hr weekly - hrone blog

HR Weekly.

Your weekly journal to everything HR

Get a free access to latest HR trends, blogs, best practises, templates, videos, HR tools & much more on HR-One blog.

June 4, 2015

There can be a rule book on how to run a business. A successful one at that. Unfortunately, there is no exact science behind managing people in a professional organization. You may hire the best of the best, but it is crucial to remember that while every single one of them would share similar skill-sets and qualifications, everyone’s personality will be unique and different from one another. This is what makes managing people a critical and complex task.

Managers cite different motivation levels and learning capabilities as the chief reason that makes their job tricky. They have to change their management styles based on the team they are working with. What worked brilliantly with the previous set of people might or might not work with the next team that they would face. Even though every manager has a distinctive style of management and several tricks up their sleeves, years of experience can still cheat them and they end up making inane mistakes.

Let us see some mistakes that managers should avoid and how web based HRMS software can help in the same.

1)      Getting too friendly with the employees

One of the first ways a manager tries to avoid donning the tag of a ‘strict boss’ is by becoming friendly with his/her employees. This sounds like a good idea to many. After all what can go wrong by becoming friends with the people whom you are should be supervising? If you are one of those managers who think the same, then now would be the right time to realize that it in fact a very bad idea. When managers share an extremely friendly relationship with employees, the lines between professional and personal relations start to blur. Tensions arise when there is employees’ lack of respect for manager’s authority or when managers fail to respect personal boundaries of employees. When relationships between official walls lie in the realm of professionalism, all will be good.

2)      Micro-managing everybody

This has to one of the worst mistakes to make. Everyone on the team holds a certain responsibility because they are capable of doing justice to it. Agreed that some need more supervision and guidance than others, especially the new graduates and hires; but that does not mean managers have to constantly breathe down their necks and keep a watchful eye on every action and movement. Micro-managing exudes the attitude of distrust and doubt in employees’ abilities and decisions. HRM softwares in India allow managers to schedule the tasks clearly and review performance of employees frequently. Once the tasks have been scheduled using the software, let the employees come up with the best way they can execute them. The performance reviews should give managers a fair idea of how the team is faring. If the results are not satisfactory, then they can step in and have a discussion with concerned employees to improve the results. Trusting employees to do good work would improve their morale and boost overall productivity.

3)      Not giving feedback

Feedback is crucial for improving performance, identifying problem areas and enhancing skill-sets of employees. There will be mistakes along the way, speed-breakers that can dampen the spirits of employees and affect the success of the project. Managers always offer a different perspective on things which are projected through feedback. Any web based HRMS software has appropriate tools and platform that allow managers to give instant feed from any location. This makes lack of feedback an absolutely inexcusable mistake from the manager’s end. Give as much feedback through HRMS as possible and witness a positive change.

4)      Overlooking inputs and suggestions of employees

Being arrogant and considering that ‘employees wouldn’t know better’ would easily make anyone a bad manager. Employees usually come up with innovative suggestions or methods to execute a particular task or approach a problem that cropped up unexpectedly. HRM softwares in India encourage employees to share such inputs and get them reviewed by their managers or supervisors. They can put up their suggestions and ideas through the software solution and their managers can immediately respond via the same platform. It is important to listen to what your employees are saying.

What are the mistakes that managers should avoid?


By HR-One Team
June 2, 2015

Companies go through several stages to finally hire the candidates they deem best. During the hiring stage, HR not only looks for qualifications and capabilities but also for those who would want to grow with the company. Candidates who quit within a few weeks of joining are the biggest hiring nightmare. Most candidates make an impulsive decision to take up the joining offer without considering the scope of the opportunity for them.

The reasons why employees quit can be different. Some may not be satisfied with the job description, some do not fit in well with the existing work culture and some may not receive the training they needed to perform the job well. All such factors contribute to low morale and low job satisfaction. With the help of web based HRMS software, these issues can be tackled. Let us see how.

  • Put out a realistic job profile

In the past, companies would put an ad in a newspaper listing out the vacancies. Due to space constraints and limited funds, the description of roles and responsibilities would be ambiguously discussed. Without understanding the actual scope of job position, candidates turned up in high numbers. Eventually they would fall short in capabilities or learn that they got hired for a position they did not want, resulting in low performance. HRMS eliminates this issue by providing a platform where accurate, well-detailed job description could be provided. Once candidates get a clear picture of the job profile, they would apply accordingly and the attrition rate would slide. It is important for candidates to make an informed decision and this solution contributes for the same.

