The importance of a company portal for your people
by Doo People
Many businesses is this day and age still do not view digital tools as a potential mechanism to improve operations. The reality is, many decision makers (executives, founders, directors) see this as a cost and instead many focus their efforts on fixing poor leadership, addressing lack of skills or assigning a budget to hire best in class, and while this might not be the wrong approach there is a much more critical piece in this puzzle that sets a strong foundation in every business - that is a central company and employee platform.
Traditionally many executives viewed the office as a critical asset to ensure optimal business operations and work output, but very few see the same importance of having a company portal in this digital economy. A company platform where your people can come together, follow basic company procedures, access important personal information, and keep up to date of company news and announcements is the ‘digital office’ every business should have from Start-up to SME to Enterprise. Apart from enabling great data insight into your people it also improves employee experience (with your business) thus improving tacit employee satisfaction.
You’d be forgiven if you are currently managing important and highly sensitive employee data in spreadsheets and storing employee personal documents and pay slips in shared local and cloud drives. But this should have to stay like this, one of the main purposes of a great employee platform is to help you get away from this approach which serves to, 1) securely store data in a structured and central place, 2) access this information easily from anywhere and 3) enable employees to access their own data and documents easily. When coupled with ESS (Employee Self Service) capabilities this can reduce employee queries or loss of important employee data. Imagine getting insight into your company’s gender, ethnic or disability diversification reports or onboard an employee’s HR file within minutes.
Each employee deserves to be granted leave in case of emergencies or personal time off to rest and recharge. A company portal ensures employees can request leave without presenting physical leave forms and track both leave requests and balances all online and within the company’s leave policy rules. Accruing and viewing leave balances and calculating leave liabilities (or provision for leave pay) should not be rocket science. Gone are the days where you require expensive reports gain this insight, many platforms today offer this as a basic feature.
Accrue leave, submit a time off application, view your balance or review leave requests should all be done online and within your leave policy rules. Your HR and Finance teams should not be wasting time addressing pay slip requests or searching through emails to approve leave requests - theres tools for this, use them.
At times employees might incur operational and day to day costs which they pay for out of their pocket at the time. Submitting claims or reimbursement payments through paper letters requires an employee to wait for an extended period which increases employee frustration and leaves room for human error or fraud.
A proper digital tool in the company should enable the employees to submit various types of claims (business expenses, be it client visits, overtime, entertainment, or team building activities) to their reporting managers and get feedback.
Like digital leave forms and leave processing, employees should have access to simple digital claim forms with configurable approval workflows, the tool should track creation, approvals and send out notifications at the necessary steps. This will enhance both financial reporting and approval auditing, thus reducing fraud and enabling your business to better control expenses and reimbursements.
While monitoring performance and output can be a daunting task for management it shouldn’t be an administrative burden. Employee objectives and goals should not be agreed or delegated in email or corridor talk, that’s a recipe to kill moral and increase staff turnover.
Performance tracking and monitoring should be encouraging and something employees are proud to reference. Setting your people up for success can be easy, give you management team a formal platform to record objectives and track performance against those objectives. Managers generally just need a central place to define KPIs, capture notes during one-on-one meetings and track employee performance against a defined objective and targets.
While giving your management team and employees a place to monitor and manage performance encourages the right behavior, a robust people platform gives your employees a voice with self-reviews, and peer reviews help achieve that 360 view to eliminate any bias. This provides more performance data insight for better decision making when salary review cycles come around and helps the decision making process.
Every business has goals and objectives it aims to attain, but not every senior manager or executive knows what those objectives are or how they are going to achieve them. At the best of times the CEOs, CFOs and CIOs generally speak from the 'top of their mind' discussing vague ideas of how one (you) should approach an objective, thus leaving lots and lots of room for interpretation.
A company platform that enables you to define and track company goals and objectives makes it super simple to assign accountability and helps direct employee effort and focus. It enables a more transparent goal management framework and helps move away from that whiteboard with ideas in the Directors office.
It enables your senior management team to plan and define objectives, log tasks to achieve, track updates and update the progress of every goal defined. Not only does this create clear accountability but it also creates transparency across the management team, where goals depict deadlines, progress, feedback, and a definitive action plan (objectives).
Going a step further and this enables you to rope in your staff, this ensures that everyone in the organization contributes to company goals, thus evolving from ‘management goals’ to company-wide goals. A performance platform in this manner should enable you to assign objectives to your employees that are directly linked to a company goal, thus enabling you to view who is contributing to a goal and the status thereof.
While a small start-up of +-10 employees might survive the death by email process culture it will catch up as the business grows. Savvy business owners and HR Managers see digital platforms as a tool to help operate a business more efficiently. Don't throw money at more skilled or experienced employees to fix your operations, they'll leave! No one wants to be stuck with an administrative and reconciliation burden, no matter how much you pay them.
