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6 ways to simplify HR processes

Spend less time on logistics and more time on what matters most.

HR processes don’t have to be a pain. By creating templates, developing checklists and streamlining functions such as the onboarding and offboarding process, HR leaders can develop workstreams that are easy to follow and efficient, freeing them and their peers up to focus on more creative and revenue-driving pursuits. The key is less administrative minutia and more best practices.  

But how can HR achieve these goals? What are simple ways to create and develop these processes? Here are six aspects of HR to consider and places where streamlining can occur. Employ these tips to make work life easier for everyone.

Create checklists for performance reviews

Performance reviews are one of the most important parts of building a successful organisation, and also one of the most fraught. While evaluating performance effectively and fairly is vital, it can be difficult to do without standards. Forward-thinking HR should build checklists for each specific type of employee to help reviewers create context around individual evaluations. Also, consider developing a Performance Review Meeting checklist to help the person conducting the review remember to include everything while maintaining uniform standards across reviews.  

Use templates for onboarding, hiring and other documents

A great way to streamline HR processes is to develop templates for things that occur frequently. For example, Dropbox offers one template to help with new hire onboarding, which centralises information to help new employees get started, link them with key resources and creates a checklist of to-dos for their first few days. (Checklists!) Meanwhile, the hiring doc allows HR to consolidate candidate data, manage interview schedules and co-edit interview questions. Or templitise employee agreements by uploading and pre-setting the fields that are used repeatedly so all that needs changing are key details such as name, salary and benefit details. The value of templates is limited only by an organisation’s HR imagination. Templatise HR needs for smooth sailing.  

Send, sign and store hiring, onboarding and offboarding documents

Two of the most document intensive periods of an employee’s tenure are when they are hired and when they leave their job. Onboarding and offboarding require lots of paperwork and can involve many signatures. A tool like the Dropbox eSignature product called Dropbox Sign can help automate paperwork for hiring and departing employees by making it easy to secure legally binding electronic signatures. And since HelloSign integrates with existing apps and workflows, it’s simple to build and maintain a system for sending and storing documents that can be easily accessed in the future. (Or simply use Dropbox DocSend.)

Develop onboarding materials

A new employee doesn’t want to come into an organisation and face a chaotic onboarding process. They want a straightforward way to get onboarded, get their documents signed and start their job. With this in mind, HR should establish standard onboarding materials so all employees have the same initial experience. That means documents, but it also means video, too. With Dropbox Capture, HR can work with different departments and executives to create screen recordings and video messages, removing the need to repeat themselves every time new people are hired. Instead, new employees will be able to replay the videos at their leisure and at their own pace.  

Make filling in forms a cinch

What if entering information into forms wasn’t such a drag? With HelloWorks, it doesn’t have to be. Use the product’s no-code workflow tool to turn complex forms like job applications or benefits enrolment paperwork into mobile-friendly forms that candidates or employees can fill in and submit from anywhere. Better yet, the data that’s entered will map back to existing systems, saving HR time and helping them avoid tedious data transfer. Building and filling in applications and other forms has never been easier for everyone.

Establish a centralised repository for all HR documents for simple access across departments

The best HR documents, videos and processes are no good if no one knows where they are. This problem can be eliminated by creating a central database that includes everything HR needs. All the hiring, onboarding, evaluation, survey and offboarding templates and documents in one place, organised however makes the most sense to the leaders of the organisation. By using Dropbox to build this system, HR can also control who has access to what files as well as know who is viewing and downloading the files to ensure only the correct employees are using them.  

Create tagging systems for searchability

And finally, once the system is in place, the templates are created, the work is done, HR can establish a tagging system that makes everything searchable. Tags can run the gamut, anything and everything from #2022 or #template to #onboarding or #contract. Since multiple files or folders can have multiple tags – and everything in a tagged folder will automatically have that tag added – the tagging system is as robust and flexible as HR wants it to be. Now go find some exceptional employees and get them hired.

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