Digitalising HR: these time-saving tools and practices!

By Nathalie Pouillard & Emma Gil

Published: 24 October 2024

The digitalisation of HR is everywhere: online payslips, online management of holiday and teleworking requests, online storage and signing of employment contracts, online recruitment, online training... as you can see, these new practices are as vast as the web.

Digital technology has not only revolutionised the way we work, but also the HR function and HR processes. But what are the issues surrounding the digitalisation of human resources?

In this article, HR managers will also find out about the essential tools for the company of the future (including HRIS). Are you ready to make your recurring tasks easier and add more quality to your high value-added assignments? 💯

See all software HR Management System (HRMS)

What is the digitalisation of human resources?

HR digitisation is defined as all the processes that make it possible to dematerialise HR practices, using specialised digital tools.

It has emerged in the context of the digital transformation of companies, which has not spared the human resources department.

At the same time, the missions of HR departments have diversified and, over the years, have found themselves at the heart of companies' global strategy:

developing CSR policies and the employer brand;
improving working conditions
skills and career management
deployment of e-learning programmes
monitoring HR performance, etc.

In fact, according to an APEC study, between 2005 and 2015, 7% more women were invited to sit on management committees.

The 5 challenges of HR digitalisation

#1 Automating HR processes

" Automating processes " is a bit of a pie in the sky when it comes to digital transformation. And yet, eliminating time-consuming tasks from your daily routine saves an incredible amount of time and frees up bandwidth to deal with substantive issues (improving well-being at work, for example), which are often relegated to the back burner for lack of time.

💡 Example of HR digitalisation:

The annual interview campaign is approaching: once set up, your tool automatically sends emails to employees and managers to tell them to prepare for the interview and communicates a date.
An employee submits a holiday request: with one click, his manager approves it, HR is notified and the holiday balance is updated automatically.

#2 New recruitment methods

E-recruitment enables faster, better-targeted campaigns, thanks to the multi-posting of job vacancies in just a few clicks on a wide variety of platforms, such as job boards and professional social networks.

On the other hand, recruitment techniques are constantly evolving: employees participate by rating their future colleagues (this is known as collaborative recruitment), and job interviews can be conducted via deferred video applications.

Digital also makes it easier to exploit data, to build up talent pools and exploit a CV library using tags, keyword labels.

💡 Example of HR digitisation: the recruitment manager monitors the status of applications in real time and sends automatic, customisable emails to successful or unsuccessful candidates, as well as invitations to take online tests.

#3 Digitalisation of training and teaching resources

E-learning is also in line with the new organisation of companies, with employees working from home or from various locations. It can take a variety of forms:

a MOOC, an online course for a large number of participants ;
a SPOC, a small-group MOOC for more precise and rapid skills development;
a COOC (Corporate Online Open Course): the company sets up its own online training course.

Not to mention e-learning platforms dedicated to knowledge sharing, to encourage collective intelligence!

💡 A n example of HR digitisation: the training manager can access the schedule of compulsory training courses online and send out invitations in just a few clicks.

#4 Developing quality of life at work (QWL)

Well-being at work is at the heart of many issues. To this end :

employee opinion is sought
the climate is measured using barometers and anonymous online surveys;
employees are also openly congratulated when they achieve their objectives.

The whole employee experience is at the centre of attention, with the aim of building loyalty and employee commitment.

Participative management and the decompartmentalisation of departments also imply horizontal HR communication. Corporate social networks are helping to achieve this.

#5 Artificial intelligence at the service of HR communication

Chatbots are no longer just reserved for visitors to an e-commerce site or a corporate platform!

Human resources departments sometimes use these digital tools to guide employees through the HR portal, as they did in 2019 during the switchover to the withholding tax.

Simple questions are dealt with by the robot, and those still to be resolved are the subject of an appointment proposed automatically, thanks to a connection with the HR team's diary.

Whatever the case, digital transformation within HR is difficult to summarise and is evolving fast, but whether it involves personnel administration, payroll management or talent management, it involves the use of professional software.

In some cases, HR departments need support in adopting and implementing new digital tools and processes.

Obea infographic on the 7 pillars of a successful digital transformation of HR departments:

Advantages and risks of HR digitalisation

A study by Infopro Digital Études, carried out for Sopra HR Software and L'Usine Digitale (2020), highlighted the fact that companies are finding that HR digitalisation offers them :

simplified information gathering (65%) ;
optimised HR processes (54%);
easier control and supervision of information (41%).

The 10 benefits of HR digitisation

HR managers and directors save time on recurring tasks by automating HR processes ;
time saved can be used for more strategic tasks such as talent or skills management (GPEC);
document management made easier by paper reduction and more intuitive digital archiving;
better overall monitoring of each employee thanks to :
- centralised information,
- improved visibility of HR indicators in a clear, easy-to-use dashboard;
HR communication and promotion of the employer brand, attracting and retaining talent;
Compliance with regulations thanks to :
- the integration of up-to-date collective agreements and legal obligations,
- e-transmission of declarations, for seamless management without the risk of penalties;
securing confidential HR data, stored in encrypted digital spaces;
supporting employees, their productivity and their well-being, by facilitating requests for leave, teleworking, reimbursement of business expenses, etc. ;
adapting to new, more mobile, paperless and collaborative ways of working;
analysing HR data using customised reports, to improve the way the HR department works and enhance the employee experience.

