4 Common Misconceptions About HR Information Systems

4 Common Misconceptions About HR Information Systems

Is your HR Department still running on manual processes? If you spend your days frantically sorting through paper contracts, folders and files, Excel spreadsheets and other - let’s be honest - somewhat outdated methods, then it’s high time you took a look at investing in an HR Information System (HRIS.)

We’ve already covered the basics of what an HRIS is, what it does, and how it can help busy Human Resource people wrestle back control of their department - or gain control in the first place!

So for this blog post we thought we’d take a look at some common misconceptions people have when they first consider implementing a Human Resources Information System.

woman sitting at desk, chewing on a pen deep in thought
Because while it is certainly true that adopting an HRIS will result in your department, and the company as a whole, running like a well oiled machine, there are a few things to take into account beforehand to make sure you’re choosing the right software for your organization's individual needs.

4 Common misconceptions about HR Information Systems

Misconception #1: Thinking that your business can’t afford an HRIS

Whether you’re interested in implementing an HRIS for the first time, or replacing software that’s no longer keeping up with your needs, if you’re worried about floating the idea to the person that holds the purse strings in your organization, bear in mind that HR Information Systems don’t have to necessarily cost the earth.

suitcase full of dollar bills
For example, here at Hezum our software is priced at just $2 per month per user. And that gets you all the HRIS essentials such as:

  • An Employee Management Database
  • Employee Self-Service (ESS)
  • HR File Management
  • Time Off Management

We believe that every business should have access to affordable and user-friendly HR software which is why we keep our cost per user low - even whilst offering everything you need to manage your people, files, and vacation and time off allowances more efficiently and effectively.

framed wall art print saying 'yaaay!'

Misconception #2: Thinking your business is too small for an HRIS

Life in even a small HR Department can be hectic and if you’re increasingly spending more time on tedious admin and tasks that you can do with your eyes closed, it’s time to look at a different way of doing things.

Read more: 4 Productivity Tips for Small Human Resources Departments

After all, no matter how big or small your company is, freeing up your time to focus on more people-centric tasks, such as making sure your benefits packages are in-line with similar companies, creating informative and welcoming onboarding processes, and making sure remote workers are engaged and productive is crucial in this competitive market.

Employee retention is an issue for a lot of small to medium-sized companies but by ensuring that your HR department has the time and resources to create a company culture that motivates, encourages and engages your people, you will likely see a vast improvement in your turnover rates.

four happy employees
Read more: How to Build a Company Culture That Motivates Employees

Misconception #3: Thinking that every HRIS is one size fits all

Not all HR Information Systems are born equal and what works for one company may not necessarily work for another. So even if your friend who works in HR in a different organization raves about the HRIS they use, don’t jump in feet first and purchase the same without doing plenty of research.

Poll your employees to find out what their pain points are with regards to HR. For example, do they find it a pain trying to book time off? Is it always a mission finding out what vacation allowance they have left? Are your internal company documents a nightmare to find and access?

Read more: 7 Questions to Ask Your Employees to Boost Retention

Then ask yourself and your team what it is that you need and what would make your life simpler? For example, would centralizing and storing your documents digitally all in one place make sense. (Spoiler: yes, it probably does!)

lights in the shape of atoms indicating centralisation
You need HR software that answers all of your business’s and peoples’ needs. You also need a system that has the capability to handle the amount of staff you have now, whilst also allowing for a growth in personnel.

Misconception #4: Thinking that everything will be plain sailing from day one

No matter how great your shiny new HRIS is, or how eager your highly professional team is to start using it, as with any new software implementation you do need to be prepared for a few hiccups along the way as you roll out the new system.

You’ll also need to steel yourself against pushback from those employees (you know who they are…) who are disgruntled that you’re changing the way something’s ‘always been done.’

person holding up an angry face sign
The good news is, these two concerns can be overcome with time, a little patience, training, and some good old fashioned marketing!

Training

  • Your HR team needs to be fully trained on all aspects of the new system
  • Managers and team leaders should also be trained on the areas that they will need to know about
  • Employees need to be shown the aspects that they will need to use when they log in

Marketing

  • Explain to employees what the benefits of the new system are and how it can help address their concerns or pain points, and how it will generally make their lives easier

here to help written on a blackboard
It is also a good idea to make sure you have a designated contact at the HRIS’ end so that you have someone you can speak to in the event you or your team have questions or need technical support.

4 Common misconceptions about HR Information Systems: conclusion

Researching new software solutions can be overwhelming when you first get started, but by dispelling these common misconceptions about finding a new HR Information System we hope we’ve made your life a little easier.

Just keep in mind that you don’t really need to be confined by your budget or your size, be prepared for any small (but beatable) issues as you first start using your new system, and make sure you find an HRIS that suits your company’s specific needs.

Eve Jones
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Sydney, Australia