Employee Management is a key operation within a company and is typically a function of upper management. The primary purpose is to organize the various administrative tasks that result from having personnel, such as scheduling and holidays, internal guidelines, work time management, training, etc. Since all of these elements have a direct financial impact on the company, the goal of Employee Management is to optimize all of them.
The strategic challenge of Employee Management stems from the fact that a company’s efficiency and productivity rests, without a doubt, on its’ personnel. The added value they generate varies by business function and the industry in which they operate, and is also impacted by the different tools and processes in place to optimize time and resources.
The tools and software used to help Employee Management must be carefully chosen. Their main purpose is to facilitate and automate processes relating to Employee Management, but also to provide new depth to the information collected as an assessment and evaluation tool, but also a decision-assisting tool.
Employee Management systems must therefore be seen as creators of added value. That said, it is important to properly define the needs in terms of what “achievable actions” the software can provide, user-friendliness, what analyses are provided, and its’ ability to adapt to and evolve with changing business needs.
These tools must be compact, flexible, adaptable, intuitive, allow for real-time monitoring, and as customizable as possible.
It is important to highlight the desired features of Employee Management software. It must meet clearly expressed needs which can vary from one company to another depending on the size, the number of employees, the nature of the business, and its’ structure.
The question must then be addressed within the framework of implementing a process to increase productivity of all the company’s resources, and to do so with optimal efficiency.
Searching the appropriate software must therefore be based on the most important, most clearly-defined needs.
In this initial step it is recommended that you reach out to the different parts of the business affected by the choice and implementation of a new solution. This includes HR and IT personnel, different management levels, as well as some front-line employees that will be impacted. Be careful to always remain selective in order not to involve too many people, so that the different needs can be standardized.
A thorough evaluation of the current situation will help you decide what to keep, and what to eliminate, from your current processes. You will also determine what changes you would like to implement to improve your operation.
From the resulting findings, you can define your list of needs, priorities and expectations.
The key to this step is to familiarize yourself with the different products and prices available, so that you are able to create a “shortlist” of potential software that could serve your needs.
To do this, visit websites for vendors that offer solutions similar to what you seek, review forums on HR solutions, and gather user opinions. In particular we suggest that you rely on expert reports and written reviews as these provide a global vision of the software and different plans, financial techniques, and are written from a user’s point of view.
Make use of free trials/demos offered by the different products/vendors and this will help you narrow down your list as you go.
Once you have determined the products that appear to best meet your needs, you can request a personalized demonstration so you can see them firsthand. Don’t hesitate to request multiple demonstrations so that you and your project team can properly assess all the aspects of the particular software.
It would be wise to use a scoring system to maintain impartial results of how each system addressed the defined needs. It will also enable you to maintain a clear, objective view of each software system.
Once you have chosen the software that best meets your needs, then compare results. If you still can’t decide whether or not a product perfectly meets your expectations, don’t hesitate to contact the vendor and request more information.
After the software is implemented, it is very important to engage the various stakeholders and employees within the company and to clearly explain each person’s role within the project. You need to provide a general overview of the changes that the company will undergo, and to the different players in particular to make them aware of the importance of embracing and supporting the change, and to encourage them to be a catalyst in the company’s evolution.
Training remains an important point, as it provides personnel an opportunity to become familiar with the software, to master processes, and to attain optimal efficiency by synergizing their skills to the solution’s enhanced contributions.
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