As you can tell the benefits speak for itself, an employee and company platform is a home for your employees that gives you critical insight into your employee data, optimizes and digitizes basic operations, streamlines the business and greatly enhances employee experience. A digital home for your company is a must in today's digital economy.
Traditionally many executives viewed the office as a critical asset to ensure optimal business operations and work output, but very few see the same importance of having a company portal in this digital economy. A company platform where your people can come together, follow basic company procedures, access important personal information, and keep up to date of company news and announcements is the ‘digital office’ every business should have from Start-up to SME to Enterprise. Apart from enabling great data insight into your people it also improves employee experience (with your business) thus improving tacit employee satisfaction.
Manage Employee Data and Documents
You’d be forgiven if you are currently managing important and highly sensitive employee data in spreadsheets and storing employee personal documents and pay slips in shared local and cloud drives. But this should have to stay like this, one of the main purposes of a great employee platform is to help you get away from this approach which serves to, 1) securely store data in a structured and central place, 2) access this information easily from anywhere and 3) enable employees to access their own data and documents easily. When coupled with ESS (Employee Self Service) capabilities this can reduce employee queries or loss of important employee data. Imagine getting insight into your company’s gender, ethnic or disability diversification reports or onboard an employee’s HR file within minutes.
Manage Leave and Time Off Requests
Each employee deserves to be granted leave in case of emergencies or personal time off to rest and recharge. A company portal ensures employees can request leave without presenting physical leave forms and track both leave requests and balances all online and within the company’s leave policy rules. Accruing and viewing leave balances and calculating leave liabilities (or provision for leave pay) should not be rocket science. Gone are the days where you require expensive reports gain this insight, many platforms today offer this as a basic feature.
Accrue leave, submit a time off application, view your balance or review leave requests should all be done online and within your leave policy rules. Your HR and Finance teams should not be wasting time addressing pay slip requests or searching through emails to approve leave requests - theres tools for this, use them.
Business Expenses and Reimbursements
At times employees might incur operational and day to day costs which they pay for out of their pocket at the time. Submitting claims or reimbursement payments through paper letters requires an employee to wait for an extended period which increases employee frustration and leaves room for human error or fraud.
A proper digital tool in the company should enable the employees to submit various types of claims (business expenses, be it client visits, overtime, entertainment, or team building activities) to their reporting managers and get feedback.
Like digital leave forms and leave processing, employees should have access to simple digital claim forms with configurable approval workflows, the tool should track creation, approvals and send out notifications at the necessary steps. This will enhance both financial reporting and approval auditing, thus reducing fraud and enabling your business to better control expenses and reimbursements.
Managing Performance
While monitoring performance and output can be a daunting task for management it shouldn’t be an administrative burden. Employee objectives and goals should not be agreed or delegated in email or corridor talk, that’s a recipe to kill moral and increase staff turnover.
Performance tracking and monitoring should be encouraging and something employees are proud to reference. Setting your people up for success can be easy, give you management team a formal platform to record objectives and track performance against those objectives. Managers generally just need a central place to define KPIs, capture notes during one-on-one meetings and track employee performance against a defined objective and targets.
While giving your management team and employees a place to monitor and manage performance encourages the right behavior, a robust people platform gives your employees a voice with self-reviews, and peer reviews help achieve that 360 view to eliminate any bias. This provides more performance data insight for better decision making when salary review cycles come around and helps the decision making process.
Monitor Company Goals and Objectives
Every business has goals and objectives it aims to attain, but not every senior manager or executive knows what those objectives are or how they are going to achieve them. At the best of times the CEOs, CFOs and CIOs generally speak from the 'top of their mind' discussing vague ideas of how one (you) should approach an objective, thus leaving lots and lots of room for interpretation.
A company platform that enables you to define and track company goals and objectives makes it super simple to assign accountability and helps direct employee effort and focus. It enables a more transparent goal management framework and helps move away from that whiteboard with ideas in the Directors office.
It enables your senior management team to plan and define objectives, log tasks to achieve, track updates and update the progress of every goal defined. Not only does this create clear accountability but it also creates transparency across the management team, where goals depict deadlines, progress, feedback, and a definitive action plan (objectives).
Going a step further and this enables you to rope in your staff, this ensures that everyone in the organization contributes to company goals, thus evolving from ‘management goals’ to company-wide goals. A performance platform in this manner should enable you to assign objectives to your employees that are directly linked to a company goal, thus enabling you to view who is contributing to a goal and the status thereof.
Conclusion
While a small start-up of +-10 employees might survive the death by email process culture it will catch up as the business grows. Savvy business owners and HR Managers see digital platforms as a tool to help operate a business more efficiently. Don't throw money at more skilled or experienced employees to fix your operations, they'll leave! No one wants to be stuck with an administrative and reconciliation burden, no matter how much you pay them.
As you can tell the benefits speak for itself, an employee and company platform is a home for your employees that gives you critical insight into your employee data, optimizes and digitizes basic operations, streamlines the business and greatly enhances employee experience. A digital home for your company is a must in today's digital economy.
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