  • Giving a proper orientation

Once the new hires join, the proceeding events should be smooth for them as well as the company. An apt and well-designed orientation program would help in doing the same. The tasks maybe as simple as submitting necessary documents, assigning a work-station to the new employee or understanding the goals and mission of a project they are assigned to. Manually performing either one of the tasks would slow down the pace of the entire process. Taking help of web based HRMS software would speed it up significantly, eliminate any cause of confusion and manual errors. Moreover, it would send reminders to candidates if any orientation steps have been skipped, if submissions of documents are overdue or send important notifications immediately. Once orientation happens smoothly, the succeeding steps become much simpler.

  • Planning and organization training plan

HR department has always maintained that they would prefer enthusiastic and positive people with less experience rather than having qualified individuals lacking interpersonal skills, poor attitude and lackluster personalities. If proper training is provided to the former, they have the potential to work extremely well, whereas nothing much can be done to make changes to the personalities and attitude of the latter which could eventually harm the overall performance. Since proper training can make a drastic difference, adequate time should be spent on planning and organizing training plans. A good HR software in India assists with creating training plans that would enrich the new hires and address the skill-gaps to perform better. Communicating these plans also become very easy through HRMS solution.

  • Constant evaluation of performance

Evaluation involves monitoring the performance, giving suggestions and listening to queries and concerns of new employees. Manually keeping a check can get tedious and mundane, resulting in managers to push this task to ‘some other day’, delaying it indefinitely. With HRMS in place, all the above mentioned tasks become much simpler and can be done on the same platform. With constant evaluation, the performance graph of new hires’ can be examined and appropriate steps can be taken to address any limitations.

Taking small steps go a long way in helping candidates quickly adapt to a new working environment. Managers should take personal interest and put in efforts to welcome the new hires. Software solution would assist in the same but if concerned team-members do not put in the additional effort, then no HR software in India would be able to do justice to the hiring system, in spite of being the best in the market. Companies should understand the solution well and milk its advantages and maximize its functionalities.

What are the on-boarding tips that companies should apply?


By HR-One Team
May 27, 2015

Hiring best employees is just half the job done. Retaining them and keeping them from quitting is the other half of the job that keeps the HR department on toes. Over time some employees prove themselves to be very essential to the company. It would create quite a dent in the employee-pool and replacing those looks next to impossible.

Hiring with the help of any HRMS software isn’t an inexpensive process. Significant amount of time, money and resources have to be spent during the hiring phase to find the right people. On-boarding new employees have their own share of expenses. After the employees get well-settled in their jobs, some go beyond expectations and grow immensely forming crucial links in the enterprise. In a competitive world, companies are keeping a steady eye on their competitors’ key employees. They are not afraid to approach such key employees and try to make them a part of their organization instead. If you don’t have anything significant to offer for them to stay on, you just might lose you best employee to the next lucrative offer.

Once someone quits, the cycle of hiring starts again and it is usually considered as a wasted investment. The worst thing for you as an employer would be to see your most prized employee join forces with your competitors. So if there is someone you would like to keep hidden from the business world and want them all for yourself, the following suggestions may be helpful:

–          Offer the best tools for the employees to use: Employing web based HRMS software takes care of most HR functionalities and offers something for employees as well. When they have extremely efficient tools around them that take care of otherwise mundane, manual work they can strictly focus on doing what they do best – maximizing their skill-sets and contribute extensively to their projects.

–          Be grateful for their contribution: It is true that just one kind and grateful word would drive the most exhausted man to take the next step when he wants to give up. Understand that even the best employees are not cut out from some invincible substance; they do get worn down and might have moments where they start doubting themselves. Don’t be reluctant to shower an appreciative word and gratitude every once in a while. When employees feel appreciated and their work is recognized, they would display loyalty and the thought of quitting would be pushed back to the darkest corners of the mind.

–          Maintain a healthy communication channel with your employees: Expecting employees to respect rules and follow instructions is not wise. Communication is a two-way channel. If you want your employees to hear you, as an employer you should also put in efforts to hear them as well. Listen to what they are saying. Ask for suggestions, give them feedback, be easy to reach and offer a platform where all these are possible. HR-One’s HRMS software is amongst the best to turn to.

–          Take an initiative to fill their skill-gaps: Don’t wait for your employees to approach you and request for training of any kind. Keep their skill sets relevant and in sync with existing technology. This shows that you interested in their growth as much as they are. Any web based HRMS software would help you in addressing any gaps in skill-sets by tracking the existing skills of employees and the ones required to enhance their performance. It further helps in creating training plans to materialize the planned objectives.

–          Deal with stressful environment if there is any: Stress of any kind disrupts smooth functioning of the organization. Keep a check on the same and respond immediately when such situations crop up. Pushing it under the rug would make matters bad, the worst case scenario being employees quitting if they see no end to it. Maintaining a stress-free work culture, despite tight deadlines and other stress-inducing factors would invariably lead to happier employees and giving them another reason to stay with you.

