How to be more productive and have more time as an HR Manager with Employee Database Software?
Storing the employee data in paper files, emails, and spreadsheets is not any longer an option. As your organization is growing, you need to change how your organization stores and uses employee data, and an employee database software is highly relevant in HR management.
What you see in the picture above is a beautiful design of a cloud-based HR software that brings together all sorts of HR information into one employee database. And compared to paper files or excel sheets, a database that is alive generates knowledge automatically and continuously updated with employee-generated data.
How it helps HR management?
One of the HR managers’ tasks is to centralize employee data and ensure that it is up to date and following the law. When there are few employees, this is easy to do. However, when companies grow, keeping track of all employee requests, searching through employee data, or even accessing it might be challenging.
We want to say that Digital Employee Databases remove those pressures from your HR department’s tasks. When all data is centralized into one secure database, all your people’s information will be structured so that it is super easy to identify what you are looking for. Your managers will be able to see themselves the contact numbers, the approvers, the emergency contacts, length in service, absences, the quota of leaves, and more.
What is it?
An employee database is a digital registry of employee data. Such employee databases are part of online HR- Human Resource software or HRIS — Human Resource Information Systems. They ease daily administrative/management tasks, record employee absences, and provide access to required professional information in an easy to navigate way.
The fact that these databases are available online represents a major benefit to HR leaders because in situations such as the current epidemy when the global knowledge economy had to rewrite the way we work and boosted the meaning of work from home, such employee databases are a vital asset within companies of all shapes and sizes. Being accessible online adds additional benefits: you do not need to be in a specific location to identify an employee record. You do not need to use a particular computer saved on its driving a particular file. Moreover, the database is not restricted to only one person, but those with the right access level — making it collaborative.
How to maintain it?
For HR managers keeping employee records accurate is an essential job. When switching from spreadsheets to HR software, the transition might be a bit time-consuming (and hey, we do help with free onboarding), however, after this is done, the system takes care of the manual, repetitive activities, processing information automatically, sorting it, updating it, backing it up, synchronizing with other systems, so that both the employees, but also the managers to benefit from the latest data available. The contact list becomes a living database, every time you click on one employee, you will have up-to-date information about him or her, and if something is missing or needs an update, this can be done with few clicks. When an employee requests some vacation days, the leave history and balance get an update. The personal and team calendar the same. The manager has a new task to decide on the employee request, and so on.
Update: Employee database software preview
We have uploaded recently a video where we discuss more in detail the importance, benefits, use cases and automations of an employee database. We also add a live preview of the employee directory and records:
What is it?
Is a staff directory, an employee data software, or a people management system? There are diverse ways to address such valuable functionality.
We have used the employee directory until now; however, it is also the employee database and records software, where the employee contacts are listed and available when you need them.
It is important to mention that such functionalities do not need to be expensive. LeaveBoard offers full functionality for free for up to 9 employees, and when companies are bigger, a price of $1.35/month is even lower than a coffee.
What are the benefits of using employee database software?
- Improve operational productivity
By removing inefficient processes, you and your employees will access the central hub for employee information and records from now on. - Accessible anytime
You will be able to track updated employee records from anywhere when you need them. - Collaboration becomes easier
The employee directory software is a fantastic way to connect employees and ease the collaboration between teams and departments. - Find employee information faster.
Since all the data is centralized into one secure place, finding the right information is much easier for any team, office, or a single employee. Additionally, since the data is added by the employees themselves, the risks of errors are reduced. - Become environmentally friendly
By using less paper, you can reduce your impact on forests, cut energy use and climate change emissions, limit water, air, and other pollution, and produce less waste. Reducing your demand for paper will also help lessen the social impacts and human rights abuses linked to paper production. Hannah Steiner
- Enhanced security and privacy of data
Employee databases come with integrated security innovations. Data is encrypted, and robust permissions and access levels restrict access to sensitive information. Moreover, compared with data stored on laptops or paper, their digital version is backed-up daily. - Reduced admin time
If you have all the data in one place, it takes less time to find the data you are looking for and get a new employee on board in less than 30 seconds.
A cloud-based HR software that brings together all sorts of HR information into one employee database. You now know what are benefits on how such systems ease the HR department and how it simplify their job and the company management.
Upgrade the way you manage your people. Get the tools that simplify the work within your business. Facilitate decision making and automate employee — data-processes with innovative ways of work. Start a free trial today.
