Employee Tools

Employee tools : A quick checklist you must have!

What tools employers/organization should provide to their employees as soon as they are recruited?

Management of employee tools refers to any system that monitors and maintains things of value to an entity or group. Managing employee tools is a systematic process of deploying, operating, maintaining, upgrading, and disposing of tools cost-effectively. Every employee must have a clear vision of using the tools effectively so that they can clearly understand what is expected of them. Employee tools are mainly divided into two categories: Tangible assets and intangible assets. Tangible assets are also known as physical assets and Intangible assets are also known as non-physical assets. The classification of these assets are as follows :

[A] Tangible Tools

1. Equipment

Equipment is the tools that are necessary for an employee in their job. The tools that provide a basic necessity for an employee to complete his task.

• Computer

Each employee would be assigned a desktop computer, monitor, mouse, and keyboard. It is necessary for an organization to see that employee’s desktop computer or a laptop has the necessary software to work for an                assigned task.

• Telephone

Some professionals may be solely issued a smartphone. However, a desk handset provides the opportunity to            include features like video conferencing and chat.

Access Card

Every employee should be provided with an access card on the first day. This makes an employee’s regularity a regular habit starting from a very first day.

2. Office Resources

New employees generally need guidance, especially on the first day. Whether it’s electronic or paper-based, provide documentation for new employees that includes the following:

• Policies and Procedures

Every legal policies and procedure should be informed to an employee either at time of orientation or through email.

• Employee Directory

In addition to locating team member offices, new workers also need a way to easily reach them by phone through a directory provided to them.

3. Company Employee Handbook

It is an employee tool which introduces an employee to company’s culture, management, etc.

• Introduces employees to your culture, mission, and values

Employee Handbook is an employee tool that introduces new employees to your corporate culture and how they will fit in.

• Communicates to employees what is expected of them

A well-written handbook provides employees with a clear understanding of their responsibilities. The handbook also serves as a compass for the organization’s policies and procedures.

• Educates employees about what they can expect from management and leadership

An employee handbook provides objectives and leadership styles, as well as management best practices, to foster healthy management-employee relationships. It also outlines logistics, such as timekeeping requirements, hours of work and pay periods.A complete employee handbook advises employees of their various entitlements to federal and state leaves, such as the Family Medical Leave Act (FMLA) or Jury Service Leave.

• Helps ensure key company policies are clearly and consistently communicated

A handbook will accurately communicate your organization’s policies regarding employment, behavior and conduct, compensation and other policies and procedures you follow.

• Showcases the benefits you offer

A strong benefits package can help you retain your best and brightest employees, so be sure they know about your full suite of offerings by communicating these in the handbook.

• Helps defend against employee claims

A thorough and compliant employee handbook will help to show that the organization exercised reasonable care towards its employees.The employee’s signed acknowledgment page ensures that the employee had an opportunity to familiarize themselves with the organization’s policies and a chance to ask related questions, knew whom they could turn to for help within the organization, and agreed to follow the terms and conditions of employment set forth by the organization.

• Lets employees know where to turn for help

Every employee should know where to go in case of any complaint regarding the company or an organization. A training program can guide them the path they should follow.

4. Basic office supplies

There are a few basic office supplies that should be provided to every room such as Wastebaskets, Pen, legal pads, Staplers, Tape, and Scissor.

[B] Intangible Tools

1. Tech Tools

Here is a list of necessary tools every employee needs:

• Network login

Network access should be set up as soon as possible after the employee’s arrival. If you have paperwork that needs to be signed before issuing a user ID, have it ready before the employee shows up for work.

• Software Access

The employee’s email should be set up as early as possible, preferably with a welcome email waiting.

2. Communication Tools

Some of the efficient Employee tools for business communication:

• Intranet/Social Intranet

An intranet is a private hub accessed by any authorized users within an organization mainly used for internal communication and collaboration.

• Private and Group Messaging

It is an easy form of communication for busy employees and managers. IM provides an interface for individuals to communicate one-on-one for employer-employee or employee-management communication.

• Discussion Forums

A discussion forum can bring together employees and management and allows for an open discussion on any topic.

• Ticketing, Issue Tracking, and Case Software

A case tracking system helps employees and customers to submit a case or support ticket. This allows it to be assigned to the right employee and have it checked and resolved in time. A case tracking system helps centralize customer support queries and keep track of any open issues.

