It is a kind of problem and workload that every HR manager feels where he/she has
to manage lot of employee records and documents. Here we are trying to discuss some
of the points which can help HR Manager to reduce some of his paper work.
1. Keeping employee information safe with no redundant information:
This is the most important activity to do but most of the HR mangers fail to perform
it correctly. It is due to the habit of keeping employee documents in multiple copies
with missing and current documents set. Example, HR usually makes a document set
of employee’s documents which have multiple copies like document set for his
tax details, for his salary slips, etc. & suppose one month salary slip goes
missing in the set. In this case we often say we have employee documents set as
multiple copies but none is complete and perfect as some having few things missing
while some have other; and if we combine all the sets and gets complete 1 set of
documents for an employee, it directly states that rest copies contain redundant
data and needs to be cleaned.
So if you are an HR and wants to reduce your paper work first thing to do is reduce
redundant incomplete document sets.
2. Use of software: Use of software that records data about employees,
often reduces the paper work and helps in easy retrieval of information. It helps
in keeping most of the records electronically and thus reduces paper work.
Caution: While selecting HR software, you should be very
clear about your needs and analyze whether the software serves your document management purpose. At the time of implementing cloud solution
or ERP solution first thing you should realize if your employees are ready to accept
the system and will work accordingly, otherwise it will create data mismatch problem
in real, as well as in software scenario.
If you wish to choose software approach to reduce your paper work, best suggestion
is to start from standalone software which would suit your requirements and is cost
effective.
3. Using company website: Instead of making circulars and pasting
it on notice boards, and sending copies to employees or departments, use company
website to announce circulars, notices and other information meant for employees.
You just have to send a message to employees to check it on the website.
4. Official E-mail Communication: Try to use email as much as you
can to transmit and save information. This will also help you in keeping the records
and information safe, and retrieval of information again becomes easy.
5. Scanning documents: Try to keep the frequently used and asked
documents as scanned file in your computer, which you can attach with the email
or transmit via any other medium & send them to your employees or else they
can take the hard copy themselves if they really need it.
These are some of the tips which I use to reduce my paper work and it really helps.
If you have more ideas for it, I will be happy to have your comments.
You can try HR Cube to reduce some of your paper work, it might help as it has document management feature.