You’ve done your research and spent time wisely in due diligence and set up your shiny new HRIS. How do make sure everyone can see the benefits?

Utilising the self-service portal you’ve integrated into your system would have been high on your agenda when selecting your system and it’s important to let everyone in the organisation know it’s there and the benefits it brings.

The best way of ensuring full involvement from all your employees is to make the platform essential, accessible, interesting, and informative.

Employee Profiles

Collecting, monitoring, and updating employee data is an essential function of HR departments although when carried out manually, it can be an arduous process open to human error. Employee self service is a great way to reduce the likelihood of such problems as all information is entered, stored, and updated digitally by the individuals themselves. Access to their own information makes it easy for team members to make relevant changes as they happen. If they move house or change their phone number, they can simply log into their profile and make the relevant changes instantly and without involving HR personnel directly. Allowing the individual to be accountable for keeping their own information up to date reduces mistakes in the data which might otherwise happen.

Onboarding

Making all the essential guides and contact information available through your self service portal can quickly establish it as the primary source of information about the company for new starters and established staff as well. Incorporating e-signature functionality adds to the usability for both the users and HR managers.

Training and Skills

It is essential to create templates where users can be encouraged to record their skills and qualifications. This can also provide useful insight into areas where individual employees might benefit from targeted courses to enhance certain skills or to fill in gaps in their knowledge. Promote opportunities for people to discuss their interests outside their particular roles, someone with a passion for a particular pastime or interest may be a great asset in a different role where the client is active within that field. Promote training opportunities as they arise and provide an easy application link.

Surveys and Feedback

Employee pulse surveys help HR teams get quick, targeted feedback from employees about specific issues. A short questionnaire, often only between 5-15 questions sent to employees on a regular basis comprising a consistent set of questions can be extremely useful in helping track employee engagement and sentiment throughout a year. These can be easily styled as quick topical quizzes but can provide good feedback about the mood of the company. Asking short chatty questions can often elicit insights a more formal survey would not.

Timesheets and Payroll

Of course your portal should be the place where your teams record their working hours and book holidays. This will be tied in closely with the payroll function allowing a high degree of automation and accuracy reducing the number of the HR team traditionally required to collate and check the information each pay period.

Reward and Recognition.

Acknowledging achievement both professional and extracurricular of your staff in regular updates will help foster involvement and promote team building.  Sidebars on your pages celebrating “Star worker of the week” or “Big contract won by Sales team” keeps people informed and encourages achievement.  Your portal is also the ideal place to promote any benefit or incentive scheme you may provide.