Digital Technologies and Human Resources: Three Ways to Optimize HR Processes

Among all departments in an organization, human resources (HR) is probably the one that depends the most on forms. The entire employee lifecycle – beginning at new employee on-boarding through to performance evaluations, advancements, disciplinary measures, separation, and retirement – relies on forms and documents. Besides transactional forms related to employee/employer actions, HR typically audits, maintains and updates position descriptions, correspondence with outside entities like insurers and government agencies, and many other documents.

Forms and documents play a crucial role in ensuring HR processes and operations are running with optimal efficiency and complying with internal and external rules. However in many companies today, manual document processes and paper-based forms are a barrier to productivity; repetitive tasks increase delays and risk of errors, which can lead to compliance violations and even law suits.

If one had to pick only one department where digital, automated technologies made a huge difference in productivity, human resources would be a good choice. Here are three ways you can optimize HR processes and associated forms and documents.

1. Standardizing Forms and Documents with Templates

Tools like Xpertdoc’s Template Builder can turn a disjointed collection of documents into a streamlined library of standardized data-driven templates. HR forms are fairly similar across all organizations. A bit of editing to add dynamic fields linked to your database and business rules for the inclusion of employee and company-specific terms and language is all it takes to easily create a digital library of pre-approved and personalized HR documents.

This eliminates common challenges human resources departments constantly encounter – redundancy and delays. When a supervisor must record a disciplinary action, for instance, you wouldn’t want them to search their hard drive to find a copy of a form they used the last time they disciplined an employee. With access to a centralized library of standardized templates, supervisors and managers across the organization can quickly find the documents they are looking for, while being confident they are using the latest versions every time.

Another example where data-driven templates increase efficiency is benefits management. Human resources must distribute relevant forms and informational documents to employees at benefits enrollment time. These items may differ between hourly and salaried employees, or by geographic region or corporate division. Data-driven templates enable the generation of accurate and compliant forms and documents for each employee depending on the variable parameters stored in their file, in your database. By personalizing documents for employees, your company increases understanding and relevance, and reduces the number of inquiries human resources must handle during this busy time.

2. Automating HR Processes and Documents

Automated HR processes leveraging a solution like Xpertdoc Smart Flows remove the burden of manual tasks. Actions initiated by employees, management or human resources are often multi-step affairs; one person begins a document generation process that at some point notifies someone else in the organization to take a specific action, e.g. review, approve or e-sign the document. With Smart Flows, the document transfer occurs automatically; what was once an opportunity for delay is now done in seconds. As soon as an action is completed, the next action is programmed – whether it is delivering the document to the intended employee or archiving it in the employee’s digital file.

Many forms and documents used in HR require signatures by employees, supervisors or managers. Integrated digital signature capabilities like those found in the Xpertdoc solution are a big improvement over sending paper copies around the organization, wondering if they ever got signed, and mounting follow-up actions to get signed documents back to the files in the human resources department. Seamless integrations to leading electronic signature providers ensure HR forms and documents are rapidly delivered to the appropriate person. Documents are signed and sent back in minutes – all through a secure, reliable platform.

Consider off-boarding. When an employee leaves, a company must take many steps including revoking the employee’s network credentials, forwarding emails to the replacement employee, collecting keys or ID badges, conducting exit interviews, cutting final paychecks, ending insurance coverage, and more. Separation can be emotional for employees and employers. Several departments and individuals are involved, and people may be tempted to skip steps to hasten the process. This can cause hardship and difficulties later. When the process is automated, HR are assured that the required forms and documents are compliant – using accurate data and employee-specific content from your database –, delivered to and signed by the right individuals, and archived in your system per your organization’s rules. Automated technologies give you the piece of mind that all company or government-mandated measures have been performed.

3. Digitizing Data Capture

Data-driven templates can draw information from interactive web forms like Xpertdoc Smart Forms. This feature is especially helpful during new employee on-boarding. In a typical scenario, human resources must furnish employees with dozens of forms to fill out. Most of those forms require the same information such as the employee’s name, address, birthdate, or social security number. With Smart Forms, information is collected from a single form and used to populate linked HR document templates. Guided functions built-in the form will detect if the new employee has neglected to enter some mandatory information, so they can make corrections before they send the form to HR. Smart Forms end the time-consuming practice of sending forms back and forth between the human resources department and the employee.

