Mostly, the human resource department uses paper documents such as forms, memos, hiring checklists, employee handbooks, and on boarding materials. Using papers can waste budgets as the cost does not lie in the paper itself, but it involves use of printers, filling cabinets, extra office space, ink, along with the maintenance fee. In case of using a paper for an employee contract, the recipient gets an email and needs to print it, fill it out, scan it, and send it back so that it can be printed and filed.
Is paper costing you more and wasting your time? It does not have to be this way.
Here are few ways on how you can make your HR department go paperless.
a) Organizations Should Go for e-signature Software
Today, physical signatures are at higher risk and quite inconvenient for people who have to print, sign, scan, and sent the document back to the HR department for recruitment or appraisal purposes. Organizations should start adopting electronic signature software and save company money and time, also ensuring that the process is secured at the same time.
The process is made much simpler with the software tools that have in-built electronic signature capabilities, making the open enrolment and on boarding painless both for managers as well as employees.
b) Go Green – Adopt a Paperless Culture!
The first step for any organization or department looking forward to go paperless is to eliminate using paper based operations. Human resource departments are policy influencers and can take major initiatives when going paperless in the office. Try to make it more interesting while sending a company-wide memo. You can also make it more interesting by offering teams with the lowest per-capita print rate some sort of prize or gift.
Educating employees on the advantages of going green and keeping in line with global trends will aid in easier adoption of a paperless technology. Various HR studies suggest that reducing paper usage can help employee engagement and recruitment as sometimes high achieving employees are extremely passionate about environmental causes.
c) Create Systems for Paperless HR
In order to implement paperless office measures, it is important to build a proper support infrastructure. For instance, mobile HR on boarding process addresses most steps by automating the dull workflow and all costs related to hiring paperwork virtually.
In case you are in a business that needs to onboard employees quickly, you know that the administrative overheads can turn out overwhelming. So, an effective mobile HR on boarding software minimizes the time taken to collect and process form for the new recruits.
d) Enhanced Security and Technology
Luckily, the use of file cabinets full of paper documents and signatures has been greatly reduced in recent times. Businesses are the turning digital and have started leveraging cloud computing technology and data storage that allows you to access documents online throughout the day. Previously, piles of paper were needed for contracts or for other legally binding documents but today, HR solutions allow employees to download and sign documents digitally across various devices.
With increased data security and privacy measures, managers and employees can feel safe and confident in knowing that their personal information is secured. So, anybody looking forward to making their HR team paperless, security must be a forefront feature to look for in any solution.
The Bottom Line
Going paperless does not need any kind of training or any effort. It is just the initial step taken by the organization, which is bound to save time and resources for the HR department and a suitable to run an eco-friendly business.