 Internal Blogs, Video and Audio

An internal blog is a place where employees can share ideas and experiences fast and in an informal fashion.

• Podcasts

Podcasts are generally presented as audio files available to stream or download. An internal podcast can collect messages from the CEO, employee assistance programs, new processes and other human-interest topics.

• Gamification

Gamification is the concept of applying game mechanics and game design techniques to take part and inspire people to reach the company or business goals.

3. Freedom

Whenever possible, give your employees the freedom to work they way they work best.

4. Targets

Targets create an acknowledgment of purpose and add a little meaning to even the most repetitive tasks.

5. Mission

Let employees know what you want to achieve, for your business, for customers, and even your community.

6. Expectations

Every job needs basic expectations regarding the way specific situations should be handled.

7. Input

Implementation of every idea may not be possible but every employee must be given a chance to put forward.

8. Connection

An employee needs to feel that they are connected to the company. To fulfill this requirement an introduction is necessary.

9. Consistency

The key to maintaining consistency is to communicate and as a result, more employees understand why a decision was made the less likely they are to assume favoritism or unfair treatment.

10. Future

Every job should have the potential to lead to something more, either within or outside your company.

Which technologies your company should be using for employee Onboarding?

• Project Management Platforms

To ensure everything is completed on schedule and correctly, use a project management system to track and monitor progress.

• Goal and Performance Management Tools

It is necessary for every employee to maintain their performance chart and keep a track to achieve a goal. Results.com can help an employer hold valuable meetings by keeping the goals and tasks accessible as decisions are made.

• Assessment Software

Employee assessment software is an application program or suite of application programs that help an organization decide whether a job candidate is well-suited for an open position.

How to prepare an employee on his first day?

• Send the first-day welcome announcement to the company

An announcement regarding the employee’s name and designation must be made to welcome him/her on the first day.

• Prepare their space

The employee must get settled and guided on very first day. Computer, mobile phone, email and network access must be given to start the work from very first day.

• Provide a staff directory

An online staff directory helps the employee get familiar with the staff members and communication gets easily possible.

• Simplify first-day paperwork

Sometimes the first-day formality becomes tedious so the forms should electrically be filled in order to make work faster.

• Have a solid training program

Every employee must be trained so that awareness about the company’s rule, policies and terms are cleared. Even the employee gets clear idea about his work and feels motivated.

• Assign a mentor

On your new employee’s first day, setting them up with a mentor can help them feel more comfortable.

• Plan an activity

Planning a team activity is a great way to make a new employee feel welcome on their first day.

• Give a welcome gift

Give the new hire a little something to say welcome like office equipment like pens or notebooks and map that shows the best lunch spots around the office.

• Check-in

At the end of the week, be sure to give the new hire a chance to ask any questions they might have to make them feel that they are welcomed.

• Show your enthusiasm

Every employee feels enthusiastic towards their work when they feel that their work is welcomed and seen by the senior.

What are the benefits employee gets by using the employee tools provided by an organization?

  • Communication technology tools like electronic mail and text messaging systems, speed up the sending of information within and outside of the organization.
  • Communicational employee tools such as Intranet improves organization communication.
  • Since communication technology speeds the transfer of information, employees in an organization can easily consult each other and analyze information in the shortest period and make a decision.
  • Employees who are shy to ask for advice and help will use employee tools like electronic mail or instant text messaging services to ask for help from their workmates within the organization, they can also use the same media to participate in decision-making and creative design challenges.
  • Communicational employee tools influence the way people interact in an organization.
  • All data is stored in the database, and you will have less paperwork in the organization which makes life easier at work which structures organizational life.
  • Discussion Forum encourages critical thinking where employees are free to answer or ask questions.

Are you looking for perfect seamless onboarding experience for your employees?

Then check out our HR software that will help your organization to work smoothly and effortlessly.

factoHR is one such tool which provides you the functionality of asset management, onboarding process and training of an employee.

To know more about factoHR – HR & Payroll software, please contact +91 782 000 3100 or visit www.factohr.com


Aniruddha Nagodara

Aniruddh Nagodara is the CEO at Version Systems Pvt Ltd. He develops a world class organization with focus in HR & Retirement Benefits. He is leader in the organization for company's Business Development, Partnership, HR and Finance function. He is also instrumental for implementing best HR practices in organization to make Version Systems a Great place to work.