The risks of digitalising HR

According to Parlons RH, many HR professionals are concerned about the protection and security of HR data (59% and 44% respectively).
For some, it is also dehumanising the HR function. The tools should provide support, not replace dialogue and emotional intelligence.
It requires investment, particularly in training, to :
- avoid creating a divide between the different generations in post (a concern for 47% of respondents) ;
- encourage the adoption of new tools;
- clearly establish new HR processes.

How to implement HR digitalisation. Our 7 tips?

1. Carry out an audit of existing HR processes

Before plunging headlong into digitalisation, take the time to take stock of your current practices. Identify :

the tasks that are slowing you down
those that are creating frustration
opportunities for improvement;

This diagnosis is essential if you are to lay the foundations for your digital transformation and define clear, achievable objectives.

Think of yourself as an architect: before you can renovate a house, you need to understand its structure. In the same way, this audit will give you a better understanding of your needs and help you avoid the pitfalls of hasty digitalisation.

2. Involve the stakeholders

HR digitisation must be a collaborative project.

That's why you need to involve all the stakeholders from the outset: management, managers, employees and the HR team. Their participation and feedback are essential to ensure everyone accepts and adopts the new technologies. 🤝

Also, communicate regularly with your teams on the progress of the digitisation project.

Remember that encouraging feedback and highlighting the benefits observed is crucial to the long-term success of HR digitisation.

3. Choose the right tools

Since HR digitisation is inextricably linked to the use of technology, you need to select the right software, i.e. software that is perfectly suited to your specific needs.

Here are a few categories of essential solutions:

HRIS (Human Resources Information Systems), for centralising and automating the management of HR processes.
Payroll management software, designed to simplify and secure the payroll process.
Recruitment platforms, or ATS, which manage and automate the entire recruitment procedure.
E-learning solutions, which provide training and skills development for employees.

And there are so many more! But don't worry, we'll tell you all about them below. 👇

4. Plan employee training and support

The success of HR digitisation depends on users accepting the tools, which is the only way to overcome resistance to change.

We therefore advise you to organise training sessions for all employees concerned to familiarise them with the new systems.

You should also offer ongoing support to answer their questions and resolve any problems quickly.

5. Roll out your HR digitisation project gradually

HR digitisation doesn't have to be an overnight revolution!

Instead, adopt a gradual approach to minimise disruption. Start by digitising the most critical processes or those that are easiest to implement, then gradually extend to all HR functions.

😀 This method allows you to test, adjust and perfect your tools and practices, while limiting the risk of errors. By moving forward step by step, you build a solid long-term transformation.

6. Monitor and measure performance

How can you judge the effectiveness of your new tools and processes? By putting performance indicators in place.

The key is to focus on concrete results and adjust practices accordingly, so that HR digitisation is a genuine lever for transformation.

7. Ensure security and compliance

Digitalisation means managing a lot of sensitive data.

So make sure that the solutions you choose comply with current regulations (such as the RGPD) and offer solid guarantees in terms of data security. 🔐

Tools for digitising the HR function

Good support and the right tools mitigate the risks associated with digitalising HR.

For example, with Kizeo Forms, do away with paper and centralise your documents by dematerialising your HR processes, such as holiday requests, absence management, expense reports or time tracking. This 100% customisable tool can be adapted to save you precious time, turning your smartphones into real work tools.

Or Dokmee, electronic document management (EDM) software for SMEs. This solution gives you total control over your document base in complete security. Its intuitive, ergonomic interface is ideal for your staff who want to familiarise themselves with the digital digitisation of all your HR documents (quick and advanced search, electronic signature, automated emails, etc.).

👉 Looking for something else? High-performance online software is dedicated to every area of the HR function, including:

online payroll software, for producing payslips, paying salaries, managing benefits and bonuses, and handling absences and expense claims;
leave and absence management software, to manage leave balances, absence requests, their validation circuit, etc. ;
time management software, which lets you forget about Excel when it comes to tracking employee time, making payroll or invoicing a service provider easier;
talent management software or GPEC software, for implementing a strategy aimed at recruiting and developing the skills of high-potential profiles internally, in particular through training, bonus and career management;
software for better employee management, such as Lumio, which automates employment law procedures and relieves the burden on HR through workflows and automatic document generation (contracts, agreements, amendments, etc.);
the recruitment and applicant tracking tool (ATS), like Softy, for managing applications, multi-posting vacancies, conducting recruitment tests and video interviews, and creating a personalised career site;
the e-learning platform for setting up and monitoring online training courses, drawing up training plans, tracking expenditure, etc. ;
the employee recognition platform, to encourage feedback in the form of surveys or polls, coaching for managers, cross-functional collaboration and valuing human resources.

There is also HRIS software, bringing together all or some of these modules, available as a package or à la carte.

👉 For example:

Eurécia is a complete, modular HRIS solution. It enables you to digitise all your HR processes, from managing employee data to organising working hours, via talent management, training and corporate well-being.
Lucca's HRIS Essential Suite includes personnel management, leave and absence management (Figgo), as well as interviews and objectives.
Silae RH Suite covers all the needs of a company wishing to dematerialise its processes, from personnel administration to HR marketing, via payroll and training, among a hundred or so functionalities.

✅ All these digital tools are designed to support the digitisation of HR, but also to improve the candidate and employeeexperience and enhance the employer brand.