Blog

13 October 2021

How paperwork is holding organisations back.

Image
Man stressed about paperwork

The resistance to digital transformation has held back many organisations from simplifying processes and reducing costs. The mentality of 'If it isn't broke, why fix it?' is causing organisations to stay stuck in the past, increasing costs and leaving them at risk of human error.

Digital transformation and new technology within HR and payroll not only helps keep your employees connected but can attract the digitally savvy generation to your organisation.

Ensuring you have the correct tools in place to make your workers' admin simpler gives them more time to focus on the job at hand. By providing online training and development tools, digital timesheets and job sheets, all run by automated processes, you can help remove the admin frustration of your employees at work. Keeping them engaged and satisfied is crucial for retaining your employees. With the UK average turnover rate at 15% a year according to Monster, it could cost organisations over £150,000 a year - and that doesn't factor in how long it can take to find skilled workers in the current market. So can you really afford not to digitalise your admin?

Drowning in paperwork

Admin 

Admin and paperwork can take up a lot of an employee's time. According to HR News, supervisors admitted that their available working time had halved due to various meetings and admin tasks, which leaves very little time to manage the performance and safety of their teams. This can lead to disastrous problems within any industry, such as health and safety failings, compliance breaches, and unhappy customers, affecting an organisation's reputation. 

Job Sheets 

Paper job sheets cause employees hassle and stress as it can't be edited and changed once they have been written, meaning employees have to complete a new sheet every time anything changes on the job or if they enter anything incorrectly. This doubles their time spent completing admin tasks rather than focusing on the job at hand.

Timesheets 

Previous research found that over 30% of organisations are still using paper timesheets, which can lead to unnecessarily spending an extra £1,500 a year per employee compared to digital versions. Not only is this an expensive and time-consuming task, but it can also lead to employees making fraudulent timesheets resulting in time theft. Employees can fill out their timesheets just in time for payroll whether that is weekly or monthly. This can lead to them having to remember start or finish times, days when they worked overtime, and days when they left early. When employees add in a few hours here and there, even by accident, they start to add up over the year. 

Training 

Not only do managers get bombarded with paper admin daily for ongoing jobs and projects, but training new starters and reskilling employees also requires a considerable amount of admin, sometimes resulting in employees not getting the correct training before they start a job. In some industries, this means employees are more prone to workplace accidents due to inadequate preparation. 

How can digital platforms remove your paper nightmare? 

Using an integrated workforce management system as part of your HR and payroll solution supports your managers with rostering, automated timesheets, absence management, training and development, and processing flexi-time and TOIL, helping to reduce the administrative burden your managers face, so they can focus on their team and their performance. 

With more and more employees having smartphones, they can access a wide range of websites, apps, and tools at a click of a button. Why should HR and payroll be any different? 

Our HR and payroll solutions not only reduce the burden of paper admin but help increase accuracy, organisational resilience, and flexibility. Our workforce management systems are available as part of an integrated HR and payroll solution, allowing you to create and edit rosters, use digital clock-ins to analyse your planned work times with actual time worked, and automatically send this information straight to payroll - no need to enter data into multiple systems! Our solutions ensure your payroll is accurate and always delivered on time no matter an employee's wage or location, whilst keeping everyone connected, making it easier to manage your workforce. 

Keep employees engaged and productive with our solutions, including the only integrated HR and payroll platform on the market to include social, collaboration, and communication tools alongside the standard HR and payroll features you need. You can get rid of multiple platforms and reduce your workload. Our solutions are available via mobile, tablet or desktop 24/7, meaning employees can communicate with each other from anywhere at any time. With a great user interface, it's easy to use and requires minimal training for employees, meaning it can be easily implemented into your organisation. 

Our iTrent Learning Management System (LMS) uses auto-enrolment features so you can define your criteria for enrolment and the system will automatically invite and enroll any employees that fit the criteria set by you. Our system also highlights single points of failure, where only one person holds critical knowledge on a particular topic or process. Using our LMS we can help train and develop your employees in an online environment without the pain of admin. We have thousands of courses to choose from, all in one place, including health and safety, compliance, management and many more. Ensuring there is always someone with training in every area of your organisation. 

Ellena Frost

Ellena Frost

Ellena is a Field Marketing Manager at MHR.

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