Using Cloud HR Software To Manage Remote Employees

Covid-19 has caused more businesses than ever to reshape their working habits. A substantial number of employees are now working from home and there is still no set date for when we can return to normality. Businesses are typically prepared to support part-time remote working but few have had procedures set in place for this unprecedented time.

Companies who had to set provisions in place before lockdown in March have found the transition hard, especially with HR experiencing new and unheard-of practices, such as the furlough scheme, unexpected redundancies, and ensuring staff are safe and happy in various locations. A payroll and time tracking HR management system can effectively manage a workforce, even at a distance and it’s not too late to start implementing this new software.

Without utilising modern cloud-based software for HR, management and HR teams can quickly discover that managing a remote team, especially for such a length of time, can be hindered by barriers that shouldn’t be hampering them.

Employee productivity can also be impacted by the lack of technology and not being able to access certain information or tools that were available when working in the office. Which is why we look into the reasons HR software is now more essential than ever to help support managing remote teams.

1. Eases Payroll

Businesses are desperately trying to keep ‘business as usual’ when in reality, we are far from normal. While each staff member may or may not be struggling in their own way, there is one way business owners can help, and that is maintaining as much normality as possible.

Staff still need to be paid and with the current economic crisis, it’s important to do this on time and as smoothly as possible to keep unsure minds at rest and employees’ bills paid.

Using outdated methods for payroll can really show it’s true age during this time. HR software allows payroll to be completed quickly and easily, even if finance departments don’t have access to their general offices.

2. Keep In Contact

With lockdown measures slowly being eased, staff may no longer be working in the same premises and could be visiting other households or choosing to work in outdoor spaces.

This means the contact details you have for them may not be correct or temporarily not in use. HR software enables the ability to send urgent messages via email or SMS to all recipients and even track response rates.

This means when there is an urgent matter at hand, it eradicates the need to check who is at their desk and available for a video or conference call and instead relay all information quickly and concisely.

3. Onboarding

Despite what some may believe, many businesses are still thriving and eager to take on new staff. While the first barrier of adapting to video interviews may have been an arduous task enough, there is the added problem of integrating these new starters into the team and assuring all processes are followed correctly.

Welcoming a new starter into your organisation correctly leads to them being able to be as productive as possible from day one and provide the best work.

HR software can produce the right tools for this by virtually providing all the information they need to get to know the business, staff, and teams they will be working with. It allows a new employee to fill out essential paperwork online so this is already stored safely and securely on the cloud before they have even started.

It also enables new starters to access information and read up on procedures before they start, so they can start the important work straight away.

So HR systems even give the user help when looking for the perfect candidate by using an applicant tracking system so vacancies can be posted, applicants collated, and automatic contacting for successful and unsuccessful applicants.

4. Staff Wellbeing

HR is responsible for looking after staff wellbeing and during the pandemic, it is more important than ever to retain this in the forefront of our minds.

But with staff in different locations, it can be challenging to monitor mental health. The casual conversations that were once had throughout the office are now gone. Ideally, HR teams should be checking in with each employee individually so they can speak in confidence and any matters can be dealt with appropriately.

This isn’t always possible, especially in a larger organisation and very few will have the hours in the day to complete this, especially as it shouldn’t be a one-off.

Using an HR system can allow surveys to be built where the respondent can choose to be anonymous. By continually surveying staff, issues can be rectified quickly and wellbeing can be monitored to then create action plans on any changes that are needed.

5. Holiday, Sick Pay & Bereavement

Due to the pandemic, it is likely more staff than usual may need to take sick days or not be working for other reasons.

Staff may have to self isolate, take time off to care for children or vulnerable loved ones or take a mental health day to try and recuperate from the stress of the situation. Holiday days are still being taken as well.

Monitoring time off can be difficult at the best of times, but it is crucial to do so. HR systems can collate all absences in one place, meaning HR teams can monitor time off and ensure staff take their entitled holiday or don’t run over.

It can also provide a clear picture of who has been taken ill and when, to help judge if it is safe to bring staff back to the office.

Although all these points are fantastic ways to manage remote working staff, it doesn’t stop there. Once normality returns and the pandemic is a thing of the past, these HR systems can improve efficiency across the board during normal working periods as well.



Rylie Holt