Bridging Divides – How HR Software can Supercharge your Decentralised Business

Posted in Small & Medium Businesses | by Jiehui Kwa on 13 March 2017

Last updated on 2 November 2018

Globalisation and the all-consuming drive for efficiency has been the central driving force for the continued decentralisation of the world’s workforce. This has changed the way businesses and start-ups are shaping their employee base. Many businesses now prefer deploying a mobile workforce i.e. placing functions such as programming, sales, and operations in regional markets (with cheaper resources) that saves cost. A setup like this presents some interesting challenges. It’s not just the different time zones; there is also the different set of public holidays, new leave policies and, of course, different cultural mindsets.

 

With all these challenges, how do HR teams ensure that business operations still run smoothly? True enough, there’s an app (or rather, apps) for that!

 

 

Speeding Up Tedious Tasks

Efficient human resource management is the foundation of any successful business. It plays a key role in the smooth handling of recruitment, employee relations, compensation, training, tax calculations, and payroll processing. The adoption of cloud-based HR apps can be a game changer, speeding up tedious administrative HR tasks.

 

As an example, JustLogin software such as JustLeave only requires that you do a one-time setup of all the different leave policies in each country that you are operating in. You can then easily manage all incoming leave applications from your different offices all in one dashboard. Similarly, JustExpense also takes all the fuss out of managing multiple claim systems by allowing you to manage claims from multiple countries on a single platform. Managers can also easily approve claims of employees from other offices. An added bonus is that JustLeave and JustExpense can also be seamlessly integrated, allowing for a one holistic view of your employee leaves and claims no matter how fragmented your workforce is!

 

 

Enhancing Overall Business Efficiency 

Adopting cloud-based technology for HR can lead to a massive competitive advantage. Why? Because HR software enables businesses to virtually centralize the back office processes of a physically decentralized workforce.

 

Data-heavy processes and tasks like keeping track of company payroll and employee claims take up a huge chunk of time in one office. Imagine if you had to do it for 5? In this case, the automation and flexibility that HR cloud software provides is critical in ensuring that your multi-country operations are as efficient as possible.

 

With JustPayroll, you can customize your pay items as needed. Whether it’s a reimbursement or a deduction, all you need to do is key in the required pay items and it will automatically display in an itemized pay slip. The software also allows you to set different payrun schedules. A must if you have part-time or freelance staff, or if the countries you are operating in have different salary schedule policies from your HQ.

 

 

Empowering your Staff

Another great benefit of using cloud-based software is that your employees can have access to their company information anytime, anywhere, on any device. With multiple offices and a diverse heterogeneous mix of people, a central dashboard where employees can keep track of their leaves and other personal benefits reduces the need for back and forth emails from HR staff and employees. This also empowers employees by making planning their personal trips that much easier. Want to see how this works? Check out our JustLeave system.

 

Times are changing, and organizations should not be afraid to change with it. The cloud offers a lot benefits that can help businesses stay agile and efficient despite the fast-paced, decentralized nature of today’s workplace. The biggest risk would be to miss out on the advancement cloud offers to HR and the entire organization. 

Anyone who’s spent a significant amount of time in the HR field knows exactly how far things have come. While there are those who adhere to conventional methods, the days of paper files and subjective decisions are slowly giving way to computerised processes and objective, data-driven choices. Naturally, switching to a cloud-based HR, data-driven system is a daunting task, meaning many organisations will not be willing to do the switch. However, the benefits of implementing such innovations are clear.

 

What are Cloud-Based HR Services?

There’s a fundamental difference between on-premise and cloud-based HR programs. Specifically, it boils down to accessibility – a factor that has a marked impact on productivity, efficiency and retention.

 

Typically, organisations looking to streamline their HR functions through software end up using more than one program. These need to be purchased, pre-installed and maintained individually – often at a significant cost. This also means they can only be accessed in locations where said software is installed.

 

Cloud-based services, on the other hand, don’t require any software. These systems are accessible via the Internet from any location. To put it simply, it’s comparable to saving files in Google Documents as opposed to a hard drive.

 

Benefits of Cloud-Based HR Services

While using on-premise software is an excellent measure, we’ve already established the general advantage of cloud-based programs. Consequently, this affects several key sub-areas that are critical for organizational success.

 

Maximizing Efficiency

When it comes to the day-to-day HR functions, time and money are infinitely valuable.

 

As we stated earlier, on-premise HR software often requires multiple programs for different functions, with maintenance and cost affecting profit and efficiency. That being said, internal system issues inevitably result in service disruption, leading to backlogs. Further adding to the issue is the potential cost in terms of lost productivity and labor required to fix said problems.

 

The cloud-based option minimizes the risk of malfunction and the expense of repair. Since the tools are exclusively online, Internet disruption is the only potential “hiccup” – something far easier to repair. In terms of savings, using a cloud requires no additional purchases.

 

Perhaps the biggest benefit to efficiency, however, is that using the cloud makes it easy to integrate multiple functions, which is something that on-premise software doesn’t always allow. Users can share, change, manage and monitor information in real-time across multiple departments, all using a single system and login.

 

Maximizing Productivity

It doesn’t take an expert to understand the importance of productivity – another strong argument for cloud programs.

 

Again, we’ve covered how limiting software can be when it comes to accessibility; it’s only available in a host location. The cloud-based model, however, is the polar opposite. Being available through the Internet gives cloud programs a logistical advantage. They’re even accessible on mobile devices, such as tablets and smartphones, allowing individuals to work outside of the office. The convenience is especially handy if an employee is ill or away for any other reason. It also opens the door to remote workers. Today, mobile apps can do the same things as any PC.

 

HR managers also find that using a cloud makes their lives easier. They can easily delegate and monitor different tasks. It allows for fast communication between employees and other departments, ultimately allowing projects to be completed more quickly.

 

Improving Recruitment and Retention

Hiring and retaining top talent is always a priority. Up until recently, however, choosing and keeping staff relied heavily on human evaluation during an interview, both during the recruiting process and periodical evaluations. Try as we might, even the best of us can have trouble remaining objective, often falling victim to the “halo effect,” to name one. Ultimately, organizations recruit the wrong people, who inevitably choose to leave or are forced to do so.

 

In this case, however, the cloud is simply a means to an end. It allows for the use of an innovative method known as Data Driven HR. Simply put, it computerizes key functions relating to recruitment, evaluation and retention. This removes human interference and the prejudices that come with it.

 

Deep learning algorithms, for instance, allow recruiters to sift through thousands of resumes without having to lift a finger. These programs notice patterns and keywords, for instance, that not only determine if a candidate meets the position’s qualifications, but also predict the likelihood that this individual will be successful and remain with the company.

 

While data-driven HR is a strong predictor of employee success, it works just as well in the opposite direction. Companies that see frequent turnover – or are simply interested in reducing it – want to address it wherever possible. Known as “predictive analytics,” this concept looks at employees who quit and checks for any common patterns or reasons.

 

Overall, cloud-based programs provide tremendous advantages over on-premise options. In short, they maximize key areas, like efficiency, productivity and retention, while minimizing potential problems and expenses. In the end, it should be interesting to see how HR evolves as more organizations adopt a cloud-based approach.

 

The Obvious Choice

As businesses, we want to be as efficient as possible at the lowest price. Cloud-based HR programs are an excellent way to achieve this goal. On-premise used to be the newest tool to gain an advantage in this competitive world, but tools change and improve over time. Cloud is the next phase in HR success – and no organization should miss its chance to use it. In short, make the switch and see the difference.

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