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Save Time and Minimise Risk with HR Automation: Talenox

Apr 19, 2017

“Administrative work” and “lengthy inefficient processes” are some of the common phrases that Human Resource (HR) in most companies reminds you about.  Adding to the negative connotations, HR has always been viewed as a cost centre and the resource allocated to the HR department is usually minimal.  HR should spend less time on administrative work and focus on talent management.  Getting the most suitable team players to join the company and constantly building an awesome work culture.

human resource
hjuːmən rɪˈsɔːsɪz/  | noun
the personnel of a business or organization, regarded as a significant asset in terms of skills and abilities.

Based on definition, since HR is regarded as a significant asset in the company, companies should invest more in HR, instead of minimising the resources for HR.  Fortunately, more companies like Netflix and Google are constantly investing in their team members and they are great role models for companies worldwide.  Increasingly, HR is becoming a more important aspect in companies and the “non-sexy” portions of it are being automated.

Most companies are still spending excessive time on mundane HR administrative tasks.  Such companies are either still in the dinosaur age of applying leave through paper forms or calculating payroll on Excel sheets.  More forward-looking companies are on Google Sheets to allow collaboration online.  Without automation, the chances of human errors are much higher and knowledge cannot be easily transferred within the company.


Spend more time on your team, less on administrative tasks!
More mature companies are moving to HR Management systems (HRMS), as the administrative work gets overwhelming and they understand the benefits of HR automation.  However, due to poor design and high cost, the adoption rate for HRMS is still pretty low after decades.In recent years, HR SaaS (Soft-as-a-Service) applications on the cloud are gaining popularity due to the fact that they are better, faster and cheaper.  People are getting to understand the need to automate HR administrative functions, so that they can focus on higher value HR responsibilities, such as talent management.

 

Improve in Efficiency with Design and Integration
HR SaaS adoption rate is on the rise as it saves time without the need for multiple training sessions and integration across systems minimise manual entries for multiple systems.  HR SaaS application, like Talenox, focuses on designing payroll and leave management applications to be user-friendly, with very few steps needed to get onboard.  Instead of going for multiple training sessions for months to learn the technicalities of a HRMS, HR department or business owners can process payroll and mange leave on Talenox easily and help is just a chat away with the in-app chat feature.
Leave Application on Talenox

With such a solution, leave application is not longer a manual process. Once your staff applies for leave on the application, the approver gets an email notification and log in to Talenox to approve the leave application.  Thereafter, the applicant gets an email notification upon approval.Integration to accounting platform like Xero and Quickbooks Online has also helped to save time tremendously, without the need to key in payroll entries individually.

 

Compliance with Statutory Regulations

Compliance with government regulations is the next reason for adopting a HR SaaS application.  Adding to compliance being a painful process to go through, many business owners do not know “what they do not know”.   Business owners maybe breaking the law beause they are not aware of the government regulations and this is definitely one of the last thing on their mind when growing a business.

 

Dashboard of Talenox
Instead of worrying that the MPF calculations on your spreadsheet is not updated or the IR56 forms are filled up wrongly, a HR SaaS application comes built-in with the needed logic that is compliant to the Hong Kong government regulations.  As you are subscribing to the HR SaaS, MPF logic, IR56 forms, leave entitlement based on Employment Ordinance are updated whenever changes are announced.  This allows the HR to focus on higher value tasks and business owners to focus on their core business.

 

Reduce Human Errors
One of the biggest issue with working on HR administrative tasks on Excel or Google Sheet is that higher incidence for human errors will occur.  With a HR SaaS, such human errors are minimised, with validations to check if information are being filled in correctly.Integration further improves the integrity of the data.  An example will be taking of no-pay leave (NPL).  In the event if the leave system is not integrated to payroll, you will either forget to calculate the salary deduction of NPL or you will need to spend extra time to ensure that your NPL salary deduction is calculated correctly.  Integration with other applications, such as accounting software, also ensures that accurate records are “pushed” into the accounting software.

 

Continuity and Preservation of knowledge

Continuity helps to ensure that business runs smoothly.  Having your payroll and leave managed on a HR SaaS application on the cloud,  removes the worry of your own server crashing, as data is always backed up on highly secured servers like Amazon Web Services.  Moreover, with the workforce is more liquid in this era.  Past information for payroll and leave policies are stored on the HR SaaS application and handing over knowledge to another team member will be easy.With the flexibility in some of the HR SaaS applications such as Talenox, you can also switch between managing your HR administrative functions in-house or outsourcing.  An account can be created for your partners with the access rights set based on your needs.Trying out a HR SaaS application is not as daunting as before, you can simply sign up for a free trial at Talenox and start exploring the functionality.  If you would still like hand-holding or rather outsource the HR administrative portion of your business, contact the awesome team at Cornerstone to free yourself from non-core matters.