5 HR Software Benefits and 4 Tips on How to Use it Successfully

10 August 2022
Recruitment Obstacles


What is HR software?

“Also often referred to as Human Resources Information Systems (HRIS) and Human Resources Management Systems (HRMS), it’s a software built for streamlining and automating your Human Capital Management (HCM) processes in one database” defines Emily Watson.

With industry standards and government regulations constantly evolving, HR professionals can quickly struggle with time management and motivation. This is why using HR software is critical for every company: by minimizing repetitive HR tasks, the team has more time to hire the best talent and engage and manage employees, eventually resulting in achieving the organization’s business objectives.

”The role of a good HR software is to save time, cost, and efforts to help organizations manage their day-to-day tasks.” claims Erna Clayton. Using HR software leads to a long-term productivity increase within the HR department but also the whole organization.

Let’s discover the benefits of using HR software, and how to implement and optimize it.


What are the benefits of using HR software?

According to Finances Online, “The top benefit of HR software is that it can help your HR department achieve its goals and objectives through streamlining administrative processes and leveraging their tasks such as the recruitment, training, and maintenance of your workforce. Generally, the solution helps improve HR productivity and efficiency.”

Here are the benefits of using one according to them:

  1. Overseeing your employees
    HR software allows you to keep track of every aspect that’s required to plot your employee’s career development plan. This includes gathering information about their performance on training courses, keeping a record of each employee’s points for development, and conducting appraisals regularly.

    You can also assure that the data from appraisals are stored properly including details on the topics you’ve covered, the goals you set, and the feedback received. This improves your employee’s morale by giving them objectives to aim for and making them feel engaged with your company.

  2. Monitoring leaves and absences
    As one of the most time-consuming aspects for HR managers, a good HR solution can help you efficiently manage absences and leaves. It simplifies and automates the way you plan for the holidays, keep track of each employee’s remaining leaves, calculate pro-rate entitlement, and handle holiday requests.

  3. Seeing data at a glance
    An HR system collects data and lets you access it anytime and anywhere you need it. The data is available at a glance and you can view and retrieve them with only a few clicks. This enables you to deeply drill into the analytics of the data which are relevant for identifying trends and spotting problems. It’s a feasible solution that relieves you from the mess of having a paper-based system with file cabinets and information that’s difficult to reiterate and extract from memory.

  4. Securing data management
    By storing vital data in the cloud through your HR system, you can prevent unauthorized people from getting their hands (and eyes) on information they’re not allowed to see.

    It also gives you full visibility on who viewed what information and when. Since it’s saved on your computer or mobile device, you won’t risk your files from physical catastrophes such as fire or flood. Additionally, it enables you to have a paper-free office as you no longer have to print documents, policies, handbooks, and training manuals.

  5. Saving time and improving productivity
    ​​Automation through HR systems reduces the time and effort it takes to complete each task. When you receive a holiday request from an employee, you no longer have to go through spreadsheets to look for the complete information on the employee’s request status. It helps you be more efficient and productive with your work management regardless of the number of employees you handle.

How to choose the right HR software for your company

Considering the vast choices of HR software in the market, it can be hard to narrow down your options and pick the right one. According to Entrepreneur, here are the features you need to look for:

  1. Cloud platform
    With the possibility to access it from anywhere with any device, choosing a cloud software platform is particularly relevant in a remote or hybrid work environment.

  2. Self-Service Features
    Put the power in the hands of your employees by offering a centralized portal that employees, managers and HR can all access. The features include options as days off requests, payroll details reviewing, etc. It will inevitably free some considerable amount of time for the HR department, and every manager.

  3. Scalability
    Make sure the software you choose will be able to follow your company’s growth. Will the highest upgrade be enough to cover your company’s staffing objectives in the future?

How to successfully implement the HR software you selected

According to Arcoro, “Successful HR software implementation is critical to realizing a return on investment in the solution. To help you avoid the many hurdles and pitfalls that companies experience when implementing their HR solutions, follow these four tips:”

  1. Engage with key stakeholders
    Whether you need your people to update their personal information, embrace a new workflow system, or submit time cards online, your system’s success relies on effectively engaging stakeholders and developing a communication strategy to obtain early buy-in.

  2. Implement a high-quality system
    Take a broad view of your requirements and narrow it down to the features you need. First, security is paramount since the system needs to process confidential and personal data. There’s little margin for error when it comes to data security, so you need software that includes the highest levels of encryption and transfers data securely.

    Another key to the HR software’s effectiveness is the accurate processing of your employee data. If the system is prone to any system or human errors, there could be disastrous results. It is essential to have a solid testing procedure to ensure that you input data correctly into your new system.

  3. Narrow your scope of implementation
    A robust implementation and onboarding team can identify the problems early and ensure that the project stays on track. The team helps you implement only the software necessary for your organization by defining the modules in scope.

    Additionally, they allow you to document your organizational goals and prioritize your requirements when selecting HR software.

    A structured, professional implementation prevents you from agreeing to unnecessary work, which could raise costs and cause delivery delays.

  4. Have a realistic timeframe
    Having a realistic timeframe is critical for the successful implementation of your system. Failing to establish or stick to your timelines could mean that essential items like staff training or testing suffer as you push to get the system live.

    A rushed project comes with several risks, such as pushing to cut corners, leaving key staff out of the implementation, or unrealistic “go-live” dates. Realistic timelines allow for comprehensive engagement with stakeholders, in-depth HR software testing, and a well-planned training schedule.

Tips to improve your HR software

Even if you have been using the same HR software for many years, it’s crucial to regularly review the way you are using it. A software update with new features, a new company policy, a new regulation, a new functionality, new hires, etc. There could be a lot of reasons why you need to rethink and improve your HR software use.

IT Chronicles gives us some tricks to help make sure you are using your new software properly:

  1. Train HR Employee
    Before initiating the discussion, don’t forget a software is run by manpower. Therefore it is essential to teach the employee about the usage of HR Software. Technology has a Tit for Tat formula, the way you procure things the same way it will reciprocate.

  2. Examine software’s features
    How important it is to gauge the features before we proceed further because to execute the process we need to make sure of the features we have in our Software. Choose a solid communication tool in your system so as to save things from time consuming.

  3. Feed appropriate data to your software
    Storing the right data is very important in improving HR Software because it leads to view proper insights with productivity, talent and goal oriented discussions.

  4. Secure your Software
    To avoid breaching any private information, it is necessary to secure your software. The software includes people’s data, company’s technical information and much more crucial e-documents.


What HR software are you using, and why? Tell us in the comments section below.  

Have more to say? Start a conversation in our forum to share your thoughts with other professionals in this community.  


Other The 17th Floor articles you might find interesting:

E-Payroll: Benefits, Cost-Savings & Top 10 Vendors
How HR Automation Cuts Costs and Expedites your Business
7 Massive Advantages of an Automated Payroll System

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1 Comment

Corrina Kay
Corrina Kay
September 14, 2022 at 15:38

Excellent article – well written luv the suggestions

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