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How to Reduce Data Entry in Human Resources

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Human resources has long had a reputation as a department with plenty of paperwork. HR collects a large amount of information from employees. This starts with the time the person is hired, and it only ends with their departure from the company.

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What different kinds of information does HR collect?

A human resources department gathers basic information about the employee, such as their legal name, their social insurance number, their mailing address, and their phone number. Employees also give over banking information so they can be paid. In addition, they’ll give you information about the hours they’ve worked, the leaves they’ve taken, their vacation days, and more.

Finally, HR also collects information related to benefits. An employee may need to declare their family status and their dependents in order to claim some benefits. They may also have to make declarations about their ability to work or get a doctor’s note.

In the past, all of this information was recorded on paper and stored in filing cabinets. Now, most companies store the bulk of their information digitally. This can result in a good deal of data entry in the HR department, as information is collected and moved between systems.

How can you reduce data entry in the HR department?

Why Reduce Data Entry in HR?

There are a few good reasons to reduce data entry in the HR department. The first is that you’re spending too much time doing it.

If your HR team must enter every bit of information into the system by hand, they’re spending significant time inputting details. There are more efficient ways to do this. The same is true if they need to transfer information between systems by hand.

Manual data entry can also result in errors. Incomplete or inaccurate data can be a big problem for businesses, so it’s best to avoid it when possible.

These tips will help you reduce data entry.

Go Green and Leave Paper Behind

There are many good reasons to leave your HR paper trail and embrace the green office. One of them is that it’s more efficient.

By using digital forms instead of paper forms, you’re reducing a two-fold process. If you still use paper forms, you can invest in technology to scan and transform the paper record into a digital one.

Using a digital form in the first place often means the information is only entered once. If it’s written out by hand on paper, then someone will spend time keying it into the system.

Use a Self-Service Portal for Employees

Instead of having employees turn over their information on paper to an HR professional, have employees enter their information directly into the system themselves. This reduces the amount of time your team spends entering data. It can also improve accuracy.

Get Technology That Integrates

Another way to reduce data entry in HR is to make sure all of your systems connect to each other. When they’re integrated, they can transfer information between programs or systems. Gone are the days when HR professionals had to manually move data between programs.

Use Other Automation Techniques

Having a system that allows programs to talk to each other is important. There are also other automation techniques you can use.

One example is fields that will auto-complete once you’ve entered the data once. If you’re setting up a number of records with the same base information, this is a useful feature.

As you can see, there are many ways to reduce data entry in HR, which can, in turn, improve efficiency, productivity, and accuracy.


Kaneez Jaffer

Kaneez Jaffer

Kaneez is a Certified Human Resources Leader (CHRL) with an advanced knowledge of human resources and organizational structure and design. She has extensive experience with HRIS systems and understands the need to move HR from a transactional model to a transformational one. She has worked in the investment banking, insurance, and legal industries, as well as with large not-for-profit centres helping to simplify and streamline their internal systems. Kaneez is an expert in building relationships and affecting change in a positive and productive way. She acts as the key HR business partner at Apri Insurance Services Inc, managing the implementation of JungoHR, while providing expert advice and counsel on a range of HR matters. Kaneez holds a Graduate Certificate in Human Resources Management as well as a Certificate in HR Law for HR Professionals from Osgoode Hall Law School in Toronto, Canada.