Top 5 Automation Features of an Effective HRIS

Are you looking for ways to improve your data quality and accuracy, security and compliance, employee experience and satisfaction, productivity and efficiency, performance and outcomes, growth and scalability? If yes, you need to automate your HR processes with an effective HRIS. Read on to find out how.

HRis essential for any business, as it handles the most important resource: people. But HR tasks can be hard, slow, and risky, especially with manual or old methods. That’s why many businesses use HRIS to make their HR work easier and faster. An HRIS is a system that stores and utilizes employee data from various units. It supports HR staff in performing their tasks more effectively and increases employee satisfaction.

With HRIS, HR leaders can manage and optimize their HR processes. But not all HRIS are the same. Some have more functions and features than others, and some suit certain needs and situations better. In this article, we will look at the top 5 automation features that a modern HRIS should have, and how they can benefit your business.

Challenges faced by HR managers

HR managers often encounter a range of common challenges and pain points, such as:

• Manual and repetitive tasks: A lot of paperwork and administrative tasks that are tedious, time-consuming, and error-prone. According to a study by Gartner, intelligent automation is expected to drive a 10-15% increase in productivity in HR operations by the end of 2023. This can affect their efficiency and effectiveness, as well as their satisfaction and motivation.
• Data inconsistency and duplication: Multiple sources of data can cause data inconsistency and duplication, affecting data accuracy and reliability, and hindering communication and collaboration.
• Compliance risks and errors: Various laws and regulations can be challenging and complex to comply with, resulting in fines, penalties, lawsuits, or reputational damage.
• Low employee engagement and retention: Limited access to HR information or lack of attention to employee needs and feedback, affecting employee engagement and retention, and performance and productivity. According to Zippia, companies with the highest rates of employee engagement are 21% more profitable than their peers.

Reason to automate now

Given these pain points, it is clear that HR managers need to automate their HR processes as soon as possible. Automation can help solve these pain points by:

• Saving time and resources: Less manual and repetitive tasks, and lower costs of paper-based or legacy systems. 
• Improving data quality and accuracy: Centralized and consistent data management, real-time data access and visibility, data security and privacy.
• Ensuring compliance and security: Automated calculation of taxes, deductions, benefits, etc., automated reports and documents, regular compliance monitoring and auditing, data encryption or access restriction.
• Enhancing employee experience and satisfaction: Self-service portals, faster and smoother communication and feedback, and personalized and customized HR services.

Automation is not only beneficial for HR managers but also for employees and the organization as a whole. Some of the benefits of HR automation are:

• Increased productivity and efficiency: Faster and better task performance, fewer errors and delays, higher output quality and quantity, higher satisfaction and motivation.
• Reduced costs and risks: Lower need for paper-based or legacy systems, lower costs of printing, postage, storage, maintenance, etc., lower fines, penalties, lawsuits, or reputational damage.
• Improved performance and outcomes: Valuable insights and analytics for informed decisions and HR strategy alignment, higher employee engagement and retention, better talent attraction and retention.

Top 5 automation features of an effective HRIS

Now that we have established the importance of automation in HR processes, let’s look at the top 5 automation features that an effective HRIS should have. These are:

Employee self-service

A feature that allows employees to access and update their own HR information.

• Saves time and effort for both employees and HR managers
• Improves data accuracy and transparency
• Empowers employees to take charge of their own HR needs and preferences
• Boosts employee engagement and satisfaction

Recruitment management and onboarding

A feature that streamlines the hiring and onboarding process by integrating with various sources and automating the paperwork and notifications.

• Reduces the time and cost of recruitment
• Improves the quality and diversity of candidates
• Enhances the candidate and new hire experience
• Increases candidate and new hire confidence and loyalty

Goal setting and performance management

A feature that enables employees and managers to create, track, and manage their goals effectively, and to conduct 360-degree reviews, combining qualitative and quantitative data from self, managers, and peers.

• Empowers employees to take charge of their professional growth by setting, tracking, and reaching their objectives with ease.
• Improves collaboration and alignment between teams by allowing cross-functional teams to review their project team performance independently from their reporting line
• Works with other parts or outside systems to make the goal and performance management process easier and faster
• Makes employees happier by fostering a culture of transparency and growth, and providing timely feedback and recognition

One example of an HRIS that has strong goal and performance management modules is Grove HR, an online HR software that helps SMBs manage their employee performance effectively.

• Grove HR's goal management feature allows you to set up clear and measurable goals, regularly update goal status, and align your goals with the organization’s objectives.
• Grove HR's performance appraisal module allows you to schedule reviews ahead of time, monitor your review process with a performance dashboard, and assign a moderator role to ensure fair and impartial evaluations.
• Grove HR feedback feature allows you to give constructive and instant feedback to your employees, and recognize their accomplishments.
• Grove HR's mobile-first feature allows you to conduct performance reviews conveniently on the go.

Attendance and schedule management

A feature that tracks employee attendance, schedule changes, absences, etc. and integrates with payroll, accounting, etc. to ensure accurate payments.

• Reduces the administrative burden of managing employee time and attendance
• Improves employee productivity and accountability
• Enables flexible work arrangements, such as remote work or shift work
• Accommodates employee needs and preferences

Analytics and Reporting

A feature that generates insightful reports and dashboards based on employee data, performance data, recruitment data, etc. to help HR managers make informed decisions.

• Provides a comprehensive and holistic view of the HR situation and performance of the organization
• Identifies trends, patterns, gaps, or opportunities for improvement
• Enables data-driven decision-making and strategic planning for HR managers

How to choose an effective HRIS that automates your HR work

An effective HRIS can improve your business by automating your HR work. By choosing the right HRIS, you can save valuable time and resources, elevate data accuracy, and enhance employee satisfaction and productivity, all while mitigating costs and risks. 

An efficient HRIS can enhance your performance, help you achieve goals, and drive business growth. However, it's important to note that HRIS systems can vary in features and suitability for specific needs or situations. Therefore, it is advisable to explore and compare options before making a selection. Take time to assess and choose the HRIS that best aligns with your requirements.

Some tips or best practices for choosing an effective HRIS are:

• Identify your current pain points and goals in your HR processes
• Evaluate your budget and resources available for implementing an HRIS
• Assess your technical requirements and capabilities for using an HRIS
• Solicit feedback and input from your stakeholders, such as employees, managers, or IT staff, on their needs and expectations from an HRIS
• Review the features, benefits, costs, and reviews of different HRIS options in the market
• Request a demo or a free trial of the HRIS options that interest you
• Compare the pros and cons of each option based on your criteria