Importance of having an employee data-based management system

  Reading Time:

At the moment it is the team that is successful, not an individual. The employees of a company are a crucial part of its existence and the most important pillars of its success. It is absolutely essential that such an important and integral part of a company is monitored and properly managed. The rapid growth of today's world requires the support of technology, without which it is impossible to keep pace with development. In other words, employee management requires a technically advanced employee database management system or online or cloud-based human resource management software. Not only does it make it easier to manage the database, but it also allows HR managers to perform multiple tasks simultaneously, such as;

  • Smooth integration process for new employees
  • Smooth transitions for employees
  • Keep yourself up to date with the employee information.
  • Enable quick action on administrative issues and tasks

Human resources professionals therefore have a lot to keep track of and it is difficult to keep accurate data when information is scattered over spreadsheets and paper files. If you need an update, you'll always be looking for other files that you need to change as well.

This is where employee database management comes in. Once the data is stored in an organized manner, you can enter and update employee data immediately, ensuring that employee records are updated immediately and you never have to worry about their accuracy again. The online HR software ensures that employee data is perfectly synchronized across multiple key systems and in a secure environment simultaneously.

Advantages of using this HR software

Some of the main advantages of using this Human Resource Management software are the following;

Provide constructive feedback

Neither managers nor employees look forward to performance appraisals, which are often an annual event where an employee feels like a schoolboy receiving a report card.

Surveys have shown that employees fear annual performance appraisals and are therefore less likely to react positively to the comments given.

Employee management software allows managers to control the frequency and format of the information they wish to communicate to their employees.

Performance appraisal reports can be replaced by configurable dashboards and messaging systems, allowing for constructive and effective feedback that can be more in line with the rest of the corporate culture.

Setting goals and motivating employees
With employee management software, it is easy to remind employees of their goals and encourage them to develop their skills and meet deadlines.

It also allows employees to work more independently, rather than being micromanaged by a manager or human resources professional.

Better accessibility and communication
Time pressure, scheduling conflicts and increased workloads make communication between employees and management difficult.

This can lead to resentment and misunderstandings, with managers sometimes being too harsh in their judgment of employees and employees sometimes feeling judged too unfairly.

Employee management software helps companies avoid such problems and can help managers clearly communicate their expectations of an employee.

Better relations between employees and management
Employee management software removes some of the pressure, anxiety and stress that is often observed between managers and employees.

It creates an environment that promotes stress-free communication and helps employees and managers work together to achieve business goals.

Adding employees is easy: add the database of existing employees en masse and simply create a new record for each new employee.

Multiple locations, one database: Sometimes globalization means getting different documents in different countries, even on different continents. But with cloud-based HR software, all records and information can be brought together in one central location, easily accessible from anywhere, at any time.

Know your organization tree: The hierarchical structure and the entire organizational hierarchy leads employees to the right person. An organization tree makes it easier to plan and measure workload.

HR documents: Employee documents such as certificates, passports, licenses, commitment documents, etc. can be stored and managed efficiently.

Employee lifecycle: logs of employee work history can be kept to better understand and analyze employee performance. From recruitment to retirement, the various roles and responsibilities that an employee has assumed, the assessments he or she has passed through and the other phases of his or her employment are recorded systematically and in an easily accessible way.

Automated attendance tracking: Employees' attendance points/events are automatically updated without the need for manual intervention.

Consequently, a data management solution that acts as a single source of truth for all employee data is all you need to effectively manage your company's information.

There are a number of HR technology tools that companies of all sizes can use to make their workforce happier, more organized:

HR Management Software: Whether it's a software solution or Software as a Service, an HRMS can be an HR representative's best friend. It can also be used to store and organize data such as employee profiles, schedules, time sheets and more.

Cloud-based HRMS: A cloud-based HRMS provides a central platform to unify all employee data and information and enables better, faster and easier HR management. A cloud-based HR system helps you track working hours in a meaningful way, simplifies employee performance evaluation and provides 24-hour access. The online HR system can also be adapted to your needs.

Payroll software: This solution automatically calculates and tracks paychecks, deductions, paid holidays, etc. Some even allow you to declare and pay pay payroll taxes and report new hires to the IRS.

The different tools of an employee management software package

1. Maintain a database for all your past and present employees

Complete, searchable and secure files that contain information such as the employee's personal data, bank details, emergency contacts and even a record of sick leave.

2. Reducing paperwork

Effective employee management software allows employees to submit leave requests, time sheets or documents and allows employees to review or approve submissions or applications.

This eliminates the need to work with the human resources department or submit unnecessary documents.

3. Tracks time and attendance

Employees and managers have an immediate record of absenteeism and the number of hours worked per day. This allows employees to be more accountable and control their punctuality and absenteeism rates before they become a problem.

4. Total rewards

Some employee management software allows managers to reward their employees for good performance (financial or non-financial).

Employees can access their entire payroll through the software, and this is often an effective way to maintain individual motivation and commitment.

5. Expenditure Management

An incredibly useful feature of most employee management software is that it allows staff to scan or photograph and upload receipts to a database, allowing managers and employees to keep a permanent record of all expenses.

6. Payroll

A simple application allows you to process people's pay online according to the number of hours they have worked, with just one click.

7. Asset Management

When an employee leaves the company, managers can track and control the return of any equipment provided to them by the organization.

8. Shift scheduling

In an organization that depends on perfect time-sheets to run smoothly, a tool that schedules staff, eliminates schedule conflicts and automatically notifies employees of their work schedules can be extremely practical.

9. Follow the development of the company

Information is constantly being collected in the employee management software so that the progress of the company can be easily measured.

Instead of spending time reporting to see how the business is doing, a simple look at the information contained in the software should allow managers to constantly and accurately track the progress of the business.

In summary, an organization's employee management software provides a wealth of tools for better management while focusing on employee satisfaction and engagement.

When used properly and to its fullest extent, employee management software provides an organization with an automated and efficient management system and a healthier work environment.

Try IceHrm which is one of the best Human Resource Management Systems which has so many HR functions automated into one system.

IceHrm is a Human resource management system for small and medium-sized organizations. This HRM software centralizes employee data and allows only one authorized person to access it, providing a high level of security. The presence module monitors employee time based on information about insertion and perforation. It covers all the basic HRM needs of a company such as Time Management, Training, and Development, Attendance Management, Expense management, leave management, Recruitment management and handling employee information.

Benefits of an online Leave management system

What is an online holiday management system?An online leave management system is a web-based leave management application that automates every step of the employee leave...

Benefits of a free travel management system

Travel management software is no longer just for large companies. Small and medium sized companies enjoy significant benefits when they book and manage their travel using...

IceHrm   Create your IceHrm, installation today.