Every field of activity has to deal with paperwork. Fill it out, submit it, have other documents fill out, submit and of course save it. Paperwork is particularly common in HR departments and teams.
All over the world there are numerous legal obligations associated with the employment of employees.
With almost non-stop paperwork, you are showing government agencies (such as those that collect taxes) that your organization is meeting these obligations. HR managers also need to request information from employees and contractors, such as: B. the number of hours worked or whether you need vacation next month. This means that documents and / or e-mails are often constantly coming into and out of the HR department.
Everyday activities like payroll and vacation requests aren’t the only tasks the HR department handles. Health and safety are often the responsibility of this department.
As an employer, it is your duty to provide employees with a safe working environment, regardless of whether they work in-house or on-site. This takes the form of a health and safety due diligence, which takes all reasonable precautions to avoid injury or accidents in certain circumstances in the workplace.
Health and safety due diligence isn’t glamorous, but it is a legal requirement that works for the benefit of everyone within a company. And not staying up to date can be costly. Health and safety incident fines cost companies millions each year.
Keeping a health and safety journal and performing regular safety inspections is the best and easiest way to conduct due diligence. It helps you maintain compliance and detail specific reviews and tasks using historical records. However, filling out a journal can also be tedious and monotonous.
There is no place for abbreviations between payroll and health and safety. All of this work places a burden on regulatory compliance that businesses cannot avoid. However, this doesn’t mean it should be a mountain of paperwork, making it harder to share with colleagues, stay safe and store.
Digital technology can help solve all of these problems as well Optimize your HR processes. With automated, secure, and collaborative cloud-based forms, you can simplify paperwork and save money.
Advantages of secure online documents
By moving HR, health and safety activities to a cloud-based system, paperwork can be done faster and easier. Almost everyone has access to a company or a personal smartphone or tablet, making it easier than ever to interact with HR.
By logging into an online hub, team members can access the documentation they need without having to rely on error-prone paper-based methods. For team members and HR, having an online system for everything – including health and safety – offers several benefits.
1. Automatic completion
Online forms can be customized based on the user’s activity to display relevant questions. This speeds up the process considerably and ensures that important information is not lost. Cloud-based forms can be adapted to company processes and systems. This means that a lot of information can be integrated, saving the user even more time by only having to answer questions that require an answer that is not yet known to the HR department.
2. Real-time information, faster response
In contrast to the inertia of a mailbox system, mobile forms work in real time. Once a report has been submitted, HR teams can get back to employees faster. Ideal when someone reports an emergency or suddenly needs a day off that they did not expect.
Reports can also be populated with photos and additional notes to make it easier to provide supporting information.
3. Trend analysis
Mobile forms leave a digital footprint that can be used to search and analyze data in ways far superior to email or paper. By storing all reports in the cloud, management can aggregate data to create custom reports that can identify incident trends by type, time and location. This information can be used to improve workflows and operational processes.
For businesses that rely on remote workers, mobile event reporting is an efficient and effective way to run reports to encourage faster communication and create a safer work environment.