|
Practical and paperless: the power of technology and human resources
by Gayla Sherry, BOL Guru
Even with the innovations available for the banking industry today, the human resources function is often overlooked as a
valuable beneficiary of technology. However, there are many applications worth considering that will ultimately save time, money and
improve efficiency in the human resources department.
The use of technology in human resources departments is in its infancy. Many organizations are just beginning to
tap the valuable technological resources that can support the important function of managing human resources. According to
“Workplace Visions,” published by the Society of Human Resources Management, “Technology has irrevocably changed
every facet of life from the home to the workplace. It is difficult, if not impossible, to understand what developments will be
useful to the workplace.”
The use of technology in HR is vital to the success of any organization for several reasons. The HR function – as with many
others in the banking industry – is drowning in a sea of paper. With the growth of employment regulations and the demands to
record details of every facet of the function, including recruiting, hiring, documentation, benefits and retirement administration,
performance, discipline and terminations, the growth of paper is exponential. Coupled with this growth of paper is decreased staff,
in most instances. Therefore, automating the massive amounts of information once acquired solely by paper is essential.
Technology in HR is also important in order to provide the level of customer service expected from our employees and retirees.
In this information age, when we can acquire data quickly, we expect that same level of speed and accuracy when inquiring about
aspects of HR. And, given the nature of the HR business, employees and retirees have a sense of urgency about receiving information
and responses to their inquiries about matters such as payroll, benefits information and general information about the company.
The changing nature of the workforce also demands an increased use of technology. According to a report by the Center for
Workforce Development at Rutgers University, more than 60 percent of today’s employees use computer equipment at home
and work. With the growth of the Internet and computer usage in childhood education, this percentage will certainly increase.
Therefore, employee expectations regarding the ability to access and manage information related to HR will also increase.
The nature of the HR business demands use of technology to administer and maintain the services provided by HR. Here are some examples of specific applications of technology in the HR function:
Recruiting and hiring
You may have seen workstations at retail outlets that provide online applications for potential employees. The growth of
technology – even before the employee steps in the door of the organization – is a trend that is likely to continue. As an alternative to using dedicated workstations for applications online, many organizations provide a link to applications on their website, or may
choose to use an Internet-based service such as www.monster.com or www.careerbuilders.com to post job openings and accept applications.
By far, the most common use of technology in the HR function is employee communication. According to a recent survey by the Olsten Center for Workforce Strategies, more than 85 percent of respondents are using Internet technologies to communicate among employees. This method of electronic communication may be through a link on the company’s website, through an Intranet, or through shared
drives on an internal network.
There are many benefits of using electronic means to communicate with employees. The response is likely to be “realtime,”
and does not involve a telephone call to a staff member in HR. And, submitting forms electronically will begin to erode the
paper flood often seen in today’s HR department. The ability to communicate electronically is especially helpful when
employees are telecommuting, or are working in a location other than the main office. The information available for
employees and retirees include:
- Health care plan descriptions
- Investment option descriptions
- 401K plan review, fund management
- Benefits enrollment
- Various forms, such as change of
address, beneficiaries, benefits
enrollment
- Status of paid time off, such as sick
leave and vacation accruals
- New employee orientation
- Job descriptions
- Training calendars
- Employee newsletters
- Copies of news releases
- Industry-specific news and trends
If an Intranet is not available, organizations may choose to establish “self-service” kiosks within the organization that can be
accessed by employees and retirees needing to make changes in names, addresses, beneficiaries, etc. For smaller organizations,
the use of public folders on shared drives can be helpful for employees needing to obtain forms or retrieve information about
the company.
Organizations are also using technology for applicant tracking purposes. For those organizations subject to Affirmative Action
compliance and reporting, electronic tracking of applications can save a great deal of time and stress. Relatively simple devices
such as scanners can be used to select resumes and applications to determine the most qualified applicants to select for interviewing. The use of PDF files can also be helpful for maintaining copies of forms used in the HR function.
Automating selected aspects of the HR function is not without potential challenges. As with any automation project,
it’s important that IT experts be involved in design, implementation, maintenance and ongoing improvement of systems used for
HR applications. Building and sustaining strong relationships with IT professionals, including internal staff and external
vendors, is a key to success in automating the HR function.
Despite the growth of technology, there are still many employees who do not have access to (or are uncomfortable using)
computer equipment. The phenomenon of “techno-phobia” tends to increase due to the personal nature, such as payroll and
benefits, of HR-related issues.
Despite the challenges presented, the growth of technology in HR functions throughout the banking industry is a
valuable consideration. Automating the traditionally paper-based functions can save valuable resources and become a powerful
tool in managing the bank’s assets.
Gayla R. Sherry, SPHR, CMC, is President of Gayla R. Sherry Associates, Inc., an Oklahoma City area-based consulting firm specializing in human resources, organizational development, training, conflict resolution and workplace mediation.
First published on BankersOnline.com 08/09/04
Home | Compliance | Lending | Operations | Security | Marketing | Technology | eBanking
BOL Archives Privacy Policy Important Disclaimer Recommend This Site ! Contact Us
BankersOnline is a free service made possible by the generous support of our
advertisers and sponsors. Advertisers and sponsors are not responsible for site content. Please help us keep BankersOnline FREE to all
banking professionals. Support our advertisers and sponsors by clicking
through to learn more about their products and services.
|
|
|
|
