Transitioning to a paperless HR can be intimidating. However, in the end transitioning helps to save you time, money, and headaches. Follows these tips to keep your staff excited and your workload manageable, as you pull off the perfect transition.
Start planning in advance
The first step to a smooth transition is making it as gradual as possible. As soon as you’re sure you want to go paperless, announce this to your staff. Let them know the rough timeline. There may be some initial resistance to going paperless. When you plan the transition far in advance, you can talk through worries as they arise. Allowing ample planning time, allows you to detail every aspect of the transition. Don’t count on being able to find solutions in the moment. Going paperless is stressful enough. You don’t want to add to the stress, when things don’t go as planned. By planning carefully, you help to improve the efficiency of your system. Integrating programs on the fly doesn’t always result in your best work.
Talk up key updates
There are aspects of paperless HR that make even the most experienced administrator sit up and take notice. Digital signatures are becoming more and more widely recognized. Fortunately, it’s simple to add a feature like ECM to your paperless plan. Enterprise content management is flexible enough to conform to your needs. By putting exciting features like digital signatures, online web capture forms, and dynamic searches at the forefront of your conversations with staff, you boost their enthusiasm for the transition to paperless. Focusing on the features that have immediate payoff, helps ease people into paperless HR.
Stay mindful of deadlines and compliance
A paperless HR operates more efficiently. However, that doesn’t mean that mistakes are no longer possible. Some of the biggest stumbling blocks to businesses in transition is keeping track of their legal requirements. The clock is always ticking on things like I-9’s, performance reviews, and so on. You have to make sure that you keep them as long as you’re legally required to, but at the same time, you don’t want to add things to your database that you no longer need. Remember, staying on top of deadlines and compliance still remains a key factor to the transition.
Double check paperwork before phasing it out
Finally, one last tip on a smooth transition to paperless HR is to double check every physical form before phasing it out. Set up a timeline for getting rid of your backlog of files and work a little at a time to ensure that you’re not throwing out valuable assets. A lot of paperwork will be hitting the shredder once you transition to a paperless HR. Be sure to double check everything on the way out.
Planning is your best tool for transitioning to paperless HR. Start planning ahead of your implementation schedule. Get your staff involved. Find your new ECM features that are going to make their lives better and talk them up. Finally, make sure you’re really done with every piece of paper before you get rid of it.
Contact Team Solutions Group to find out more!