Every single reason counts when it comes to keeping key employees from quitting.If you give them one more reason to stay, it means there is one less reason why they would want to consider opportunities elsewhere. Discuss their career progression within your organization and offer flexibility wherever you can.

How to Keep away key employees from quitting?


By HR-One Team
May 25, 2015

Human Resource department is responsible for training its employees regularly. There are times when companies get tired about constantly hearing about the ‘importance of training programs’ and insist that they do not take the matter lightly. In fact, some will go a step further and show the frequency of training programs to put a rest to all the ‘you should offer excellent training programs to your employees’ statements. However, there is a difference between just offering lot of training programs and them actually being successful.

You can provide all the training in the world on every single day, but if it’s not designed to deliver successful results, then the purpose of training is lost instantly. Tapping the benefits of latest technology would also fail and can be costly if the end result of training is not successful. Companies should make an effort to combine the successful training technique with the capabilities of the best web based HRMS software to get the desired results. Let us see how to approach the training aspect to get the most out of it.

–          Analyzing the Problem

Training is usually a response to a problem area. Is there a new skill to be learnt to perform better in the project, do employees need extra training to get accustomed to a new technology, or do the employees have to be re-trained? Multiple questions on the same lines should be asked. Once the problem is analyzed and all possible training related questions are explored, accurate answers can be reached. One can figure out if training is actually required and what kind would be necessary. Unnecessarily providing training is as futile and damaging as offering no training at all. Spend substantial time on research as it will provide answers as well put across questions that you might have missed. Analyzing the problem fulfils the first step.

–          Designing an appropriate plan

Once the problem area is clearly analyzed, the next step is to develop a training plan that caters to solving the ‘problem’. The best payroll management software can assist in providing data that could help companies in this stage. This is where all the existing gaps are determined and experiences/requirements of trainees are considered. Based on the two, appropriate plan is designed. This is the stage where it is important to remember that not everyone requires the same plan in spite being on the same project team. The training plan should be developed around the varying degrees of expertise, qualifications and requirements of different employees. The training plans should stay away the ‘boring’ zone and focus on being fun, visual, interactive and engaging.

–          Implementing the Training Plan

Once the training plan is developed, one has to implement it. The schedule of training and further details can be intimated through web based HRMS software. Encourage employees to actively participate in the same. Identify the right time to implement your training plan. If the timing is wrong or if the concerned employees cannot make it for training, then even a well-designed plan will see immediate failure.

–          Evaluate the plan

Develop a feedback system or assessment methodology to evaluate the success of the implemented training plan. Ask trainees if they got any value through training, encourage suggestions for improvement that can be incorporated in future trainings and if they have any feedback for the trainer and his/her training techniques. On the other hand, take suggestions and feedback from the trainers too. Consider all points and incorporate those in future training plans.

Trainers and as well the team responsible for designing training plans should come up with creative ways to make training an interesting experience. Taking assistance of interesting visuals, anecdotes or stories would make greater impact and make the session more memorable. If the knowledge imparted in training is lost after trainees step out of the session due to incomprehensible concepts and explanation, then expect training sessions to fail. The best payroll management software is equipped with training management system that handles all aspects of training and development. Utilize them in the way that best suits your organization’s training needs.

Use HR Software to ensure a successful training program


By HR-One Team
May 21, 2015

Every company has its own holiday and paid leaves policy. There are mandatory paid leaves for certain amount of days per year and a list of approved holidays. But sickness doesn’t give any warning before striking and more number of unpaid leaves gets added to a month while tending to the illness. With small scale businesses and start-ups redesigning the work rules, many are considering offering paid sick leaves for their employees. It has been debated quite a bit whether it’s a good idea or not, but there are numerous benefits of offering sick leaves. The best HRM software can contribute to make it a reality across organizational campuses.

The concept of paid sick leaves isn’t a common phenomenon as companies fear that employees will misuse the opportunity. Some look it as an additional cost to incur, but these cons can be dwarfed by the pros. Some of them include:

–          Employees will be healthier

When there are no paid sick leaves, employees prefer staying home only when it is physically impossible for them to leave the house. On other occasions, they come to office sick risking the safety of other employees as well. Since they don’t get sufficient rest their recovery period gets prolonged. All these issues can be tackled with offering paid sick leaves. It encourages the employees to stay home when they get sick, get ample rest and recover soon without putting colleagues at risk. Employees will stay healthier and work better.