Regulatory compliance is always a concern for HR. Employee data captured with Xpertdoc Smart Forms is automatically stored in your connected database, eliminating the risk of errors associated with manual transfer of data from one platform to the other.

With standardized data-driven templates, automated document processes and digital data capture forms, you can optimize HR processes, forms and documents, and spend less of your time on manual administrative tasks to concentrate on more important duties, like team-building or employee training.

To learn more about Xpertdoc’s document generation and document automation solutions, visit our Products section, request a free trial and follow us on Twitter: @xpertdoc@pamelavelentzas

COVID-19 update

The spread of COVID-19 continues to evolve and in this context, we wish to inform you that Xpertdoc is closely monitoring the situation and would like to inform you of the measures taken by our team to support its employees, customers and partners.

We do not foresee any impact on the delivery of our services and want to assure our customers that we are executing our continuity plans in order to ensure that our customers continue to receive our services without jeopardizing the safety and security of our personnel.

In accordance with the recommendations of government authorities, here are some of the measures being taken by Xpertdoc:

Remote work for all employees
Arrangements have already been made and we have requested that all our employees work from home. Our continuity plan includes a full deployment of remote work arrangements to ensure uninterrupted service to our clients and partners.

Hosting and cloud services
We have been assured by our suppliers that there are no known impacts to these services, and we are confident that we are able to effectively manage the delivery of our cloud services to all our customers.

We have cancelled all business travel until further notice for all our employees. If employees have or will travel for personnel reasons, they will be asked to respect the quarantine delay before participating in any business activities.

Events and gatherings
All our events have been postponed or cancelled. Our employees are no longer allowed to participate in any events, seminars or gatherings.

We are committed to providing the best possible service to our customers and partners, to ensure that you can continue digital communications with your own audience. In these critical moments if we can help please do not hesitate to contact us.


The Xpertdoc Team

Mise à jour sur la COVID-19

La propagation de la COVID-19 continue d’évoluer et, dans ce contexte, nous souhaitons vous informer que Xpertdoc suit de près la situation et que notre équipe a pris des mesures pour soutenir ses employé(e)s, clients et partenaires.

Nous ne prévoyons aucun impact sur la prestation de nos services et voulons assurer nos clients que nous mettons en œuvre notre plan de continuité des affaires, afin de garantir que vous continuiez à recevoir nos services, sans compromettre la santé et la sécurité de notre personnel.

Conformément aux recommandations des autorités gouvernementales du Québec, voici quelques-unes des mesures prises par Xpertdoc :

Travail à distance pour tou(te)s les employé(e)s
Nous avons demandé à tou(te)s nos employé(e)s de travailler à domicile. Notre plan de continuité des affaires comprend des arrangements de travail à distance pour assurer un service ininterrompu à nos clients et partenaires.

Hébergement et services infonuagiques
Nos fournisseurs nous ont assuré qu’il n’y avait pas d’impacts connus sur les services d’hébergement et infonuagiques. Ainsi, nous sommes convaincus d’être en mesure de gérer efficacement la livraison de nos services infonuagiques à tous nos clients.

Nous avons annulé tous nos voyages professionnels jusqu’à nouvel ordre, pour tou(te)s les employé(e)s. Si des employé(e)s ont voyagé ou doivent voyager pour des raisons personnelles, il(elle)s seront placé(e)s en quarantaine pour une durée de 14 jours, avant leur retour au travail.

Événements et rassemblements
Tous nos événements ont été reportés ou annulés. Nos employé(e)s ne sont plus autorisé(e)s à participer à des événements, séminaires ou rassemblements.

Nous nous engageons à fournir le meilleur service possible à nos clients et partenaires, afin de garantir que vous puissiez continuer vos opérations sans interruption. Dans ces moments critiques, nous sommes là pour vous aider. N’hésitez pas à communiquer avec nous si nécessaire.


L’équipe Xpertdoc