HR Digitization: definition, challenges, and process

HR Digitization: definition, challenges, and process

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In this article, we will explore the challenges of HR digitization, the key processes to digitize, the steps to successfully implement this transformation, as well as the innovative tools available for intelligent HR management.

What is HR digitization?

HR digitization encompasses all the methods that digitize the various HR aspects of a company using specialized tools. This approach mainly involves the dematerialization of essential documents such as pay slips, employment contracts, or personnel files. Personal data is thus centralized and secured.

This transformation affects all activities within the HR department, including recruitment, as well as collaborative processes, online training, and shared calendar management.

The challenges of HR digitalization

The digitalization of human resources is a necessity for modern businesses. It proves to be an accelerator of HR communication, both internally and externally. However, for this digital transformation to be successful, it must be led jointly by the entire HR function, with effective management 2.0 leadership to infuse a renewal to the company’s image. It is crucial that HR engages in cross-functional collaboration with managers and leaders to ensure the success of this transition.

By embracing HR digitization, companies can address various organizational challenges and needs.

  • Firstly, digitization offers a considerable time-saving advantage, both for HR professionals and employees, by automating certain processes.
  • It contributes to improving the reliability of HR process management while enhancing data security, thus limiting the risk of document loss.
  • HR digitization promotes a better quality of work life by facilitating communication between the HR department and employees, reducing processing times for requests, and accelerating information transmission.
  • Finally, it allows for optimizing the organization of the HR department and consequently increasing its productivity.

The digitization of HR practices has become essential, especially with the arrival of Covid-19, which accelerated the adoption of new organizational structures within companies. However, for this transformation to be successful, it must be accompanied and supported by all stakeholders within the company.

Which HR processes to digitize?

To meet the imperative of digitizing HR processes, several key aspects can be considered:

  • Recruitment: social media has become an indispensable channel for attracting new talents. They enable broader dissemination of job postings and better selection of candidates. Furthermore, remote interviews are becoming more common thanks to video conferencing.
  • Data: Storage, management, and sharing of HR data are greatly facilitated by processes such as cloud computing or Software as a Service (SaaS). This ensures the confidentiality and protection of data, particularly through compliance with regulations such as the GDPR (General Data Protection Regulation). Tasks such as electronic signature of contracts or payroll management can be digitized.
  • Training: Digitization also impacts training with the emergence of new practices such as e-learning, blended learning, or mobile learning. These tools facilitate access to training without time or location constraints.
  • Interview management: Digitization can enable the scheduling and tracking of interviews, with customizable templates based on HR data.
  • Performance management: Digitization enables the implementation of more efficient tools for tracking and evaluating employee performance. This can include the implementation of interactive dashboards, regular feedback collection, and the use of algorithms to analyze individual and collective performances.
  • Gathering feedback and internal surveys: Digital platforms facilitate collecting employee feedback on various aspects of their work experience, as well as conducting internal surveys on satisfaction, engagement, or other specific topics.
  • Talent management and professional development: Digitization enables the implementation of more sophisticated talent management tools, including skills tracking, career planning, and the establishment of personalized professional development programs. Employees can access online training resources, participate in webinars, or follow development pathways on dedicated platforms.

How to digitize the HR function?

Successfully digitizing the HR function requires a methodical and strategic approach.

Here are the key steps to follow:

  1. Needs and objectives assessment: First and foremost, it’s crucial to understand your company’s specific human resources needs while identifying the goals to be achieved through this transformation.
  1. Identification of appropriate technological solutions: Once the needs and objectives are clearly defined, it’s important to identify the technological solutions that best meet these needs.
  1. Training and raising awareness among staff: The success of HR digitization largely depends on the buy-in and collaboration of the staff. Therefore, providing adequate training to employees on the use of new tools is important. It is also important to raise awareness about the benefits of digitization for their daily work.
  1. Integration of solutions and customization: Once the solutions are chosen, it’s essential to seamlessly integrate them into the company’s existing processes.
  1. Monitoring and evaluating results: Once digitization is implemented, it’s important to regularly monitor and evaluate the results achieved compared to the initially set objectives. This helps identify successes and areas for improvement, and make necessary adjustments to optimize HR function performance.

Tools for intelligent HR management

Many tools are available to support this transition: Human Resources Information Systems (HRIS), chatbots, Applicant Tracking Systems (ATS) equipped with artificial intelligence, and business intelligence tools for analyzing HR data. The chosen digital tools should seamlessly integrate with the existing information system and be able to communicate with each other to ensure a smooth and effective transition.

Enter the digital era with Balencio

Balencio offers a digital platform specialized in collecting, analyzing, and tracking employee feedback, providing a comprehensive and precise view of the challenges related to human resources management.

Through its intuitive dashboard, Balencio provides reliable digital data to HR departments and executive committees, thus facilitating decision-making and the development of tailored strategies.

By integrating Balencio into your HR toolkit, you gain a 360° view of your organization, enabling you to anticipate needs and make informed decisions.

With Balencio, digitizing the HR function becomes a powerful lever to improve the overall performance of your company.

Book your demo now to make initial contact with the platform!