Why Implement Human Resource Software?

Posted by Brandy on August 12, 2013

Many small businesses don’t have a dedicated HR department or human resources manager, yet someone needs to manage the everyday HR recordkeeping tasks that are necessary where employees are involved. Multi-tasking while working at a small business is both a perk (because it allows people to have a range of responsibilities that lets them expand their skill set and alleviates boredom), as well as a hindrance when asking for support in a role that may not be seen as theirs. For example, it can seem awkward for someone who’s not in a devoted human resource role to ask their manager to buy human resource software.

Who Uses Human Resource Software?

Implementing human resource software can benefit anyone who is in charge of the everyday HR recordkeeping tasks, which may include an office manager who’s in charge of all administrative duties, an accountant who is in charge of payroll and keeps track of other employee information in the same place, or by a general manager who takes an active role in managing their staff. Of course, for companies that are big enough to employ a dedicated staff member for human resource management, then they would be the one who uses the HR system.

What Can Be Done With Human Resource Software?

Some people may try to build an argument for establishing a new HR system by simply complaining about having:

messy paper files that are stacked all over the office or are difficult to find in the file room,
complicated and time-consuming spreadsheets to update, or
paranoia about keeping employee information confidential, yet safe from a computer malfunction.

However, the best way to convince a manager to buy human resource software is to point out the benefits.

Organize Employee Files Better

There are several different types of information stored in a typical employee file, including general contact data, vacation and sick time records, training and certification records, performance reviews, and more. Why keep that data in separate spreadsheets or multiple paper files? In HR software each type of information is organized in its own specific area of the program, is listed in chronological order, and can be found by a simple click on the mouse.

Secure Your Confidential Files

Usernames and passwords can be added to both the software program itself, as well as the underlying database that stores employee information. Those security measures will keep confidential employee files private from employees at large.

The database file can be saved on a server, so it’s included in the regularly scheduled backup process. In case of a disaster, such as a flood, fire or a computer failure, the company will still have their employee files protected.

Retrieve Employee Information Faster

When files are kept on paper or in spreadsheets, it’s difficult and time-consuming to collect the data into usable reports. Staff reports are available and quickly accessible in HR software. Even answering simple questions from employees, managers, or other companies who call for employment verification can all be quickly answered when employee files are readily available on screen.

Watch the video to hear more reasons why implementing human resource software is a good idea for small businesses.