For HRMs, employee management is the primary task. Not only does this involve helping employees reach their full potential, but it also accounts for the basic and routine tasks like payroll, recruitment, and appraisals. Since each of these are time-taking tasks that involve a number of steps, an excellent way to address them is via HR software.
To this end, HRMs and managers can use a Competency Framework Software or Staff Management Software. This can effectively help streamline the HR processes.
Understanding Staff Management Software
According to SHRM, 93% of those in management positions claim that competency framework software is important to the company’s success. As per Harvard Business Review, companies that make use of a structured competency assessment are 25% more likely to outperform those that don’t.
While this establishes the importance of a competency framework software, it is possible to improve on it with Staff Management Software.
A staff management software (or employee management software) is an HR software/ digital tool that automates various HR functions. This includes tasks like recruitment, onboarding, performance appraisals, and succession planning.
Basic Functions of a Staff Management Software
The key functions taken up by Staff Management Software:
- Create and maintain a thorough employee database.
- Streamline recruitment and onboarding of new staff.
- Automate employee timekeeping and leave management.
- Automate payroll management, including salaries, deductions, and tax compliance.
- Set tasks and job roles.
- Conduct performance reviews based on achievements.
- Generate analytics on employees for appraisals and succession planning.
- Provide feedback to the employees.
- Establish an employee self-service system to improve communication.
- Take exit interviews and offboarding.
Benefits to Gain from Using a Staff Management Software
By opting for a Staff Management Software, HRMs and managers can gain the following:
- Streamlined HR processes.
- Time savings and improved productivity.
- Better communication between employees and the management.
- Improving employee engagement and experience.
- Data-driven decision making, performance management, appraisals.
- Easy onboarding of new employees.
- Saves on administrative costs.
- Improved data security for employee information.
- Compliance with labour laws and norms.
By opting for a Competency framework software, HRMs can effectively reduce wrong hires by 92%. They can also reduce hiring costs by a significant 89%. With a Staff Management Software, HRMs can improve these statistics.
Some Must-Haves for a Staff Management Software
To be useful for an organisation, every Staff Management Software should offer the following features:
- Core Functions
- Maintaining the employee database.
- Generating timesheets and tracking work schedules.
- Facilitating communication between different levels of the organisation.
- Talent Management and Appraisal
- Evaluating employees with a competency framework software.
- Using a competency framework software to look for training gaps and develop adequate programs.
- Recruitment and onboarding of new employees.
- Payroll processing of all employees.
- Employee Analytics and Reporting
- Getting insights into employee performance with a competency framework software.
- Identify workforce trends and areas of improvement.
Further, the Staff Management Software should:
- Comply with industry standards and best practices.
- Be scalable and useful for organisations of different sizes.
- Integrate with other business processes and systems.
- Be compatible with multiple devices for remote workers.
- Offer continuous client support for any issues that come up.
How to Pick a Suitable Staff Management Software for Your Company
To ensure that the Staff Management Software suits the organisation well, it needs to combine the features of a Competency Framework Software that facilitates evaluations with one that supports other HR processes.
Thus, HRMs can follow the steps outlined below to select a Staff Management Software that is a perfect match for their company:
1. Define the Needs of the Company
Identify which HR challenges you are facing at your current workplace. Consider the size of your organisation, the present workforce, and how much you intend to grow. Then, get inputs from the stakeholders like the management team and team leaders. Lastly, set goals that you need to achieve with the software and factor in your budget.
2. Conduct Research Regarding Possible Solutions
Take a look at the different Staff Management and Competency Framework Software available in the market. Check if the software in question offers integration with the various other systems in place. Also, be sure to go through the user feedback and reviews.
3. Evaluate the Features of the Software
Only select a Staff Management Software that performs the basic HR tasks like onboarding new employees, and tracking the time and attendance of the existing workforce. Further, the software should have the option to track employee performance, such as in a Competency Framework Software. To add, it should be safe from potential data breaches, using suitable data security software. And, it should also meet the industry standards.
4. Check for Scalability and Ease of Use
Once you find a software that meets your standards and criteria, check if it is scalable and can accommodate a growing number of employees. Further, it should have a user-friendly interface so that all employees can use it with ease. To add, the software provider should offer training sessions to teach workers how to use the platform and round-the-clock client support.
5. Determine Pricing and Prepare for Roll-out
Look at the pricing models and packages being offered by the software provider. Evaluate the total costs involved such as implementing the software, maintenance, and licensing. Once you avail of the Staff Management Software, ask the provider to offer a training session.
Wrapping Up
Saving time and streamlining tasks is of the essence when the workforce is constantly growing. The use of a Competency Framework Software or Staff Management Software helps monitor employee performance. However, this is not all. With the help of a Staff Management Software that uses a competency framework, HRMs can evaluate potential employees with more accuracy and hire only the best-suited candidates.
Evaluate a Staff Management Software for your organisation and follow the steps above for an effective roll-out.
