Human Resource professionals have so many processes to consider. With HR-related tasks being the glue that holds everything throughout the hiring, onboarding to retirement stages, it's always worth taking the time to consider how your HR team's processes can be improved.
Digitizing HR is one of the best ways to future-proof your company's resources, engage your employees and close the gap between remote teams and in-office workers. With many HR tasks beginning or ending with forms and checklists, here are templates of digitized forms that HR teams frequently use.
1. Employee Information Form
Gathering employee information is a key step in the introductory phases of the employee lifecycle. And, with this information being pertinent for contact and security reasons, it's important to keep these documents up-to-date.
Digitizing employee information forms for HR means that it's simple to pull up the submitted form instantly. Thanks to app solutions enabling search and filtering tools, forms like these can be categorized for everyone's benefit, too.
Storing employee information paperwork on an app speeds up several processes for HR teams, but mainly it offers a way for both the employee and the HR rep to go onto the app and adjust/update the form as necessary.
2. Exit Interview Form
Exit interviews offer a way for employers to learn why the employee is leaving and how satisfied they were during their time at said organization. Feedback like this factors into continuous improvement efforts, HR projects and more, so it's important to digitize it into a mobile, signed form.
With HR departments handling over 70% of exit interviews, it's helpful to have a form that can be filled and signed all on a mobile device. This template covers all of the necessary steps, pulling in valuable feedback while including an e-signature at the end.
3. Onboarding & New Hire Checklists
With so many policies, orientation specifics and job expectations to cover, your HR department will thank you for digitizing this important step of the onboarding process for them.
Instead of running the go-between act of handing over sheets of paperwork, having an HR form like our template seen here is an excellent way to speed up this process for your HR team and the new hire, too.
Including an e-signature at the end to verify that the employee is signing off on understanding key policies is a perk of using forms on an employee app.
4. Workplace Health & Safety Forms
Having a proper, detailed health and safety process in place is a must for workplaces. The HR department is typically the team that is responsible for communicating these steps to employees.
Digitizing these reporting, review and action steps of the workplace health and safety process will make your HR teams more efficient and your employees safer.
5. Vacation & Time Off Applications
Especially during this time of year, employees will be looking to draw on their banked vacation time. The HR department fields emails like these on a regular basis, so leaning on this template to build a vacation application tool for your company's employee app is an excellent step in your HR's digitization plan.
6. Performance Review Template
While not everyone likes criticism or constructive feedback, performance reviews are a crucial part of the improvement and feedback wheels for companies. (And bonus: Experts say that they're even more important now that many teams are working remotely!)
While this template will give you a great, digitized form for the performance review process, remember to look into what HR authorities like SHRM are saying about how to improve this task and make it more effective.
7. Direct Deposit Application Form
Everyone loves getting paid, so here's a template to ensure that your HR team has the financial information they need to keep paycheques coming regularly and on time.
Employees who are changing banks can go onto their company's employee app to update this form themselves, too, with the updated submission automatically flowing to the HR team's (digital) desk.
8. Work Write-up Form Template
Submitting a write-up isn't an ideal situation to be in, but for many managers and direct reports it's one of the best ways to formally handle incidents.
Instead of leaving a trail of emails and CCs, store an employee write-up form on your company's intranet app to cut out the middle step(s). HR will receive the form as needed, and the person performing the write-up can do it even when they're not at their desk.
Digital HR is the way forward
Jay Polaki, founder and CEO of HR Geckos wrote this excellent quote for Forbes:
"The consumer-grade employee experience (EX) is revolutionizing workplaces. With the inward focus on employees and the big shift to remote work due to the pandemic, digital transformations in HR are a necessity."
This hits the nail on the head for many leaders' thinking this past year. With digital transformation roadmaps being sped up in the face of this unpredicted transition, HR processes have been at the top of the pack for processes that benefit most from being digitized.
As human resources departments hold the team together, empowering them with digital tools like an employee app that has automated forms and checklists can only make things even better.
Cameron is iTacit's Digital Marketing & Demand Specialist. A storyteller and passionate communicator, Cameron is busy most days researching the latest trends, keeping content relevant and engaging.