–          Productivity will increase

The immediate result of healthier employees would be higher productivity. When the employees report to work sick, they automatically become less productive. If they are suffering from a contagious illness, others would fall sick in no time. When a bunch of people fall sick, they might eventually have to take a few days off. This results in decreased productivity, hurting the company. If paid sick leaves are offered, employees would think twice before coming in sick. Web based HRMS software can easily incorporate this offering into its functionalities.

–          Better Perception of the employees and company

You are expecting one of your biggest clients to discuss an important project.You are extremely well-prepared, your team has worked really hard for the big day and everyone is psyched about the meeting. Despite all this the only person that everybody in the room, especially your client, can focus on is the one sniffing, coughing or sneezing away who turned up because he ran out of paid leaves. As annoying as it can be, it unfortunately shows that as a company you don’t care about the well-being of your employees. It would not leave a good impression on the client/visitor that you allowed such a sick employee in the same room as him and risking his health as well. Paid sick leaves encourage employees to take a day off without worrying about salaries getting deducted and this caring attitude may put you in the good books of your clients and well as customers.

–          Employees will display honesty and loyalty

When the employees are given the option of trading a work-day with a rest day while getting paid at the same, they feel cared for and valued by their organization. Chances are that they would not misuse this opportunity and rather be honest about using the paid sick leaves.Web based HRMS software would allow them to mark their absence from the comforts of their home. Any activity that reflects care and concern for employees’ well-being would earn their loyalty as well.

–          Better employee-employer relationship

By offering paid sick leaves, the company demonstrates that it trusts its employees to not abuse that privilege and utilize the leaves appropriately. With this blend of trust, honesty and loyalty,the bond between employers and employees become stronger. When that equation is untainted it promotes a better work culture.

With benefits like these, fears and doubts associated with misuse of paid sick leaves can be put to rest. For managing these leaves some of the best HRM software can be employed. Overall, it’s a win-win situation, which is why more companies should incorporate this offering into their paid leaves/holiday calendar.

What are the benefits of offering paid sick leaves?


By HR-One Team
May 18, 2015

Many heads in the payroll department would nod vigorously when asked if there are any employee habits that make life a little more difficult for them. The HR department is responsible for identifying and bringing in talent to fill up the office space and realize the company’s goals. Retaining the employees wouldn’t be possible if payroll took a backseat. As the HR team puts in every effort for ensuring that payroll processes run smoothly, they shed light on some payroll habits of employees that really annoy them. These habits affect the performance of even the best HRM softwares in India. How you ask? Let’s see.

The Frowned-Upon Habits

The payroll team sees red when they come across these habits:

–          Untimely submission of attendance sheets

The web based HRMS software can be integrated with third party peripheral equipment such as fingerprint scanners, RFID chips or barcode scanners to mark your attendance. Half the work is done for employees when their attendance is tracked with such ease. However, payroll can access this information and process salaries only when these attendance sheets are submitted. There are some employees who get lazy or forgetful and delay sending the sheets till the very last minute. If the submission is untimely, there is nothing much the HR team can do and they still hear complaints with no fault of theirs. No wonder they get annoyed!

–          Requesting salaries before scheduled date

Yes there is a specific date when salaries are credited every month. Yes the employees are aware of it. However, that doesn’t stop some from trying their luck and requesting their salaries earlier than the scheduled date. The payroll team may understand that you have an emergency and that you urgently need the money but unfortunately HRMS doesn’t comprehend that. The entire payroll system cannot be compromised due to a personal emergency or because you are broke. At the same time, making an exception for just once could land the company in trouble because the payroll and taxation aspects are inter-connected. Early payment could cause some discrepancy leading to monetary troubles for the company.

–          Not informing the payroll department about a closed bank account

Your bank details are linked with the HRMS solution. As long as the details are accurate, salaries would be credited on time without any issues. But if you decide to close that account and open a new, do it by all means but remember to inform the payroll team on time. Once the salary gets credited into the closed account it would take some time for the banks to return the money. In the meantime, even the company cannot re-issue that money. It’s a stressful time for everyone and it’s easy to see why it’s an annoying habit. Open as many new accounts as you want but inform the payroll department of the change.

–          Submitting incorrect tax forms

Tax is one aspect which you cannot take lightly. Submitting inaccurate and sloppy tax forms will force payroll to put in extra hours. Every web based HRMS software rolls out payroll based on the information it receives. If you give incorrect information you can’t blame the software or the payroll department once you face taxation issues.

–          Incorrect paid-leave information or late approval of reimbursements, paid leaves etc.

You may have had a wonderful week long vacation that emptied a significant portion of your bank account. You eagerly wait for your salary to be credited only to realize that your paid leaves haven’t been accounted for. If you haven’t filled them out, then payroll team cannot do anything. It’s the manager’s fault if they forget to approve paid/sick leaves and reimbursements on time. In either case the best HRM softwares in India cannot resolve the issues, annoying the HR department once again since they are approached to deal with them.

