18 Signs You Need HR Software

homme débordé travail
Morgane Lança
February 28 2023

Many businesses struggle with their day-to-day workforce management, but how do you know if it’s time to invest in software technology to support your everyday processes?

Do you need help evaluating your HR needs and your workflow? Here are tell-tale signs that you need human resources software!

1) Your Managers and HR Department are Overworked

The most obvious issue is the administrative burden on your employees. Are they overwhelmed by repetitive and manual tasks without added value? In this case, thinking about automating your processes with HR technology would be relevant.

When your employees complain about a lack of autonomy and your managers struggle with their administrative tasks, it’s time to invest in human resources software!”

– Tania Boucher, Human Resources Strategist at Go RH

Investing in human resources management software is the best solution to make your employees’ lives easier. You will save precious time managing PTO and absences, tracking employee performance, and other essential aspects for your organization!

2) You’re Working With Numerous Excel Files and Paper Documents

When your organization needs 40 different Excel files and an entire room full of paper documents to manage HR… that’s a sign you need HR software!”

– Celine Conti, Human Resources Strategist at Go RH

Indeed, the multiplication of documents leads to a loss of information and efficiency. So why spend hours creating an organizational chart or mimicking employee database software features in Excel when these processes are automated in an HRIS?

Did you know that job descriptions software also helps you store and edit job postings for hiring?

3) Your HR Data is Not Centralized

Paper documents and Excel files have the same flaw: they are hard to find… and easy to lose! In addition, non-centralized data wastes considerable time in your HR department.

Centralizing your data with all-in-one HR software will optimize your core HR processes while making your life much easier.

4) You Don’t Evaluate Your Organizational Health

In 2023, how would you assess your business processes? If this is a difficult question for you to answer, HR software can help you measure your business productivity and its evolution over time. As a result, you’ll be able to spot issues before they impact your organizational health in the long run!

5) You Lack Visibility and Strategic Efficiency

If you lack time and resources to work on HR strategy, you need to centralize your information in human resources management software solutions.

Key Performance Indicators will be handy for making relevant business decisions based on reliable HR reports. They will allow you to obtain actionable insights on all strategic aspects of workforce management (retention rate, turnover rate, productivity…) in real-time!

6) You Have to Enter Information Multiple Times

You have probably already had to enter the same information several times in different software solutions. This is a sign that you need an HR solution that offers a variety of features and numerous integration possibilities!

For some companies, it is often difficult to get all the information: payroll is managed in one software, the punch process is done in another software… All with little or no integration between software solutions.”

– Mélinda Roy, Strategic Human Resources Consultant at Go RH

A complete HRIS will save you time by avoiding double data entry.

For example, Folks HR offers integrations with the following:

Integrated systems will be the cornerstone of your digital transformation, ensuring efficiency even remotely. Indeed, the future of HR management lies in integrated digital ecosystems!

7) You’re Wasting Time Transcribing Information

Lack of data centralization and organizational visibility makes sharing information with your entire organization difficult. If you’re wasting valuable time transcribing strategic information to your management or communicating effectively with your teams, you need to invest in HR software!

8) You Struggle to Keep Track of Your Employees’ Progress

Inefficient workforce management is a direct consequence of non-centralized HR data. When data is lost or not easily accessible, your employees are often the first impacted.

Indeed, these issues can prevent smooth and compliant operations, hence the need to use professional HR software in the manufacturing sector:

Some managers have no idea what training they need to give their team because they’ve lost employee records.”

– Celine Conti, HR Strategist at Go RH

Fortunately, HRIS offer career management and training tracking features to solve these problems. In addition, they are great ways to develop an ongoing employee training strategy that supports your business growth.

9) You Conduct Irregular and Inefficient Performance Reviews

Speaking of workforce management, did you know that performance review challenges will multiply in the coming years? 

Managers often lack time to implement regular and effective performance reviews. Yet, with the expansion of remote and hybrid work, performance management is becoming more and more crucial to keep teams motivated and productive. Fortunately, HR software allows for fair employee performance tracking and managing diverse teams.

10) Your Workflows Are Impacted by Human Errors

Mistakes happen, and manual processes increase the risk of errors and oversights:

Having more than 40 Excel files to manage issues as varied as absenteeism, turnover rate, salary structure, unsuccessful interview candidates, interview follow-up, training needs… it’s a clear sign that you need to centralize your processes in an all-in-one solution!”

– Mélinda Roy, Human Resources Consultant at Go RH

Automating your processes with HR software is also an excellent way to avoid errors and ensure compliance.

11) You Don’t Have an Employee Portal

Employees, managers, and HR professionals need to be able to find their information quickly. HRIS portals allow workers to access their profiles, notifications, and essential documents such as employee handbooks in a few clicks with employee-self service. This is a considerable time saver for your teams and the human resources department, which will no longer receive requests to retrieve employee files!

12) You Use Calendar Reminders for Employees’ Anniversaries

We know that employee recognition is essential to retain employees in the long run. This also includes small daily gestures, such as celebrating birthdays or anniversaries.

However, it can be challenging to remember all these dates amid daily tasks. Do you use calendar reminders to stay on track? With an HRIS, you will be notified directly on your platform so that you always remember important employee events.

Do you need help motivating and retaining your new hires over the long term? Unfortunately, manual onboarding processes negatively impact employee engagement. For a modern and effective onboarding plan, why not use HR technology?

With an HRIS, you can:

By automating your onboarding processes with HR software, you will show your employees that they made the right choice by joining your organization! 

14) You Still Use Handwritten Signatures

Handwritten document and contract signatures no longer have a place in modern companies. Indeed, the expansion of hybrid and remote work models has shown the limits of these outdated, time-consuming processes that are not adapted to the reality of employees and managers.

Fortunately, e-signature features can be integrated into your human resources management software. Your documents can be signed quickly by accessing your platform, and signature reminders will be automated. An essential step towards more efficient employee management!

15) You Lack Visibility of Your Training Budget

We’ve already discussed the strategic visibility gaps caused by manual HR processes. Unfortunately, this is often accompanied by a lack of information about the company’s budget, especially when it comes to training.

Employee professional development is a vital issue for your organization. But you need to know how much money to spend on it! With effective HR software, you can easily track your training budget and ensure compliance.

16) You Don’t Know Your Turnover Rates

The labour shortage and the talent war have companies worried about losing their skilled staff. And yet, many companies do not know their exact turnover rate.

Indeed, it takes work to calculate these numbers while completing daily HR tasks. Fortunately, your HRIS Key Performance Indicators will calculate them for you. This way, you can effectively focus on the strategic aspect of human resources management in your company.

17) Your Company Has High Turnover Rates

All the signs mentioned above are often the factors behind high employee turnover. If you have low employee retention rates, ineffective HR processes are likely to blame.

HR tools will not only allow you to measure employee engagement but also improve motivation by providing the following:

  • Flexibility and work-life balance;
  • Autonomy and trust for a healthy work relationship;
  • Transparency in all HR processes;
  • Daily time savings for all the players in your company.

All of these core functions will improve employee experience and increase retention rates.

18) Your HR Processes Are Tiresome and Time-Consuming

All of the above signs have one thing in common: they make your HR processes time-consuming and inefficient and create a considerable administrative burden for your entire team.

If you identify with any of these signs, it is time to invest in HR software! Still not convinced? Read our HRIS case study here.

Folks HR offers powerful, flexible and affordable solutions. Discover all the benefits of an HR solution for your business: request your free, personalized demo!

Discover all the benefits of HR software for your organization:

Folks HR streamlines and optimizes all your HR processes!


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