5 Ways Human Resources Teams Are Winning With Digital Forms
Streamline recruitment, onboarding, time-tracking, and employee management with digital human resources forms
HR departments are a critical part of a business linking the organization’s management and the employees. Human Resources ensures that qualified candidates are hired, employees are easily onboarded to the team, and help to maintain high employee satisfaction. Overseeing the recruiting, interviewing, onboarding of new employees requires a significant amount of time and paperwork. Traditional paper forms can create a backlog of filing and ultimately result in human error and delays in processing. From CHROs to HR coordinators, the entire Human Resources department can benefit from making the switch to digital forms to expedite the interview, hiring, and onboarding processes of employees. Additionally, the management of current employees can be greatly improved.
Learn more below about how Human Resource teams are utilizing mobile forms throughout the entire lifecycle of an employee.
Recruiting for a new position
During the recruitment process, it is important that the HR team is finding qualified candidates with the correct background and skills. Sometimes, job postings will receive hundreds of applicants and the HR team is responsible for finding the right fit for the position. With paper job applications, can be difficult to cipher through candidates to find those that are qualified – making this process very time-consuming. By digitally transforming this process, HR teams can leverage GoFormz’s form sharing feature, Public Forms, to post a link to a job opening on their website or a job board for applicants to fill out. Once completed, this can be directly routed to the hiring manager and the HR team instantly.
Interviewing candidates
After it has been determined that a viable candidate is moving on to the next step of the hiring process, HR will reach out to schedule an interview. During the interview process, candidates will meet with several employees within the company. It is important that each interviewer has the ability to provide feedback back to the hiring manager and HR team. With digital forms, the interviewer is able to rate the potential candidate after the interview and expedite the evaluation process. By utilizing the table and checkbox fields to indicate the candidate’s performance, HR can create forms that are organized and easy to reference to simplify the process and save employees time.
Onboarding an employee
Once the candidate has been selected by the hiring staff, the HR representative needs to prepare the necessary documents to get them onboard. This time-sensitive paperwork can leave HR staff feeling overwhelmed and bogged down with paperwork and filing. One of the most important documents that need to be signed by the candidate is the offer letter. This document not only needs to be reviewed by the internal teams prior to the candidate viewing it, but it will need to be signed by leadership within the organization. The handing off of the paper document to multiple parties can cause unwanted delays within the process. By switching to digital forms, the Human Resource department can easily capture the candidate’s information and send offer letters that are equipped with the necessary fields. By utilizing the electronic Signatures and Automatic Workflows, the team can ensure that the appropriate parties have reviewed and signed the document in a timely manner. With Workflows, these documents can be automatically routed to the correct parties and uploaded into Box or Google Drive for safe record-keeping.
Employee feedback
Another very important aspect of Human Resources is managing the overall well being of employees and their job performance. During an employees time at a company, they will be asked to do self evaluations in order to understand how they are performing their duties and responsibilities. These evaluations include a long list of questions, typically ranging from multiple choice to short answer. Before digitizing these lengthy questionnaires, Human Resource departments would have to go through each employee’s evaluation and then provide a score and then ensure that it was handed off to the correct manager. By switching to mobile forms, HR teams can build out digital questionnaires that include Conditional Logic, automatically giving employees a score at the end of the form. And, this form can be routed to their manager for review via Workflows.
Tracking Vacation Time
In order to main a healthy work-life balance at a job, employees are entitled to a specific amount of paid time off within their organization. When using traditional Time Off Request paper forms, HR teams are left with a very time-consuming process of managing an employee’s paid time off balance, ensuring that they are staying with the policy, and notifying a manager for approval. This inefficient process can lead to discrepancies in data and issues with tracking employees’ vacation time. When Human Resource departments switch to digitally keeping track of employees’ time off, they are able to focus on more important tasks. With GoFormz’s Automatic Calculations in the Table fields, it’s easy for HR to create organized forms with pre-populated calculations for managing employees’ entitled vacation time and to flag when they are exceeding their allotted time. Lastly, with Workflows, this information can be integrated into the Cloud to manage balances and automatically notify managers of the employee’s request. This functionality eliminates the possibility of human error and expedites the approval process for HR, managers, and billing departments.
Learn more about how GoFormz can transform your human resource department, read how to leverage the form sharing feature to simplify HR documentation.
