We all hate admin. – just passing information from one place to another. Leave it up to humans and we forget, procrastinate or get it wrong because it’s boring. We all prefer to do new and interesting things and the admin tasks just get in the way of all that. HR management can seem like one long stream of administrative tasks blocking the way of innovation and motivational changes. So let’s automate it! Get technology to do the leg work and make time for the interesting and the progressive in your organisation. So here are 24 ways that breatheHR can help you dispel that admin. nightmare:

1. Holiday booking

Get rid of the email trail and automate this administrative nightmare. Most HR Managers agree that holiday booking is the most time consuming aspect of people management unless it is fully automated. Employees can request holidays online at any time through the website or the breatheHR app.

2. Holiday approval

The holiday approval process needs to be quick and easy too. In breatheHR an individual’s designated holiday approver receives an email notification of a request, and they can compare the request with the calendar of all their team’s holidays in breatheHR as well as synchronising holidays through to Outlook or Google calendars.

3. Holiday allowance calculation

Easy and reliable holiday allowance calculation for dummies! You don’t have to understand the way it works, just choose the holiday rules for each employee in the holiday allowances page. You can have as many different sets of rules as you want, to account for the needs of all types of full and part-time staff in either days or hours. You’ll find the bank holidays already in the system! At any moment the staff member and their manager, or an HR user, can check on how much holiday they have taken and how much they have available. It’s all done for you.

4. Sickness recording

Reporting on sickness is also automated. You can ask employees to enter a sickness incidence directly into breatheHR. Then you can view the details and query it if necessary. And it feeds the details directly into your sickness reports.

5. Back to work

Want to interview those returning to work after a sick period? Staff returning from time off sick are prompted to log their return to work, automatically notifying the HR manager who can choose to interview them if they feel it is necessary.

6. Sickness monitoring - Bradford factor

Those employers who suspect they have a problem with sickness absence may find it helpful to use the Bradford Factor to quantify it and identify those staff who they want to watch. Don’t worry about the maths, just log absence information in the system and it will do all the calculations for you.

7. Document reading

Need staff to read new documents? Load your company documents, such as social media policy, or sickness policy into a system. Identify who needs to read it and then monitor who has actually read it and who hasn’t. Set a date when staff will be emailed to remind them if they haven’t.

8. Document viewing

Use breatheHR as a safe place online where staff can refer to current copies of all documents. No need to worry about making sure everyone has a copy of the latest version because it is always available online.

9. Employee data viewing

Employees can view all the data you hold about them. This is a legal requirement, but it can be time consuming for the HR department, and embarrassing for the employee, to ask if it is not easily accessible for them. In breatheHR each person can see everything that relates to them every time they log in to the system. This reinforces a culture of openness in your organisation.

10. Employee data updating

Employees are able to update their own basic information such as their address, phone numbers or emergency contacts. So much easier than asking HR to do it!

11. Appraisal recording

Keep all your appraisal summaries in one place. Get in the habit of recording all appraisal meetings in breatheHR with objectives and deliverables arising from each one. You can even attach your own formal appraisal document to the record.

12. Objective logging

Take away all the misunderstandings from setting objectives. Set objectives for your staff and log each one in the system – even do it in the appraisal meeting as that’s the easiest way of making sure you both understand and agree on the detail.

13. Objective updating

Keep objectives current by updating them as you go along. Sit down with the employee and talk through each one, updating them in breatheHR in the meeting. Then you both have an agreed record at the end of the meeting which you can refer to at any time.

14. Reminders for appraisals

Don’t ever forget an appraisal again! Set a date for the next appraisal and you will automatically receive an email with a calendar file which will populate your Google and Outlook calendars.

15. Birthday reminders

Like to recognise people’s birthdays? If you enter a date of birth for all employees, then the system will automatically remind you of each person’s birthday. In fact, it tells you 7 days in advance so there is plenty of time to buy a card and get everyone to sign it.

16. End of probation reminders

Make sure probation interviews happen. Put in a probation period when the employee first joins the company and you will get reminded when it is time to book in their end of probation review.

17. ID document expiry

Get to grips with the ID document chaos! Many ID documents that the employee shows you will have an expiry date. If you log that you have seen it in breatheHR and enter the expiry date, then you will get automatically reminded to check for the renewal. Use this system for those whose driver’s licenses you need to check annually.

18. Training expiry – e.g. first aid

Yes, some training expires too and needs to be renewed e.g. first aid training. breatheHR makes this easy because if you log a training event you can put in an expiry date and it will flag up when it needs to be renewed.

19. Each manager has access to their staff’s data

Save your line managers the job of running to HR to check people’s information. You can allow each line manager access to their staff’s data so they can find out everything they need to know by themselves.

20. HR access to data wherever you are

And of course since breatheHR is a SaaS system you can have access to all your HR data anywhere in the world. A laptop and a Wi-Fi connection is all you need!

21. Expense logging and approval

Submitting expenses is always a time consuming exercise. Make it easier with breatheHR by logging your expenses straight into the system. Everyone can upload their expenses while they’re on their business trips along with photos of the receipts. Then the paper trail ends, as the rest is done electronically. The expenses get automatically submitted for approval and then the accounts department can run a report themselves to see what needs to be reimbursed to the employee.

22. Time logging and overtime

Everyone hates recording their time on projects but the least you can do is make it easy for everyone. You can update your time logs breatheHR as you go along and wherever you are. Once it is there you can, of course, create reports easily to send to a client or to use internally. And you can use the same functionality for staff to log their overtime.

23. New starter data capture

As part of the induction process your new employee can enter their own basic details into breatheHR. Removing the need for form filling and data entry in the HR department.

24. Leaver recording

Want to be reminded about a leaver’s last day? Set the employee in the system as a pending leaver and you will be reminded in enough time to organise that present and card.

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About The Author

Nicky is the owner of yellowfire, a marketing service for small businesses. Possessing a wealth of knowledge regarding the pressures small businesses face, Nicky effectively aids small businesses in the best practices for maximising marketing budgets.