Payroll is complex enough for the HR team to wish for magic elves to work for them. Since they are left to manage everything on their own, it would be kind of the employees to avoid these annoying habits to make their life a little easier. If you are guilty of having some of them, make an effort to shrug them off. Your payroll team may not credit extra money but they will thank you silently. Sometimes, that is good enough.

5 Challenges of Payroll Processing


By HR-One Team
May 11, 2015

Time and again we have spoken about the importance of planning before any software implementation. Planning carefully equates to a job half done. The race always lasts for a few seconds, but the training behind it lasts for months. The same applies for software implementations. The preparation and planning should be given enough time so that the final result is close to what you had in mind. However, one common mistake is to focus so much on planning minute details and technicalities of the implementation that they overlook the monies involved. Once you take your eyes away from the budget, expect the foundation to start crumbling. Every web based HRMS software requires you to avoid some planning budgeting mistakes in order to see the light of day. Let us see some of them.

Common Budgeting Mistakes During the Planning Stage

These are four common mistakes that companies can make while planning that can cost them greatly, figuratively and literally.

–          Avoiding long-term planning

Planning should always incorporate short and long-term goals. Most companies opt for the short-sighted plans because they seem faster to implement and the resources required may be limited. While it may seem like a good idea, in the long run you pockets will run dry because of the unaccounted budgets costs that will line up. The best HRMS software in India can give you fruitful results when you budget it well right from the beginning and not maintaining a casual attitude about it.

–          Allocating funds in the wrong places

It is always tempting to incorporate functionalities that look good and ‘MAY do some wonders for the company’ when in reality it might hold no value at all. Plan your budget for all the essentials first and then spend on ‘extras’ if you have amount of money left. Going the other way round will eat into your pockets. Focus on what you absolutely need and what you can require no matter what, see which additional costs would be required to support those functionalities and other training programs. Place the horse-blinders in the initial stages and overlook all the elements that you do not need immediately. The momentary lapse of temptation during the planning stage will undoubtedly save you lot of money and resources which can be invested later on in the implementation stages if required.

–          Not accounting for IT, HR or similar project resources

Planning the implementation of web based HRMS software requires focus on more departments than one. Do not forget to include HR costs such as salaries of employees and other similar costs of an HR department. The IT department has budget requirements of its own. When you do not account for such variables right from the beginning, it might hit your budget hard when a critical situation suddenly arises. Consider all the potential situations and be prepared with different solutions on how to tackle them while keeping the budget in check.

–          Separating the HR and IT tasks

HR and IT teams need to work in sync for a successful implementation. They bring unique contributions to the table that makes the best HRMS software in India function efficiently. Don’t make the mistake of separating the two teams while planning as some of their requirements may match, thus giving you an idea beforehand on where exactly you need to spend and how much. Keep the two departments separate is a common mistake that most companies make which cost them dearly.

Invest smartly and you will get beyond the planning stage with success. Smart investment surely does not mean that you cut corners and look for cost cutting methods at every turn. You don’t have to take inspiration from Uncle Scrooge and accumulate all the wealth in a tower at the end of the town. If you have pocketful of money but a non-functioning software solution, it’s a no-brainer that you have failed at what you started out to do. Avoid making the mistakes that are mentioned above and keep an eye out for similar mistakes that have the potential to bring your project down. Simple preventive steps would take you a long way and ensure a successful implementation.

What are the mistakes that can break your pockets while implementing HRMS Software?


By HR-One Team
May 7, 2015

Training sessions. For the management they mean a time when their employees can learn something new. For the employees, it can mean a time-off from their usual work and spend some time with their colleagues trying to figure out a new solution. Whether they like it or not, the importance of training sessions cannot be questioned. Training is a crucial part of the launch but improper planning can jeopardize your HRMS project.

How to Avoid HRMS Project Overruns

Every company should keep a check on the costs of their web based HRMS software to avoid overruns. Each enterprise may face a difficulty of its own but these are some of the most common issues that companies face. Avoiding them would save you money and more importantly, time. Budgeting can be tricky and is not everyone’s cup of tea but it cannot be dodged. The following pointers may help you if you struggle to handle the financial aspect of the best HR software..

–          Not committing to a coherent training plan

Most companies do not plan well when it comes to allocating the budget and time required for training. It is very important that the concerned management sits down and spends time thinking over crucial questions such as how many employees should participate in the training session, what kind of equipment is required for the training, do they need to outsource trainers or not, how can the consultants help with designing the training module etc. Tending to all these matters initially would help you plan your budget smartly. Approaching the issue with ‘let’s handle them as and when problems crop up’ would be the end of your bulging pockets. Every aspect of training will cost you differently so it would be better if you had an idea of where you money would go. Don’t fall prey to not committing to a coherent training plan.

