Improving the efficiency of your HR system

Have you thought about the efficiency of your HR function over the past year? Whether you’ve thought about your current system or considered looking for something new, it’s likely you’ve deliberated how you could streamline processes. Perhaps your intention is to take the laborious manual workload off your staff, keep better track of your staff’s skillset or to become more cost-effective.

Sheldon Gillmore

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We’ve put together some key things to consider when looking to improve the efficiency of your HR system:

Keep the number of systems to a minimum

We all know the saying “too many cooks spoil the broth”, and the same applies where multiple systems are concerned. Whilst initially it may seem wise to have various systems responsible for different functions in a school or business, this can quickly become confusing and potentially impede efficiency.  As a standard rule, keep the number of systems you have to a minimum and look for an integrated system where possible.  An integrated system removes the duplication of data entry and improves the accuracy of your data as a result, compared with a large number of systems where the re-entry of data is prevalent and increases the risk of human error.

In addition to this, having dispersed data can mean it’s difficult to get a full view of your organisation and hinder the production of accurate reports. With an integrated system, you can have a single record for HR and Payroll data with all staff information stored in one, secure location which can be easily accessed via the online system, making reporting much simpler.

Go paperless

For many years, the running of most businesses has been extremely reliant on paper processes whereby large amounts of paper are used for the likes of data storage, approval processes and reporting. This is expensive and an inefficient use of resource, both budget and time. Typically, paper files are stored in large filing cabinets; when looking for or retrieving these files, large amounts of time is taken up in addition to the potential of data being lost. By digitalising all your data through a HR system, it is stored online and is secure in the system, avoiding loss of data and eradicating the lengthy process of retrieving data. This enables reports to be pulled quickly and accurately which can be extremely useful in periods of high workloads, such as in the event of an audit.

Give staff more freedom

Although it’s important to have certain permissions and restrictions set within systems to keep the necessary information confidential, it’s also beneficial to have certain data easily accessible and available quickly. One way this can be done is through a Self-Service Portal, such as an online portal accessible by staff no matter their location, where they can log holidays and absences, view payslips and log expenses, proving more time efficient than paper processes.

Choose sector-specific software

Lastly, find a software provider that understands your sector. PS Financials has strong links with the education sector for example, able to produce key reports required for the needs of schools, academies and multi-academy trusts. With the system, our users have reporting functionality from day one and the confidence that support of any future Government or Statutory Reporting requirements will be provided.

To learn how PS People can help you to streamline processes, save time and be more cost effective with your HR system, visit

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