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Keeping employees happy and engaged starts the day they walk through your door for that first interview. For HR, streamlining onboarding and minimizing paper-heavy processes can not only set a great first impression; it can improve an employee’s experience and satisfaction with your company for the long haul.
An Enterprise Content Management (ECM) system is designed to help organizations streamline workflows, improve efficiencies, enhance data security and reduce frustrating paperwork. It also can help you foster a collaborative and engaging culture with employees to improve your retention efforts.
Let’s look at a brief overview of how ECM works and how it can help.
Many HR professionals recall the days of sifting through file cabinets full of documents, trying to remember where certain records were kept. For example, an employee form could be stored under his or her personal file, in a separate compliance folder or in a pending folder requiring further action and follow-up. Depending on an individual’s rationale and personal filing system, those forms could end up anywhere, making it impossible for others to find them and posing potential compliance violations.
ECM software provides a consistent way for organizations to digitally store, track and manage all their documents, including images, financial records, emails, HR forms, employee records and other content. Defined workflows and rules-based processes ensure consistency and collaboration across departments, secure access and quick retrieval.
An ECM system helps reduce worker frustration, increase productivity, improve retention and provides a host of other benefits.
It’s disappointing when an opportunity to snatch an ideal candidate slips through your fingers. When there’s a labor shortage and other companies are vying for your candidate’s attention, decisions about hiring need to be made quickly and efficiently. Because multiple individuals are involved in the hiring and onboarding process, it can tend to be dragged out, but with an ECM solution, the process can be streamlined and visibility among all participants is possible.
The software can even monitor steps in workflows and send alerts when actions are due by each party. Once hired, a new employee can initiate onboarding paperwork from home before the start date to get most of the administrative tasks done ahead of time so he or she can hit the ground running on day one and feel like a contributing team member faster.
Let’s face it, most employees show up at HR’s door when there’s a problem and, by the time they get there, frustration has likely already mounted. The last thing they want to hear is, “I’ll get back to you.” Addressing employees’ questions or concerns quickly and accurately helps them feel valued and minimizes frustrations, and an ECM system makes information available at the click of a mouse. The latest ECM systems also leverage voice assist and artificial intelligence to get you the answers you need more easily, similarly to how IBM’s Watson famously provided answers at lightning speed when it beat Ken Jennings on Jeopardy!
Storing sensitive employee data on paper has inherent security risks, and having to explain to an employee how and why their personal identifying information ended up in the wrong hands could have serious and devastating consequences, and could lead to litigation. A paper filing system simply isn’t sufficient in today’s business landscape, and when Department of Labor (DOL) auditors show up at your door, they’ll likely discover multiple compliance violations due to inadequate recordkeeping and privacy controls. Keeping employee data in an ECM system provides an extra layer of security, ensuring that only authorized users can gain access.
Providing your HR team with the tools they need to effectively do their jobs not only improves the satisfaction of workers in the field or on the floor; it also improves HR’s attitude toward their own work and your company. If they feel like they are ill-equipped to fulfill their purpose of serving and caring for the entire employee population and are continually frustrated by broken processes and inefficiencies, there’s a good chance they may seek employment elsewhere.
Just as retaining existing customers is less costly than acquiring new ones, the same principle applies to your workforce. With the labor shortage being a painful reality for many industries, employee retention becomes an even greater priority to ensure profitability.
There are many other areas of business where ECM’s functionality can improve efficiencies and lead to better results. To learn its full capabilities and to see if it’s the right solution for your business challenge, contact the Gordon Flesch Company for a no-cost consultation and evaluation.