what we lacked in the past.” Meaning, it serves as both a boost to happiness and a bit of a wake-up call that things have been or could be, much worse.

Trying to conjure up feelings of gratitude can seem almost impossible when your work situation seems bleak, but hear me out: There are incredibly easy ways to get started and it doesn’t involve trying to “force” yourself to feel grateful about things that stress you out.

For an instant pick-me-up, try this:

Find a loose piece of paper, a blank sticky note, or anything you can write on, be it physical or digital. List just three things that you are absolutely without-a-doubt thankful for in your life.

Now here’s the trick: Don’t just list what you’re grateful for, you have to list why you’re grateful for them, too.

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For example, simply saying “I’m grateful for my kids” will probably make you feel good, sure, but what if we could amplify the warm, fuzzy feeling into real, lasting motivation?

Instead, write the reason you’re so thankful for your children. Is it because they make you laugh and forget about other stressors? Or maybe they help to remind you of why you go to work every day in the first place?

Whatever your reasons may be, jot them down and keep your list somewhere you can see it while you work. A quick glance at your gratitude list throughout the day can provide powerful, positive motivation to keep going.

Bonus:

If you can find just three things to be thankful for that specifically relate to your job, and list why those things make you grateful, your list can also help you find fulfillment in your work itself which can give you an even bigger boost of positivity throughout the day.

3. Take meaningful time for yourself

We all know creating a strong work-life balance can be crucial to feeling satisfied in our jobs, but rarely do we ever address how we’re spending our time outside of work.

Many of us survive a 9-hour work day and commute home only to find ourselves busy with our personal to-do lists, running a household, and taking care of a child (or 2 or 3, and so on).

If you spend all your time working, whether in the office or within your household, you’re going to feel drained at some point. This is why setting meaningful time for yourself every day is highly important.

Look, I get it: I don’t know anyone in the working world who can shun all responsibility for a 3-movie marathon or happy hour with friends whenever they feel like it. But finding time for yourself, be it just 30 minutes to an hour, can really make a difference in how you feel at work.

This works because you’ll have time to actually relax and let the day’s stress melt away while you enjoy something just for you. The to-do lists and stressors will still be there after you’re refreshed and ready to tackle them.

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No time for me-time? Try this:

If you have a busy household, you’ll need to capitalize on a block of time you know will be completely uninterrupted. The easiest way to do this: try waking up 30 minutes to an hour earlier than usual (or push bedtime back an hour if you’re a night owl, like me) and take time to do something you enjoy.

This could be reading with a cup of tea, catching up on Facebook, spending time on a passion project—anything! As long as it’s meaningful to you, it works!

Bonus:

Starting your day with meaningful time for yourself can set you up to have a positive mood that lasts well into office hours, and having your me-time in the evening can give you something positive to look forward to during the day.

4. Get productive and feel accomplished

Don’t you just love the feeling of checking the last item off of a hefty to-do list? That’s because self-motivation can be a huge driver of positivity and success.

When we accomplish something, no matter how small, it makes us feel good, plain and simple. Applying this tactic to your daily work can be the motivator you need to find fulfillment during the daily office grind.

While there are tons of steps to get more done at work, I’ll share my personal favorite: Prioritizing.

Now, many people handle prioritizing differently. Some like to tackle the little tasks first so they can spend focused time on the big to-dos. Others like to knock out the big items first and get to the smaller ones when they can.

No matter which camp you’re in, you may be missing one crucial step: Time management.

So how’s this work? When you factor in the amount of time your priorities will take, it can transform your productivity ten-fold.

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Say you have three top priorities for the day. You might jump into the smaller ones or the bigger ones depending on your preferred method, and then find yourself out of time and bringing work home with you at the end of the day.

This is prevented when you factor in time. Knowing how long each item will take, or deliberately setting specific blocks of time for your priorities can help you accomplish more in the same 8-9 (or 12) hours that you typically spend at work.

Try this:

Take a look at your priorities and consider how long they should take. Pop into your Google calendar (or Filofax, whatever works for you) and schedule time to work on your priority items around any important meetings or events of the day.

The most important thing to remember is to stick to your dedicated time.

Often, when we know exactly how long we have to work on something (and honor this time limit), we’re motivated to get more done on time to avoid taking work home at the end of the day.

The bottom line

There’s no need to waste 1/3 of our lives feeling unsatisfied at work. Luckily, you now have the tools to get started, take back your time, and become happy and fulfilled at work again.

The only question is — which tip will you try first?

Featured photo credit: Ellyot via unsplash.com

Reference

[1]Psychology Today: The Healing Power of Gratitude

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