There are times when working in HR feels like more energy is directed towards the little things. In the meantime, you are unable to get the bigger things done, such as reminding a supervisor that it is time to complete 90-day performance reviews.
More companies accept the intricate role that the human resources department has in strategic information. With this acceptance comes an added layer of responsibilities to fulfill this role. While you support your company’s staffing goals, it becomes important to have the right tools.
Otherwise, you will struggle to perform standard duties and strategic activities. As the department employees call on for guidance, it is okay to admit you need help to continue being productive.
One dynamic solution is to switch to HR software that automates many of your regular duties. A useful feature is email reminders. This tool allows you to schedule email reminders for managers and employees.
Things such as benefits eligibility, training, license renewals and performance reviews are never forgotten.
The Value of Using Email Reminders for Company Communications
Communication is one of the most important functions for an organization that wants to be successful. It is important to communicate with customers. Additionally, maintaining the flow of information with employees absolutely necessary.
Offsetting increased HR responsibilities with a system for automating administrative tasks relieves a tremendous burden. The possibility of forgetting to inform managers and employees can easily be avoided by implementing the right technology.
A proactive approach would be to schedule email reminder notifications. By using technology that becomes a catalyst to action, you never have to worry about forgetting an important task.
Also known as email alerts, you can make this part of your corporate communications tool and proactively deliver information. Combined with your HR systems, alerts enable you to:
- Ensure employees adhere to company attendance policies by sending available paid and unpaid time off balances
- Monitor overtime costs by sending updates to accounting and department heads
- Improve your recruiting efforts with personalized emails to job applicants
- Generate automatic welcome messages for new hires
- Send proactive notices about due dates for critical certifications or plans
- Streamline employee reviews by notifying managers and employees of due dates
Email reminder notifications are a helpful tool. You can select information to monitor and who should be notified of changes or important dates. Tasks with predictable periods can range from daily to yearly and consistent monitoring will never take you away from other activities.
Email Notification Systems Can Monitor HR Data
Another advantage to using email alerts is the ability to create tasks that you need to monitor. Preformatting alerts can be sent automatically through different mediums. This ensures that managers and employees are kept up-to-date with fresh information.
Whether alerts are sent via pagers, cell phones or to individual dashboards on a time and attendance system, time-sensitive events never get lost in the daily shuffle.
You can monitor HR data to identify:
- Excessive overtime – send managers and employees an alert when hours go beyond allotted distribution for the department
- Important deadlines – to ensure benefits do not expire without the required action, recertification deadlines are met
- Hire date anniversaries – keep managers informed of when it is time to review employee performances
It is not always business with a good system. You can also send reminders for less-critical HR data such as birthdays and milestone work anniversaries. Not forgetting employees’ special days reminds them of their value to the organization.
The ability to tailor alerts for specific dates ensures your entire organization is efficient without feeling overwhelmed. If computers must be updated every two years, IT can set an email alert two years out.
Onboarding task reminders can be sent to IT to make sure a new employee’s computer is ready for her first day of work. Managers can also use the system to alert an employee when a time-off request is approved.
Whatever information is needed to keep the organization running smoothly can be sent through email without delay.
Reporting Tool Provides Real-Time Data about Critical Business Issues
Automating email notifications is a small task that leads to big things for your organization. Business processes are critical to workflow and ensuring management can make important decisions.
Incorporating email reminders and notifications into daily workflow processes can update the database about actions that need to occur. Not only can you ensure real-time data is available, with changes and corrections, but you can also schedule distribution of reports.
You can configure trigger-based reporting when a department does not meet projected labor and productivity levels. Also, you can schedule reminder reports when it appears that a department will not hit its target levels.
Customizing email notifications for various activities helps you stay organized. Instead of worrying about what you might have missed, you can channel that energy towards building a strategic human resources department.
