HR Management & Compliance, Technology

How Much Time Do You Devote to People Paperwork?

When it comes to hiring, are you devoting more time to paperwork than you are engaging with the candidate?


Source: PeopleImages / Digital Vision / Getty

According to 45% of small business owners, they spend roughly 1 day a week or more on administrative human resources (HR) issues. This information comes from a new study of nearly 300 U.S. businesses conducted by Oasis—a professional employer organization (PEO) and HR solutions firm.
Furthermore, 35% of owners and managers of businesses that have been in operation for 10 or fewer years spend 6 to 10 hours a week on administrative issues, and this goes up to 37% for businesses employing between 20 to 49 people.
“Being in charge of a small business comes with a lot of paperwork that can be a distraction from the work that needs to get done in growing the business,” says Dolores Calicchio, EVP/CHRO at Oasis. “Administering payroll, complying with local, state and federal regulations, and offering competitive compensation and benefits are specialized skills that require time and resources—assets that most owners find to be in short supply.”

Reducing People Paperwork through Technology

As the survey results demonstrate, people management can be time-consuming, complicated, and costly. Yet it’s these very same assets—the people in the organization—that create unique customer experiences and an engaging culture where employees want to show up and do their best. What can employers and HR professionals do to reduce the time they spend on people paperwork?
The Oasis study says, “Stay ahead of the curve by being focused on the future and prepared for how these trends may positively or negatively impact the performance of your business. Make an effort to invest in and develop a basic understanding of technology, whether purchased or through a third-party provider, to boost operational efficiencies.”
So, how do you go about transitioning to a fully automated HR system? Here are a few tips to get started:

6 Tips for Transitioning to a Fully Automated HR System

Whether companies have already implemented some automation or none, Carlie Bush—Director of HR Shared Services for Envision Healthcareoffers the following tips to help you successfully transition to a fully automated HR system:

  1. Step into employees’ shoes. It is important to consider the transition from the perspective of the employees.  Too often, we discuss the potential changes with the leaders of the various departments, but to do the transition right, employee input should be prioritized and included in the discussion.  Employees are often resistant to change, so including them in the discussions, answering their questions, and using their ideas will go a long way in reassuring them throughout the transition.
  2. Consider a consultant. From start to finish, a third-party expert can help companies transition to automation.  As an external consultant, they can provide unbiased advice including how to get support from the top-level executives, what to look for in a provider, how to help employees through the transition, and many other critical parts of the transition process.
  3. Collaborate with Information Technology (IT). IT plays an invaluable role in the transition to automation.  From the beginning, collaborate and plan alongside IT.  Their knowledge and vision for how things should work will help HR departments consider the options available to them as well as provide a backdrop for a well thought out transition.
  4. Have a robust communications plan. Before starting the transition, have a formal communication plan in place that outlines for employees what to expect, a timeline of when things are going to change, and information on training and where they can get help.  Remember to give them adequate time to prepare.  The more transparent you are with employees the higher the chances of a smooth transition.
  5. Get executive support and buy-in. From the top down, there needs to be support for the transition.  Employees need to know the leaders of the company understand and fully support the change.  By being part of the change and talking openly about the benefits to employees, company executives can have a huge impact on how the transition is received.
  6. Help employees along the way. Employees will need help throughout the transition.  It is important that they feel supported through training and communication.

By investing in technology that “does the work for you,” you’ll be cutting down on time that’s normally reserved for administering payroll, complying with local, state, and federal regulations, and offering competitive compensation and benefits—you’ll also be free to spend more time with candidates, which ultimately will improve their experience with your company.

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