More and more businesses are relying on a flexible workforce to take their company to the next level. As our society becomes increasingly dependent on technology and remote workers, the way we do business has to change. Clients expect immediate service, instant results, and the ability to contact team members easily. Having the right technology for your remote workers is key. Workforce solutions, such as employee self-service software and mobile time clocks, are an excellent way to empower your workers. You must also consider the inherent compliance risks of managing a mobile workforce, however. This is why it’s imperative to make sure you have appropriate mitigation plans in place. If you’re considering adopting mobile workforce policies to help your team operate more efficiently, keep the following possible compliance issues in mind.
Reasons to Consider Mobile Workforce Solutions
It Allows Employees To Use Smart Devices
A majority of your team members, including your remote workers, are probably heavily reliant on their smart devices. Whether they are utilizing them for entertainment or to stay connected with friends and family, they are used to using them 24/7.
By allowing your employees to utilize tablets and laptops, as well as smartphones, to perform duties such as clocking in and out and updating their managers on projects, you are providing them with an easy and familiar way to stay connected to the office. In addition, you are not saddling them with additional devices to add to their collection. Employees can use the same device they text their friends on to perform vital work duties.
It Allows for Greater Flexibility
Do you have a large percentage of remote workers? If so, they rely on the ability to be flexible. When your team is working from home, traveling to different client locations around the world, or working on a project site, they need the flexibility to keep track of their time and their progress in a mobile, efficient way. An effective solution removes the need for constant check-ins from the home office. It also allows your team members to focus on the job at hand.
It Assists with Accurate Records
Managing a flexible workforce can result in plenty of headaches if the right plans are not put into place. Trying to keep track of hours worked, the status of team members as employees or contract individuals, and project updates can seem impossible without a proper solution. Take this burden off your HR team’s shoulders by implementing an effective mobile solution that does the tough work for them.
How to Mitigate Possible Compliance Risks
Too many HR managers or owners put mobile technology into place without considering all the ramifications. When you allow for sensitive information to be sent digitally, you must realize the inherent dangers. This includes hacking, leaking of private information, loss of data, and more. To mitigate compliance risk issues, make sure you are considering the following.
Make Sure the System You Use is Secure
Don’t make the mistake of trying to develop your own system of texting in hours, emailing sensitive information on a non-secure server, or uploading information to a cloud that is accessible to everyone in your organization. Work with a professional company that specializes in mobile workforce management software for businesses and that understands what security needs to be put into place for the remote worker.
Make Sure Your Mobile Workforce is Trained on the Software
Even the best system can fail if your team of in-house and remote workers are not educated on how to use it. When you put employee self-service software into place, you need to ensure everyone in your business is trained on how to use it properly.
Train any remote worker before they need to utilize the technology, and conduct continually updated training to incorporate any changes or updates to the software. In addition, make sure you welcome questions about how to use the software. Consider having a plan in place to assist employees who are struggling.
Have Written Guidelines
It’s not enough to train your mobile workforce on the technology and then hope they will ask questions if they become confused. Having written guidelines on how and when to use your new mobile technology is a must. Work with your HR technology vendor to develop understandable, consistent guidelines that can be given to current employees as well as new hires.
Address issues such as how and when to use which features, what to do if the system is not operating properly, and who to contact for different types of questions. Go over the guidelines periodically to make any necessary updates or adjustments.
In today’s world of ever-changing technology, lightning-fast service, and mobility, having a system in place for your team is more important than ever. By incorporating the tips in this article, your company can benefit from all that HR technology has to offer while minimizing the chances of breaches, mistakes, or compliance risks.
