The Role of HR Software as a Real-Time Communication System
How often has an employee left after a perceived misunderstanding or because of a lack of communication? Not only is there a monetary cost in recruiting, hiring and training a new employee, but as well a motivational factor comes into play for the remaining team members. Rather than wringing our hands and writing more communication manuals that never see the light of day, we need to take a pragmatic approach and use what is right in front of us, the HRMS. Your HRMS is a gateway to open communication channels, and here are key areas where it can help:
1) Dashboards and Launch Pages
Many HRMS vendors offer rich functionality in with employee and manager dashboards. They allow you to communicate with the company as a whole, for example, by sending out profit statements or notifications of new product launches. You can also create targeted messages, such as for managers only or a certain geographical area, for example to remind US employees of the upcoming open enrollment period or United Way drive. Regularly providing relevant information to employees helps to promote a team atmosphere and a general sense of well-being, and the company can be sure that employees are in the loop.
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2) Automatic Emails Based on HRMS Data
Savvy systems can be configured to email selected employees via your email system. This can be simple selections such as managers who haven’t yet completed their onboarding task list to more forward thinking communications, such as employees who are nearing retirement and who need to receive information about their 401k plans. These are ‘easy’ communications since you only write one message, configure your selection and then allow the HRMS to do the actual employee selection and send out the email. However, for the recipients, such messages are often seen positively because they show that the company is paying attention to them.
3) Personalized Communication: Provide Regular Performance Review Feedback
A modern HRMS provides a sophisticated application in the area. Not only can you obtain the usual manager feedback on goals and employee self-assessments, new HRMS products allow a manager to solicit input from others internally and externally with a choice of assessment forms. Many HRMS systems have become quite flexible at this. It is no longer necessarily an annual exercise but instead a manager can enter and share feedback more frequently, as your HRMS allows for ad hoc entry and configurable visibility.
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