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To optimize and simplify processes, more and more companies use HR software. But what do they actually do?
HR software is a solution or platform generally deployed in companies that want to simplify, digitize, or even automate some of their HR processes using specific features and modules related to human resources.
This tool ensures the smooth management of many tasks, from simply requesting time off, for example, to maintaining training schedules, as well as the full management of payroll and team absences within the company through dedicated modules.
Ultimately, HR software helps human resources teams manage their daily tasks more efficiently by centralizing all resources, information, and other data (recruitment, job performance, absences, leave, etc.) in a single integrated system.
For decades, companies have relied on the expertise of the human resources department to ensure that all administrative work and onboarding are handled perfectly through effective HR management. And during all that time, these people never really needed to use dedicated software.
So why use an HR software solution or an HRIS today?
In an (almost) all-digital age, it is essential for teams to have all the digital tools they need to stay competitive. Two examples alone explain the need for a digital HRIS solution or platform to support day-to-day management:
While digital is not meant to replace people (at least not in the context of HR management software), it does make it possible to optimize management processes. Some repetitive tasks, such as data entry, can be automated.
Human errors are reduced thanks to these automated management tools (although checks are still needed), saving time on time-consuming tasks. This makes it possible to focus more on higher-value issues.
HR software may aim to simplify the management of payroll, leave, or even the submission of sick notes. But some HRIS tools, such as the intranet or the digital workplace, go even further by centralizing absolutely all the information and data employees may need.
It is even possible to broadcast messages or news to all members of the company or to specific groups, such as the marketing team, the sales team, or only the CSM (Customer Success Management) team, thanks to HRIS employee management tools.
Similarly, these HRIS tools generally include a DMS (electronic document management system) or document library that centralizes all documentation, training, and other company information and data. A document library accessible to everyone, at all times.
HR software is not complex to use. Fairly basic, these HR management tools are accessible even to people who are less comfortable with technology in general.
They often come with a mobile app (or web app) that makes HRIS tools accessible on both computers and smartphones. As a result, a remote employee or a traveling salesperson can easily log in to access all the information they need, as long as they have an internet connection.
There are two main types of HR management software on the market, each offering different features and tools:
As mentioned above, specialized HR software tools target only one segment of the human resources field. You can therefore turn to a solution specialized in employee onboarding, payroll management, leave management, and so on. The available features will then relate exclusively to that area.
Conversely, HRIS software (Human Resources Information System) is a much more comprehensive solution, making it possible to manage absences, sales teams' expense reports, paid leave requested by teams, pay slips, and many other features.
Some of the most comprehensive HRIS software on the market also make it possible to manage pre-boarding, onboarding, and even offboarding, supporting teams throughout their professional journey within the company. Finally, they offer features for creating documents, charts, and more.
Digital workplace, intranet, or enterprise social network… While this type of solution is not specifically dedicated to HR, these products are particularly well suited to the human resources field. They make it possible to centralize a wide range of uses (payroll, leave, communication, project management, DMS, etc.), offering many possibilities to the teams in charge of onboarding new talent, managing payroll, or sharing information about training, team building, medical appointments, and much more.
There is a fairly large range of HR software on the market. This raises the question of how to choose the HR management tool best suited to your company's needs. Getting it wrong can cost time (you have to find a new solution) and money (on top of paying a subscription for a tool that doesn't work for you, you also have to make up for its missing features).
The first crucial step in choosing HR software is to carry out a complete audit of your company's current and future management needs. This includes identifying the HR processes that could be improved or automated with a digital solution or tool. By understanding your needs precisely, you'll be able to select software that offers the most relevant features for your organization.
Effective HR software must not only meet your company's functional management needs but also offer a pleasant user experience. Interface customization, integration of your visual identity, and ease of use are essential factors in ensuring fast adoption and optimal use of the tools by your teams.
Make sure the HR software you choose integrates easily with the other management tools your company already uses, such as payroll systems, ERPs, or internal communication platforms. Good integration with HRIS tools centralizes all data and makes exchanges between departments smoother.
The first thing to do before choosing HR software is therefore to carry out a complete audit of your company's current situation and real management needs. This audit will give you a solid foundation on which to base your thinking. Here are some questions that can help guide you:
Based on the observations made during your management audit, you can then determine whether you need specialized HR software or a more comprehensive HRIS!
Once your needs are identified and understood, you can start looking for a solution. List all the HR management software that seems able to meet your needs, and study customer reviews, features, and pricing. Then draw up a shortlist of HR software.
To be even more efficient, you can use scoring, awarding one point for each feature or management criterion, and so on. You then get a kind of ranking that already gives you an overview of the market players that could meet your requirements.
Based on your scores and after discussions with your HR director, you can move into the testing phase. Contact the sales teams of each HR software or HRIS on your list, talk with them, and schedule a demo.
HRIS sales teams are generally quite responsive and will offer you a slot within 3 to 5 days to present the tool, its back office, its features, and how it works.
Here are a few questions you might ask during your meeting:
After the testing phases comes the decision phase. If one HRIS tool stands out, you can choose to deploy it within your organization, in agreement with senior management, which may in fact be the sole decision-maker. If all goes well, the onboarding and CSM teams of the chosen HR software vendor will create an account for you and onboard you.
If you are an SME or even a large enterprise, an account will likely be created for all your teams, especially if you opt for an intranet or an HRIS solution, for example. You therefore need to support all your teams through training sessions, enabling them to take ownership of the HR management tool so they can use it optimally to submit leave requests, retrieve documents (pay slips), and more.
An all-in-one solution that supports employees throughout their time at the company, Wobee is one of the most comprehensive HR software tools on the market. By implementing it as an HRIS tool within your organization, you'll be able to manage different stages of the employee lifecycle, such as pre-boarding, onboarding, crossboarding, reboarding, and offboarding.
Among the many features available, you'll be able to optimize the management of your HR processes by simply tracking your KPIs from a customizable dashboard. Our solutions are white-label: you can add your logo, your content, your colors… For an HR management platform that looks like you!
Finally, our HRIS tool is suited to SMEs as well as multi-site companies with teams and offices across France or the rest of the world. An easy-to-use management platform that integrates with dozens of tools (Teams, Outlook, Google Workspace…), for a smooth, hassle-free user experience.
Implementing HR software in your company is a project that should be anything but taken lightly. It is a complex management project that takes time and requires a lot of research and investment before it actually launches. So make sure you fully understand your teams' and your organization's needs before choosing a solution.
That said, if everything goes well and the tool turns out to be the right choice, the benefits are many. Simpler, smoother processes, time savings, centralized information, and digitized services: in the end, both the company and its employees come out ahead thanks to these HR management solutions.
If you'd like to learn more about Wobee, our HRIS tool, and our offers, feel free to contact us. Our teams will get back to you as soon as possible with answers to all your questions.
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