Do you have the right flow?

Whilst project managing systems implementations for clients, I often get tasked with achieving a resource saving. This might be a time and/or cost savings, which can usually be achieved by streamlining processes.

Utilising systems to streamline processes can be an effective way to give your team(s) back some time to spend on more business critical work.

One area this can be achieved in is by implementing a HR system. Many HR teams who don't have sophisticated systems, spend a large proportion of time doing manual calculations for sick pay, maternity and paternity. They can also spend valuable time sending out notes to line managers when their staff hit sickness triggers, are due a performance review, drafting letters or when probation periods are due to finish. Not to mention the amount of physical paperwork that is required to accompany many of these processes.

All of these processes can be streamlined by utilising the workflow function in your HR system.

I have shown below just a few useful workflows to create in your system to help save time and money.

1. New starter process: automatically inform IT to set up user access.

2. New starter process: inform line manager to plan an induction.

3. New starter process: inform Payroll of new starter information.

4. Sickness absence: automatically notify line managers when an employee hits a trigger.

5. Sickness absence: automatically notify managers when a return to work meeting is due (and request confirmation that it has been completed).

6. Performance review: notify the employee and/or line manager to set up a meeting for a forthcoming review.

7. Training: automatically notify employee's when mandatory training is due for renewal.

8. Training: inform managers when employees do not attend training they are booked to attend.

9. Training: automatically send out joining instructions and/or links to online training

10. Leaver process: notify line manager when an employee's fixed term period is approaching.

11. Leaver process: automatically send the leaver an exit survey to complete 1 week before their end date.

These are just a handful to give you an idea of how these processes can be automated. When implemented properly, there are hundreds of workflows that could be implemented depending on your requirements and internal processes.

When implementing a new system, it is also a good opportunity to review your in-house processes. Many organisations continue to work in a particular way because it's how they have always worked. By reviewing your processes, this gives you the chance to question whether the current way is still the best way.

When implemented properly, HR systems can also provide a powerful reporting function. Many organisations I've worked with previously had standard management reports which were collated manually and took quite some time to complete. HR systems usually come with a standard report pack and this is usually sufficient for most organisations.

If implementing self-service for your managers and employees, you also have the added capability of pushing reports out through the system.

All of this work also contributes to helping our planet due to the massive amount of paper saving it can create.

In more than one organisation I've worked with, they have been able to completely get rid of their manual staff HR files (paper) and their old filing cabinets along with it. This is something that I feel we should all be aiming for. All of these actions add up and contribute to making us a little bit greener.

So far I've had the pleasure of working with a variety of systems, some of these include Resourcelink, iTrent and Cascade.

If you're interested in discussing how you could start working towards more streamlined processes or if you would like to review your current ways of working, please don't hesitate to contact us using the contact form on this site or via email on

#hrsystems #workflow #software #processes #HR #training

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