–          Miscalculating the required training time

The training time required for different stages of HRMS implementation would be different. If it’s a new project altogether, the training time would be quite considerable as the employees need to learn everything from scratch. They would need to learn numerous unfamiliar functionalities before one gets completely confident of using it. The total time required could amount or days or even weeks. Having a skilled trainer who understands the exact scope of the training schedule is of utmost importance. On the other hand, if it is just an upgrade or an addition of a new functionality, the training time required would be much lesser. You do not want to miscalculate the required training time and allocate funds inappropriately. Over-budgeting and under-budgeting both would be problematic in their own way, so avoid doing either of them. Only way that is possible is through critical planning prior implementation or going live.

–          Frequency of updates of different applications

One advantage of having the best HR software is that it has the ability to evolve with the ever-changing and demanding HR needs. This comes with one issue that the training requirements also change accordingly. Higher the frequency of updates, more the training sessions required. It would be wise to get in touch with your consultants and get an idea of how many updates you would require to keep the HRMS relevant. Too many updates can meddle with your budgets and throw the plans off the track. Do not compromise on upgrades, but at the same make sure you don’t go over-board unnecessarily.

These three problems can hound you at different stages of an HRMS project, either during implementation or upgrades. Don’t let them stick out a tongue at you and tease incessantly with a challenge to bring your project down. Get in touch with your vendors and ask as many questions as you want, even if you think it will annoy them. As long as you save some money, you can keep others happy by rewarding them later on. Ensure that your training sessions are well planned and budgeted for every project that rolls out of your company. Make the best of the web based HRMS software, which can be achieved only by designing effective training plans.

What budgeting problems that can Jeopardize your HRMS Training?


By HR-One Team
April 27, 2015

Every company expects their employees to work with them for the longest time possible. But if every story has the same ending, there is a potential of the experience getting stale beyond a point. In other words, it is important for both the employees and the company to have new opportunities to work with. An employee has the right to move on to a different job if that suits him well and having new members on the team keeps the company fresh, dynamic and motivated.

However, the resignation of an employee and induction of a new person is not as easy as one would like it to be. The company needs to make sure the process is smooth for the concerned employees, their teams and the company itself. If you have web based HRMS software, then this job would be a little easier for you. How? Read on to find out.

HRMS Smoothing the Resignation Process

There are multiple stages that a company and the resigning employee must go through and complete certain procedures before the final farewell can be bid. Each of these procedures cannot be skipped and should be followed strictly. Trying to do them manually can be quite a task and can be error prone. The best online HRMS software solution helps you in the following ways:

It tracks the ‘resignation reasons’

Every company wants to understand why an employee chose to resign. They will respect their choice and reasons but no company would want an employee to leave with a bitter taste in their mouths caused due to some negative reasons. Usually, companies conduct an exit interview to understand the reasons why the employee is leaving. This is then analyzed and investigated to understand the various reasons why the employees leave. HRMS helps in providing a more in-depth analysis and narrowing down the reasons. If a similar reason is flagged quite frequently, the company can take appropriate measures in order to retain their employees. Another feature offered by HRMS is a self-service functionality that allows a former employee to finish the exit survey later on. Some employees may provide honest comments and concerns after having left the company.

It can identify the replacement applicants

Once a team member leaves, the company starts looking for suitable candidates to replace the exiting employees. Trying to do that manually can take days. Going through the skill-sets and competency levels of numerous candidates is no mean task and you may even miss out on considering eligible candidates by mistake. HRMS eliminates such possibilities and identifies all the employees who are deemed fit for the job, either from new applications or existing employees from different departments/projects. Comparative analysis can be done based on the required education and skill-sets. New hires can be employed from this analytical study or existing employees can join the new team. It goes a step further and mines the data to identify if there are any ‘hidden’ candidates who would be perfect for the job but the HR team completely missed considering them. Employee turnover becomes a smooth process.

It identifies and bridges the training gaps

It is not possible that the new employee would match up to every single criterion that was held by the previous employee. There will some gaps in the knowledge between the two and this is taken care of by training the new employee. It would not be advisable for the companies to wait until some gap arises during mid-project. The web based HRMS software identifies all such gaps before hand and creates a training plan that can be incorporated before the employee starts working. This prepares the new employee well and he/she can easily slip into the desired role and work in an uninterrupted manner with the team.

