Whether it’s a small or big organization, all of them use papers for their activities, and one department that uses the most amount of paper is the HR department. They use paper in almost all of their HR-related tasks, but it is not necessary to use paper for all the tasks, By analyzing and identifying each one of the processes, the use of paper can be replaced with other alternatives to save the organization’s money and time.
Moving to a paperless approach is not easy, because it doesn’t only affect the HR but it affects all of the employees in organizations as this approach will change the working in all the HRMS process. The transition of converting to the new approach should be smooth.
Paperless approach helps the HR department and organizations in many ways, you should be aware of these benefits so that you can fully utilize them to help your organization, some of its biggest advantages are:
Here, we will talk about saving money not only on the purchase of paper but also on printing them, other stationary like ink and staples, and the cost associated with storage of paper. By implementing paperless approach, all of these costs can be saved because there will be no paper for printing, writing, or storing.
When any process is done through paper, it takes a lot of time as it goes through a long time-consuming process of getting approval of different departments from different locations, and there are chances of misplacing them too which results in even more time consumption. According to Docuphase, an employee’s 4 weeks of time is wasted each year just for waiting on mislabeled, misfiled, or lost documents. By going paperless, the processes fasten and the chances of misplacing or losing data are also close to none.
Nowadays, awareness about saving the environment is increasing, organizations are taking initiatives to show their support for the environment, and converting to the paperless approach is the best thing an organization can do to make themself environment-friendly.
Converting to a paperless approach enables organizations to start offering their employee with remote working options. With the paper no longer needed, employees can do their work online and submit it accordingly. It becomes even easier for the management to collect and analyze employees’ work.
Now that you are aware of the benefits of having a paperless HR department, how it helps an organization in many ways, you should be eager to convert your department to a paperless department, and by following the below-mentioned tips you should be able to do that.
HR performs or delegates different kinds of activities or processes, and in a traditional way, almost all of those processes are done through paper. But, it is not necessary to perform all the processes through paper only, some or most of the processes can be done without the use of any paper in it. It is best to analyze each process to identify the ones which can be converted to a paperless process.
Once you have identified the processes which can be done without paper, it’s important to find the paper’s alternative and how exactly the alternative will replace paper in any process. Generally, the alternatives organization use are tools like excel sheets, online communication platforms, etc, but the best alternative to replace paper and streamline all the processes is a web-based HR management software. By using this software HR can can digitize all of their HR processes.
Converting to a paperless HR department is a long process, it is associated with all the other departments. While changing the processes it’s essential to keep communicating with all the employees to make them a part of this transition. After implementing the use of any tool, provide training to teach your employees how to perform processes with the use of new tools. For example, set up one-on-one sessions with each employee in your team to equip them for the change.
As you keep making changes in your HR processes to convert to a paperless department, consider taking surveys from your employees to get their opinions on the changes in the processes, and keep looking for options online to make adjustments in your processes as per latest trends to keep making changes in your HR department effectively.
Converting your HR department from the traditional paper approach to a modern paperless approach may seem like a small nominal change for an organization. But it is far more than just ‘a nominal change’, it directly impacts all the HR functions because all the functions are basically done through paper. The transition of converting this process could be time-consuming and a bit difficult, but given the benefits it offers, all your efforts will be worth it.
Focus on the significant decision-making tasks, transfer all your common repetitive HR tasks to factoHR and see the things falling into their place.