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HR process improvement: How to optimize people operations
Whether you own a small business with a handful of employees or a large organization with several locations, human resources (HR) is one of the most important aspects of running a business. Your HR department is responsible for employee onboarding and training, resolving employee conflicts, and ensuring payroll and benefits are in order.
HR teams have many responsibilities, and each HR process is unique. Finding ways to make these processes more efficient is a key part of maximizing your HR team’s effectiveness. From following HR automation best practices to setting up a centralized knowledge base, there are numerous ways to enhance your HR processes.
To maximize your HR team’s potential, start with HR process improvement. Discover how you can help your team work more efficiently with HR process improvement.
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What is HR process improvement?
HR process improvement involves optimizing HR processes, such as hiring, onboarding, and payroll, to save time and money. For example, a streamlined onboarding workflow helps you quickly onboard new employees, so they can begin working immediately. Payroll and benefits processes can also be automated to save both time and money.
Optimizing HR processes is crucial for making your HR team more efficient and allowing you to complete tasks faster. This also helps guide your long-term HR strategy, as you have a framework for optimizing processes and a collection of streamlined workflows to leverage.
The importance of HR process improvement
Friction is one of the biggest concerns in HR. When you’re not managing incoming requests or streamlining repetitive tasks, it can lead to friction between teams, employees, and systems. For example, an outdated portal or poorly designed HR software can make it difficult for employees to submit requests or for HR managers to respond to them.
The more you can reduce friction in the workplace, the more time and money you’ll save. When you use Jira Service Management for HR support, you have a centralized portal for employee tickets, allowing IT and HR teams to work together seamlessly.
Benefits of HR process improvement
Whether you’re just starting to build an HR team or looking to optimize your existing processes, HR process improvement can help. Learn more about the key benefits of HR process improvement.
Improved employee experience
When employees need an issue resolved or an answer to an important question, they expect your HR department to deliver. HR managers are expected to quickly resolve employees’ requests so they can continue working and feel supported. When responses are delayed or HR is unable to solve a problem, it negatively impacts your employees and their perception of the company. HR process improvement is a crucial component of employee experience management, ensuring employees have a positive view of your company.
Increased productivity
HR process improvement involves streamlining processes to make them more efficient, resulting in increased productivity. Automating tasks is a simple way to save time, but productivity also increases when your HR and IT service management (ITSM) teams can work together to resolve employees’ issues.
Reduced errors and risk
When your HR team has a simplified process they can follow for each task, it reduces the risk of human error. The goal is to create standardized processes for every task your HR team is responsible for, including hiring and onboarding, payroll and benefits, and conflict resolution.
Automation also plays a crucial role in reducing the risk of errors. People can make math mistakes and typos, impacting payroll and other key services. When you automate repetitive tasks, you’re saving time while eliminating the risk of human errors.
Better decision-making
Data is an essential part of HR service management (HRSM). HR process improvement involves optimizing the way you log and track HR requests, resulting in cleaner data that provides better insights into your HR needs. You can use this data to make informed decisions based on your strengths and weaknesses in HR.
Challenges in HR process improvement
Learning how to improve HR processes is relatively straightforward, but it has some challenges. Outdated tools can make it difficult to optimize HR processes, indicating that it may be time to upgrade your HR software to streamline your workflows.
Even if you do upgrade your software and implement HR automation tools, it’s not uncommon for HR teams to resist change. If your HR team is having a tough time getting up to speed, training and education can help them learn how to use new technology to streamline HR processes.
There’s also the issue of buy-in in some cases. Some people prefer to do things the old-fashioned way, and they may be hesitant to use new technology. It’s important to train employees how to use new technology and address any questions or concerns they may have.
Acknowledging these issues is the first step toward optimizing HR processes and moving forward toward a better future.
Signs your HR process needs improvement
If you’re not sure if Jira Service Management is right for you, look for warning signs that your HR processes need work.
Inconsistent onboarding is a clear red flag that indicates it’s time for an update. If you’re having trouble onboarding employees within the same timeframe and ensuring they have the necessary resources, that’s a problem.
Employee complaints and frequent delays in response times can also be a sign that your HR processes need improvement. Use measurable metrics, such as average response time and the number of complaints per week or month, to audit your HR processes.
Steps to improve your HR processes
Jira Service Management is a simple way to improve your HR processes, but it’s important to follow the right steps for success.
1. Audit existing workflows
The first step is to audit your existing workflows. Look for areas where you need to improve, whether you’re having trouble streamlining the onboarding process or you’re not responding to customer complaints in a timely fashion. Use measurable metrics to identify areas for improvement.
2. Set measurable improvement goals
Once you’ve identified what you need to improve, it’s time to set goals so you have something to work toward. Your goals should be easy to measure with a solid metric, such as average response time for employee complaints, the number of payroll mistakes over a specified period, or the number of complaints you receive from employees.
Setting achievable goals is key, but keep in mind that obstacles may arise along the way. Keeping track of your progress can help you identify and resolve roadblocks over time.
3. Leverage HR tools and automation
If you’re not using HR software or other tools to streamline your HR processes, you have a lot of room for improvement. HR automation tools are a great way to automate routine tasks, such as payroll and paperwork.
With Jira Service Desk, you can easily log and track employee complaints to make sure you’re resolving each case as quickly as possible. Look for tools that can easily integrate with your existing processes and ensure your HR team has sufficient time to learn how to use them.
4. Standardize processes
Even if you’re not automating processes, having a standardized set of steps HR managers can follow is a big help. Standardizing each process isn’t just a great way to save time, but it also helps improve consistency. When your HR team follows the same standardized workflow over and over, you can be confident they’re doing things in a consistent manner.
5. Train HR teams and stakeholders
When transforming your HR department and integrating new tools, it’s essential to provide education and training for both HR teams and stakeholders. Everyone should have an opportunity to learn how to use your new HR system, whether you give a presentation or offer online training.
HR process improvement examples
Looking at HR process improvement examples can help you gain a better understanding of why HR process improvement is so important.
Let’s say you’re having trouble responding to and resolving employee tickets in a timely manner. Adopting HR service desk software and establishing a standardized process for responding to tickets can help your HR team respond more efficiently.
Improving these processes not only creates a stronger HR department but also saves you time and money. HR process improvement also helps increase employee satisfaction, so you don’t have to deal with constant turnover.
Best practices for HR process improvement
HR process improvement isn’t rocket science, but following some best practices can help you get the most out of your HR overhaul.
Start small by optimizing a handful of frequently used processes. Once you’ve optimized a few processes, gather feedback from your HR team and employees to determine what changes are needed and how to go about them. You should review processes regularly to make sure everything is up to date and continuously optimized.
Drive HR process improvement with Jira Service Management
Streamlining HR processes is one of the best ways to build a stronger HR team, and it all starts with having the right resources. Jira Service Management makes it easy to improve your HR processes with a dedicated help desk and automation tools.
Using the HR service management template in Jira helps keep your HR workflows organized, allowing your HR team to save even more time. With Jira Service Management, your IT and HR teams can work together seamlessly to provide the best service to your employees.
Learn more about Jira Service Management and how it can help you drive HR process improvement.
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