The best online HRMS software solution also helps in managing the resources that were used by the former employee. It re-allocates the required resources to the new employee and eliminates any chance of misuse or loss of the resources. Letting go of an employee can be quite saddening but welcoming a new one on the board is always pleasant. Every company should make sure that either phase is smooth for the employees, their teams and the company as a whole.

Handling Resignations


By HR-One Team
April 21, 2015

HRMS is a solution that comes across as being extremely useful to the company and mainly the HR department. Employees may find that HRMS makes it easier to track their attendance, payroll details and reimbursements. However, HRMS has one more feature that may instill a new-found respect amongst all the employees. Wouldn’t it be awesome if you could learn something through the web based HRMS software?

It has been proven that peer-to-peer learning results in a better learning experience. The employees greatly benefit from an environment that encourages them to engage with each other and exchange their knowledge of multiple business aspects with each other. When the company promotes this attitude within its employees, it will benefit in multiple ways. If you are wondering how a software solution can bring employees together in learning, well it is possible. HRMS connects all the employees and has several data points which facilitates in learning. Let us see how HRMS encourages peer-to-peer learning.

Many Faces of HRMS

HRMS is one of the best HR payroll management software solutions that are available in the market. This is where data of all the employees is stored and this can be used to determine how one employee can learn from the other. It encourages the employee learning in the following ways:

–          It makes skills and experiences visible

Every employee has different strengths and weaknesses. Usually the teams are made in a way that team-members complement each other’s strengths and weaknesses and form a strong union. However these days, employees show initiative to learn and work upon their limitations. HRMS stores data of every employee and enlists their fortes, skills and various competencies. Their project experiences are also mentioned. Initially, all this data was available just to the managers and senior management but the latest developments in HRMS support the visibility to all the employees as well. This makes it easier to peers to connect with one another and learn the skills from someone who is an expert in that field. Furthermore, HRMS has the ability to mine data profiles and suggest recommendations to employees, thus helping in engaging them and learning from each other.

–          Social HRMS appeals to the net-savvy millennials

Millennials are quite comfortable with the idea of using social media, websites and blogs. While some companies allow the use of social media, most are still wary of it fearing a loss of productivity. It can be quite a catch-22 situation for companies if they want to limit the social media usage but at the same time want their employees to milk its benefits. The answer lies in social HRMS which allows the employees to connect with each other on various social platforms and share their queries, thoughts and problems. Blogging is encouraged within the employees where they can write on their field of expertise and learn from others at the same time. This is quite an effective peer-to-peer learning platform. And the best part, it won’t harm the productivity in any way.

–          It provides platforms for social collaborations

The best HR payroll management software solutions support social collaborations. When an employee is working on a report, HRMS may provide him with important links and material. However, when one gets stuck during the process or is facing some problem while completing the report, they can use content that is created by their peers instead of sieving through the internet for finding the solution. This kind of social collaboration facilitates in peer learning and benefits all the employees.

Don’t limit your learning to the internet and various social media platforms. And let’s be honest, most of the times these two are more successful in distracting us through random games, videos and articles rather than helping us finish our work. So stop accepting candy crush requests and watching funny videos.

Take a break from those training sessions and turn to HRMS. Who knows, your colleague on a separate floor may end up sharing more learning that a session amidst various web pages. You also get a chance to share your knowledge with others. Showing off once in a while can be fun. On a serious note, utilize this web based HRMS software as a learning tool and expand your learnings.

Does HRMS encourage Peer to Peer learning


By HR-One Team
April 16, 2015

Asking questions is a good habit. Although a parent of a 3 year old who incessantly asks a million questions all day long would beg to differ. As a company who’s taking a plunge towards new software, it would be better to have numerous questions before implementation than afterwards. These questions serve multiple purposes. They help you answer your requirements as well as zero down on the vendor who can provide you excellent services.

If the vendors are unable to answers your questions satisfactorily, it would be time to move on to someone else. If they offer you exactly what you want and a little more than that, you have found your HRMS vendor. Some questions help you and your vendor to be on the same page, which is extremely important for a successful implementation.

The List of Questions

The web based HRMS software offers multiple features for various departments such as payroll, training, analytical etc. Each department has different requirements so the approach should be different. Asking the right questions to the vendors will greatly benefit however the same questions cannot be applied for all each of the categories. In this blog-post, let us focus on important payroll questions that you need to ask your vendors.

1)      Do your features and offerings address our requirements?

Having the best payroll management software in India would make no difference if its features do not match your organization’s requirements. Before approaching the vendors make a list of your exact requirements and try keeping as specific and detail oriented as possible. It will help the vendor understand your requirements clearly. You may include questions regarding individual features such as salary, tracking vacations and other paid leaves, tax returns, reimbursements, savings and loans, bonuses etc. See what the vendors have to offer and if they fulfill your requirements you can take the next step.

