Ask an HR Expert: Adapting to Remote Work and HR Tech

A few weeks ago, we had to switch our entire organization to remote work within a few days. IceHrm is not alone in facing this challenge, and we are grateful that we can still work at all; many of you are facing even bigger problems in your companies. But even we, who are now working from home, are not alone: according to Gallup, the percentage of full-time employees working from home due to COVID-19-related closures rose from 33% to 61% in just two weeks. This transition may be difficult for employees who are not used to working from home (we’ve offered some tips in this article), but I want to focus on what this transition looks like for HR teams.

Personally, in the first few weeks after switching from IceHrm to full remote work, I felt like I was treading water. My team and I had to rethink old processes, take on new tasks, and find answers to difficult questions—all while keeping up with ongoing HR operations. Now that we’ve adjusted to the new rhythm, I would like to share some of our insights with you to help your team make the transition to the new normal as smooth as possible.  

What priorities should the HR department set when transitioning to remote work?

Thanks to our software, many of our processes were already automated and running in the cloud. However, checking tasks and projects was no longer as simple as a quick visit to a colleague's desk; we first had to get used to the physical distance and cope with the stress of the transition.

In times of crisis, it is easy to focus on task lists and routine duties. This type of work seems manageable, and it is reassuring to feel that you can check off completed items. But precisely now it is important for the HR department to take this opportunity to broaden its perspective. If there ever was a time to put relationships and working with people at the forefront, it is now. This does not mean you should neglect your task lists and operational duties – but take time for your employees while doing so. Be aware that you can positively influence your employees’ day through the way you collaborate.

If you and your HR team take the initiative and prioritize people, it will be easier for the rest of your company to follow this example.

How can the HR department carry out employee-oriented processes like recruiting and onboarding remotely?

At IceHrm, company culture has always been a central part of our recruiting and onboarding processes. We used to guide candidates through our offices and introduce them to some IceHrm to give them a closer look at our culture. New employees received personal culture training and were supported through team welcome activities. When we switched to remote recruiting and onboarding, we had to find new ways to integrate company culture into our processes.

Our applicant tracking system (ATS) and our onboarding software were, of course, extremely helpful in keeping everyone informed about the process adjustments. In addition, however, we made several other changes:

• For recruitment, our talent acquisition team has recorded a virtual office tour as well as brief introduction rounds of some team members.  
• For onboarding, we have put together so-called "survival kits" that give new employees a good start, even when working from home. These kits include small treats, handwritten notes from the HR team, practical home office items, and – especially important – a sign with our seven company values that they can hang at their workspace.  

The goal of all these measures is to make our applicants and new employees feel valued and motivated, even when they are physically apart.

Which IceHrm features are most useful for remote employees?

I have already mentioned some features and tools that have helped me adapt our company to remote work, but there are a few more that have proven to be particularly helpful. In fact, this situation has fundamentally changed the way I use our software.

Thanks to the company announcement feature, including the mobile view, I use IceHrm much more as a communication platform for our entire company. Given the rapid changes, it is important that we communicate clearly and regularly with our employees. This is done through daily company announcements that are sent to all employees. We have also updated the company links on the homepage and added the most important resources for our employees – such as our microsite with COVID-19 updates and our policies for working from home.

Here are some additional IceHrm features and tools that might be useful to you during this transition phase (they certainly have helped me):

• Electronic signatures allow team members to sign documents quickly and from any location. Onboarding checklists ensure that your team does not forget important tasks, making it easier for new employees to get started.
• Access levels provide team members with the necessary transparency, allowing you to delegate tasks without disclosing sensitive information.
• Performance management enables managers to track their employees' progress and support them.
• Time tracking makes it easier for employees to clock in and out and for managers to approve timesheets from anywhere.

What can the HR department do to stay in sync with team members and leaders?

Since the switch to working from home, I have tried to identify the positive aspects of our previous office routines – things like weekend conversations or casual jokes – and find ways to incorporate them.

An example of this is our daily HR team stand-up. I definitely didn't want to schedule another appointment in everyone's calendar if it wasn't really meaningful. That's why we gave the meetings a fixed structure to make the most of the time: We start by asking how each team member is doing and pose a casual get-to-know-you question. Then we discuss announcements from the leadership team and wrap up with the discussion of other relevant updates or tasks. While this video call can't fully replace working together in the office, it helps our team stay connected in the meantime.

An example of this is our daily HR team stand-up. I definitely didn’t want to schedule another meeting in everyone’s calendars if it wasn’t really meaningful. That’s why we gave the meetings a fixed structure to make the best use of our time: we start by asking each team member how they are doing and pose a casual get-to-know-you question. Then we discuss announcements from the leadership team and wrap up with a review of other relevant updates or tasks. While this video call can’t fully replace working together in the office, it helps our team stay connected in the meantime.

How can HR teams manage all the current demands?

Our job as HR professionals has never been easy, but given all the events, it's easy to feel overwhelmed. For me, three strategies help to stay on top of things:

• Focus on the essentials.
• Delegate and ask for help.
• Explore new approaches.

At IceHrm, our motto is: 'Select, Focus, Complete, Repeat.' This is an effective way to tackle even the most extensive task lists. Choose the one task that you can complete right away, or the most important one, and focus on finishing it. Especially in times of uncertainty, it is important to concentrate on the here and now. Stressing about next week won't get you anywhere today. So put your energy into what you can do right now.

As important as it is to focus, you also need to be willing to delegate tasks and ask for help when you need it. And you do need it. When I prioritized my task list, I realized that there were more projects that needed to be completed than I could handle on my own. That’s why I entrusted certain team members with leading various projects, such as adjusting our onboarding process or internal communications. By assigning someone responsibility (rather than just discussing it in the group), I ensured that these projects would be completed even if I couldn’t personally work on them.

The last strategy that has helped me and my team stay on track is developing new ideas and initiatives. We are in an unusual situation: sometimes we have too much to do, sometimes too little. For example, since we have temporarily slowed down hiring new employees, our recruiting team is no longer as busy as before with searching for and pre-selecting candidates. We are using this extra time to explore new ideas that we haven't been able to focus on so far, such as expanding training and development opportunities or creating a new employee referral program.

The transition to full remote work necessitates a fundamental shift in HR's operational focus, prioritizing employee well-being, communication, and streamlined processes over traditional office routines. This period of upheaval is an opportunity for HR to lead by example, fostering connection through creative remote engagement strategies and strategic task management ("Select, Focus, Complete, Repeat"). Crucially, the ability to successfully adapt hinges on robust, cloud-based HR technology. IceHrm provides the essential framework for this new normal: its features, including electronic signatures for paperwork, mobile company announcements for crisis communication, time tracking for accountability, and onboarding checklists for continuity, enable HR teams to manage personnel tasks efficiently and stay aligned with leaders and employees, proving that effective HR operations and a people-first approach can thrive even when entirely remote.