Below is a question I came across from one of our site visitors and it inspired me to write an article defining my answer.

“I’ve been tasked with determining the best resolution to our HRIS problems. Our company decided to invest in a strategy that kept all the human resource functions within our four walls. Bluntly, the system which includes the computers, the program and the IT support group has been, shall we say, “less than effective.”  Not only is the company unable to access vital information but we are also unable to handle routine requests from our employees.  It is, without a doubt, a lawsuit waiting to happen.”

My question is, “How are larger companies, who have a ten times the number of employees as my company, handling this?”  Please don’t tell me, it’s a matter of money, as that answer will not fly with my superiors.

Read our response article here, The Joys of Taking out the Trash…

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A company’s workforce is like a car; it is made up of many different parts that work together to run smoothly and efficiently to get you from “Point A” to “Point B”.  However, this is only possible if the car is kept in tip-top shape.  Oil changes, tire rotations, even replacing the washer fluid-nothing should be overlooked if you want your car to run like a Lamborghini instead of a Ford Pinto.  Think of HRMS performance software as a pit-stop for the workforce-they help manage employees and keep the focus on “Point B”: achieving your goals.

In order to be successful, a business owner must set S.M.A.R.T goals; that is, the goals must be Specific, Measurable, Achievable, Relevant, and fit a Timetable.  With clear direction, employees will be more focused and productive. In addition, a business owner must be smart in to process of setting the goals. By including the entire team and their opinions while creating goals, the business owner removes the “worker-drone” mentality in the employee and replaces it with a “team member” mentality.  Also, by giving frequent performance reviews and feedback to the employees, they will become aware of their strengths and weaknesses and adjust their efforts accordingly.

HRMS tools can also help the business owner streamline the process of reviewing and analyzing work performance by creating template questions, customized questions for specific departments and positions, and profiles of individual employees’ work at the company.  This 360 degree system in conducting performance reviews gives the business owner insight into company performance from bottom to top: employees and managers alike provide input about the company’s performance.  Using HRMS tools simplifies this process to the click of a button. For more details, take a look at our full article, HR System Can Help You Optimize Workforce Performance.

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Overwhelmed by Paperwork?

Has your HR department become a nightmare of paper, folders and file cabinets?  More importantly, does there seem to be an increase in “lost” documents?  You may have a concerns about a governmental audit or some legal action where you may have to produce various files and forms.  No worries!  There are several types of software and computer systems that will help you automate the process!  Here are a few frequently asked questions relating to an HRIS system.

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Running a small business, as the saying goes, “ain’t what it used to be”. Government compliance has become more strict (or is rumored to be heading in that direction), the soft economy continues to eat into your profit margin (if not threatening your very survival) and H.R. issues seem to continuously pose new challenges. The fact that it’s an election year further complicates the task of painlessly navigating the small business landscape. Why? Because political candidates, and by extension, their respective parties, vie for your vote by making promises they believe you, the small business owner, want to hear. Of course, only time will tell whether the reality of passing legislation will result in any of those promises coming to fruition.

So what is a SMB owner to do? Well, tempting as it may be to rely on sources you trust in print, on television or on the internet, depending solely on the opinion of others is just not smart business. Perhaps more than ever, now is the time to rely on someone you can trust (i.e., yourself) to do the research into the positions of the candidates/their parties as they relate to and potentially effect small businesses like yours.

You would be well-served to adequately research what each candidate’s vision is for health care, what their regulatory schemes and government compliance priorities are and where they stand on government spending and raising revenue, to name a few. And, by “adequately research” we mean turn to independent, non-partisan sources rather than those from just one side of the political divide who clearly have a partisan agenda. Otherwise, you’re not really informed, you’re simply indoctrinated.

For a list of some non-partisan information sources, read our complete article on the candidates’ views & how you may be affected.

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It is almost a cliché that employees are not motivated by money. Of course, a solid compensation package is initially necessary to draw in and hire the best and the brightest but other factors are more important in keeping them productive and loyal.

While employee incentives need not be financially based, they must address the underlying factors that motivate a particular employee. That is, different types of people respond well to different types of rewards. For example, the simple recognition by a manager that a valued employee needs some flexibility in their schedule on a short or long term basis will work wonders on that employee’s motivation, morale and productivity.

With these facts in mind, here are some alternative ideas for motivating your employees, keeping costs to a minimum and greatly increasing the bottom line:

Recognition

The standard, go to reward, recognition should not be discounted as a significant motivational influence.  Awards, gift certificates and the like for hitting or surpassing goals is a well-established and effective tool. In fact, its most recent incarnation as “gamification,” has taken the online marketing world by storm.

Responsibility & Leadership

There are people, for good or ill, who want to be in charge. The task is to identify and promote the ones who are psychologically and professionally able to meet the challenge.  For certain people, the simple presentation of a title and the trust it represents will accomplish more than a bonus check. In short, there may be born leaders, but most are cultivated.

Flexibility

As mentioned, the recognition that someone has demands, obligations, and a life outside of work is extremely important to many employees. While, these employees may never rise to executive level, they still play an incredibly important part in the efficient running of your business. Flexible schedules that take into account their other obligations and build incredible loyalty as they are almost impossible to match at other employers.

Educational and Social Opportunities

On site seminars, casual dress day and seasonal or team building activities allow employees and management to interact in a less formal manner. It may seem trite, but each side gets to see how the other half lives.

Time Off & Stress Management

Again, the simple recognition by management that the work place is stressful is a remarkable palliative for “burn out,” reduces interpersonal conflicts and improves overall employee morale. The simple expedient of allowing people to leave early after a particularly stressful or successful day builds confidence that the leader has his hand on the pulse of the organization.

At the End of the Day

Don’t fool yourself, bonuses will always be expected. People rely on them for a variety reasons. Still, most yearly bonuses are forgotten by the end of the next fiscal quarter. It’s a question of, “What have you done for me lately?” The answer need not be monetary, but it must meet the specific needs of each employee.

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Every week, I’m inundated with calls to upgrade my HRIS system. While I recognize the need to stay current on this system as well as keeping it secure, I am still trying to process exactly what my options are.

For instance, my current system is still eminently usable but is reaching the limit of its capacity. Can I simply upgrade it or do I need to completely replace it?  Also, can I get a system that is accessible from all of our locations?  Currently, HR communicates are via email and the process is laborious.

Check out our article, Human Resource Information Systems: In-House Solutions vs. SaaS.  I think it will help you better understand the pros and cons of the different options available.

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