2)      How will the payroll data of the company be protected?

You may try to compromise on some feature or the other, but if there one aspect you should never compromise on and it’s the security. Payroll data should be protected at all times which is why you should understand how your vendor would approach this issue. Would the data be encrypted? Will they take a back-up of the data? What is their disaster recovery plan? How would a resigning employee’s data be handled? Is there protection against theft and hacking? Tackle every single security related question and do not settle for ambiguous answers.

3)      Which templates would they be providing?

The whole idea of having payroll HRMS is for the employees to have an easy access to their payroll details. However, if the details are in a template that none of them can understand, then the purpose of having web based HRMS software would be lost. Ask what kind of templates do they offer and check if those can be comprehended easily by the users. The employees should be able to understand all their payroll details such as the breakdown of salary, track their reimbursements and tax returns.

4)      Will their product integrate seamlessly with your existing accounting systems?

It is obvious that you an accounting system in place. You would need a product that can integrate well with it without raising any concerns. The updates should be compatible with the accounting system and the software should be accessible and automated easily.

5)      Can the solution cater to different tax requirements?

If your company has a global presence, it is obvious that different tax rules would be applied to different countries. Ask the vendors if their product can handle this issue without any problems. One tiny mistake and it could lead to legal hassles, which of course is not a pleasant place to be.

Make sure to check the stability, credibility and the support system of the vendor before making the final decision. Once you are totally satisfied with the vendor and their offerings, you can proceed to join hands with them. Don’t worry about sounding like that overtly inquisitive child who asks a question at every stroke of the clock. After all, these questions determine how your money would be spent, so make sure that it’s worth it. Get in touch with those who provide the best payroll management software in India and fire those questions.

5 must ask questions to your HRMS vendor


By HR-One Team
March 31, 2015

Technology has grown by leaps and bounds in the recent times. Its contribution to the business world has proven to be unparalleled. One of the latest avenues that is enjoying the fruits of technology is the HR department. Rewind a few years and you could see the HR professionals behind a piles of papers, putting in their best efforts to ensure smooth functioning of the HR processes. Communication was done in person, through memos. Slowly internet came into place, tasks and communication got leaner, faster and smoother. Then came the age of social media and everything changed overnight.

The term ‘Love it or hate it but you definitely can’t ignore it’ can’t be more accurate when it comes to social media. It has become the pivotal cog in the wheel, without which the ride could be quite bumpy. And of course, no one likes a rough ride. Human Resources has gained significantly with the boom of social media and it has transpired into HRMS as well. The best payroll management software has embraced social media and the results are nothing but favourable. Let us see some of them.

What does Social HRMS Bring to the Table?

A major transformation has been experienced in the field of communication. Social HRMS has brought in a layer of the much needed transparency as well. Recruitment has received a major transformation. Read on to know more.

–          Social HRMS has encouraged one to explored unknown avenues for recruiting: There was a time when job posting were advertised in newspapers or the existing employees intimated the news to their friends and family. The aspirants would walk in with paper resumes and the succeeding processes were dependent on paper too. HR-One’s social HRMS has changed this greatly. Today, employers can post recruiting details not just on their website but on various social media platforms such as LinkedIn, Facebook and Twitter.

It is not only faster but doesn’t cost a thing. A larger pool of people can be reached through these platforms and the chances of hiring the right person increases. Since the interaction starts through social platforms, you can be assured the candidate is familiar with the world of social media which is a must these days. You get exposed to great candidates and the hiring process becomes a breeze.

–          It has empowered the employees and given a voice: Companies are making their presence felt globally. Effective communication plays a major role in bridging the gaps that can be caused by global barriers. However, communication should not be limited to just the managerial positions. Through social HRMS, the employees get an opportunity to voice their opinions, queries and suggestions. It is possible to brainstorm, gather suggestions and put out questions on social platforms and forums and everybody can contribute to it. There is no limit to the number of people who can participate in such social interactions. When you empower the employees, you increase their morale and encourage them to collaborate with each other and produce great results every single time.

–          Information can be shared in real time: A couple of years back sharing information was not a fast process. Either the information was sent personally to the concerned people or the notification would be put out where people could come and read. There was a significant time gap between the information being put out and reaching people. Then slowly the information got shared through mails, thus increasing the pace. However, the best payroll management software brought an entirely different pace through social HRMS.

All the necessary information can be shared through multiple social platforms, thus reaching a large group of people at once. The notification alerts would ensure that the information in real time. If you want to share the experience of an event you are attending with your colleagues, you can put real time updates on platforms such as Twitter and numerous people can benefit from the real time information without being present in the event.

What are benefits of Social HRMS?


By HR-One Team