HR digitization: time-saving tools and practices!

By Nathalie Pouillard & Emma Gil

Published: October 24, 2024

HR digitalization is everywhere: online pay slips, online management of leave and teleworking requests, online storage and signature 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 revolutionized the way we work, but also the HR function and HR processes. But what are the issues surrounding the digitalization of human resources?

In this article, HR managers will find out which tools are essential for tomorrow's company (including HRIS). Ready to facilitate your recurring tasks and bring more quality to your high value-added missions? 💯

See all software HR Management System (HRMS)

What is HR digitization?

HR digitization is defined as all processes enabling HR practices to be dematerialized, using specialized, digital tools.

It has emerged against a backdrop of corporate digital transformation, 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 global corporate strategy:

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

Moreover, according to an APEC study, +7% of them were asked to sit on management committees between 2005 and 2015.

The 5 challenges of HR digitalization

#1 Automating HR processes

" Automating processes " is a bit of a pie in the sky when it comes to digital transformation. And yet, removing 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 digitization:

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 leave request: with one click, his manager approves it, HR is notified and the leave balance is updated automatically.

#2 New recruitment methods

E-recruitment enables faster, better-targeted campaigns, thanks to the multi-posting of job offers 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 (known as collaborative recruitment), and job interviews can be conducted via deferred video applications.

Digital also facilitates the exploitation of data, to build up talent pools and exploit a Cvthèque using tags, keyword labels.

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

#3 Digitizing training and teaching resources

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

a MOOC, an online training 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.

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

💡 Example of HR digitization: the training manager accesses the schedule of mandatory training courses online and sends 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 opinions are solicited;
climate is measured using anonymous barometers and online surveys;
employees are also openly congratulated when they achieve their objectives.

The entire employee experience is the focus of attention, with the ultimate aim of building loyalty and commitment.

Participative management and the decompartmentalization 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 for visitors to e-commerce sites or corporate platforms!

Human resources sometimes use these digital tools to guide employees through the HR portal, as in 2019 during the switchover to the prélèvement à la source (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.

In any case, digital transformation within HR is difficult to summarize and evolves rapidly, 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 digitalization tools and processes.

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

Benefits and risks of HR digitization

An Infopro Digital Études study carried out for Sopra HR Software and L'Usine Digitale (2020) highlighted that companies find HR digitization :

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

The 10 benefits of HR digitization

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 facilitated by paper reduction and more intuitive digital archiving;
better global and individual employee follow-up thanks to :
- centralized information,
- the visibility gained on HR indicators recorded in a clear, easy-to-use dashboard;
HR communication and employer branding, helping to attract and retain talent;
regulatory compliance, thanks to :
- the integration of up-to-date collective agreements and legal obligations,
- teletransmission of declarations, for seamless management without the risk of penalties;
securing confidential HR data, stored in encrypted digital spaces;
support for employees, their productivity and well-being, by facilitating requests for leave, telecommuting, reimbursement of business expenses, etc. ;
adapting to new, more mobile, dematerialized and collaborative ways of working;
analyzing HR data through customized reports, to improve HR department operations and enhance the employee experience.

The risks of HR digitization

According to Parlons RH, many HR professionals are concerned about the protection and security of HR data (59% and 44% respectively).
For some, it also dehumanizes the HR function. Tools should 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 those surveyed);
- encourage the adoption of new tools;
- clearly establish new HR processes.

How to implement HR digitalization. Our 7 tips?

1. Audit existing HR processes

Before plunging headlong into digitalization, 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 for laying the foundations of your digital transformation and defining clear, achievable objectives.

Think of yourself as an architect: before renovating a house, you need to understand its structure. In the same way, this audit will enable you to better understand your needs and avoid the pitfalls of hasty digitalization.

2. Involve stakeholders

HR digitization must be a collaborative project.

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

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

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

3. Choose the right tools

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

Here are a few categories of essential solutions:

HRIS (Human Resources Information Systems), to centralize and automate the management of HR processes.
Payroll software, designed to simplify and secure the payroll process.
Recruitment platforms, or ATS, to manage and automate the entire recruitment process.
E-learning solutions, to support employee training and skills development.

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

4. Plan employee training and support

The success of HR digitization depends on user acceptance of the tools, which is the only way to overcome resistance to change.

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

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

5. Gradually roll out your HR digitization project

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

Instead, adopt a phased approach to minimize disruption. Start by digitizing the most critical or easiest-to-implement processes, 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 new tools and processes? By setting up performance indicators.

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

7. Ensure security and compliance

Digitization involves managing a great deal 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 digitizing the HR function

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

For example, with Kizeo Forms, do away with paper and centralize your documents by dematerializing your HR processes, such as leave requests, absence management, expense reports or time tracking. The 100% customizable tool adapts to save you precious time and transforms 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 employees who want to familiarize themselves with the digital digitization of all your HR documents (fast and advanced search, electronic signature, automated emails, etc.).

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

online payroll software, to edit pay slips, pay salaries, manage benefits and bonuses, take into account absences and expense reports;
leave and absence management software, to manage leave balances, absence requests, their validation circuit, etc. ;
time management software, which allows you to forget about Excel and track employee time, thus facilitating payroll or invoicing to a service provider;
talent management software or GPEC software, for implementing a strategy aimed at recruiting, but also developing the skills of high-potential profiles internally, notably through training, bonus and career management;
software for improved employee management, such as Lumio, which automates labor law procedures and takes the burden off HR thanks to workflows and automatic document generation (contracts, agreements, riders, etc.);
the recruitment and applicant tracking tool (ATS), like Softy, to manage applications, multicast job offers, run recruitment tests and video interviews, and create a personalized career site;
the e-learning platform, for setting up and monitoring online training courses, creating training plans, tracking expenditure, etc. ;
the employee recognition platform, to encourage feedback in the form of surveys or polls, manager coaching, cross-functional collaboration and human resources development.

There are also HRIS software packages, combining 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 digitalize all your HR processes, from employee data management to the organization of 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 dematerialize its processes, from personnel administration to HR marketing, payroll and training, among around a hundred functionalities.

✅ All these digital tools support the digitalization of HR, but also improve the candidate experience, the employee experience, and enhance the employer brand.