7 ways to optimise HR systems

Here, an HR professional with over 20 years of experience presents seven key strategies businesses can implement to optimise their HR systems to foster a better employee experience.

In the ever-evolving business landscape, organisations are increasingly acknowledging the imperative to refine their HR systems to ensure that they enhance the overall employee experience.

Sharna Peters, the chief people partner and co-founder of HR consultancy Shilo, stressed the importance of implementing such systems: “Optimising HR systems is crucial for enhancing the employee experience as it streamlines processes, reduces administrative burdens, and provides a more intuitive interface for staff.”

She also articulated how establishing HR systems that are “user-friendly and efficient” presents numerous benefits to employees, including “employees can easily access important information, manage their own data, and engage with HR services more effectively. This leads to higher satisfaction, improved productivity, and a more positive workplace culture”.

She said: “Additionally, well-optimised systems enable HR professionals to focus on strategic initiatives rather than being bogged down by routine tasks, ultimately benefiting both employees and the organisation.”

To assist businesses in optimising their HR practices, Peters delineates seven strategic approaches that can be adopted to improve HR operations and employee satisfaction effectively.

Implement user-friendly interfaces – “Ensure HR systems are intuitive and easy to navigate, minimising the learning curve for employees. A user-friendly interface reduces frustration and encourages engagement, allowing employees to quickly access information, submit requests, and manage their profiles with ease,” she said.

Automate routine tasks – “Automate repetitive HR processes such as leave requests, payroll, and performance tracking. Automation reduces administrative burdens, decreases the likelihood of errors, and frees up HR professionals to focus on strategic activities that enhance the employee experience.”

Enhance self-service capabilities – “Provide employees with robust self-service options, allowing them to manage their personal data, update details, and access HR resources independently. This not only empowers employees but also speeds up processes and reduces the workload on HR teams.”

Integrate with other systems – “Ensure that HR systems integrate seamlessly with other business tools and software, such as finance and project management systems. Integration enhances data accuracy, improves efficiency, and provides a cohesive experience for employees by consolidating information in one place.”

Use data analytics for personalisation – “Leverage data analytics to tailor HR services and communications to individual employee needs and preferences. Personalised experiences, based on insights from employee data, can improve engagement, satisfaction, and retention.”

Provide mobile access – “Implement mobile-friendly HR systems to allow employees to access HR services and information from their smartphones or tablets. Mobile access ensures employees can manage their HR tasks conveniently, whether they are in the office or working remotely.”

Regularly update and train – “Continuously update HR systems to incorporate new features and improvements, and provide regular training for employees on system functionalities. Staying current with technological advancements and ensuring employees are well informed can enhance system utilisation and overall user satisfaction.”

By adopting these strategies to optimise HR systems, Peters said, they can profoundly enhance business outcomes “by enhancing operation efficiency and employee satisfaction”.

She added: “Overall, these optimisations foster a more agile, responsive, and effective HR function, contributing to better organisational performance and competitive advantage.”