Organizational strategy is, in large part, what drives business success. Good organizational strategies can streamline workflows, make daily processes more efficient and empower your teams to get more done, collaborate more effectively and adapt quickly when a change occurs.
All of these processes, when implemented and managed well, contribute to your company’s success, helping you reach your objectives both in the short and long term. In fact, anything and everything that helps to fulfill your company’s mission is part of its organizational strategy.
In essence, it’s a situation where the result is always greater than the sum of its parts.
HR’s role in organizational strategy
The Human Resources department is the heartbeat of the enterprise. It acts as a conduit for incoming talent and leadership succession and it supports the company’s vision by aligning itself with the greater mission. HR is, in large part, responsible for creating and maintaining company culture and evolving that culture over the life cycle of the organization
HR should be seen as an arbiter of strategic planning. As a unique entity, there is no other department that is more connected to the entire workforce. That connection is the key to understanding what it takes to streamline and improve employee satisfaction at just about every level. There is nobody in a better position than HR to respond to employee needs and concerns, resulting in widespread change.
How document management in HR can improve organizational strategy
As documents, data and information continue to be the lifeblood of the HR department, document management should always be viewed as an essential part of the Human Resources strategy. Having a well-defined approach to document management can resonate throughout the entire organization, providing a starting point from which all can collaborate, innovate and advance.
Effective document management provides a range of benefits. Today’s document management software (DMS) takes those benefits and gives them modern agility, enabling teams to do more while eliminating limiting data silos. Here is what document management can do for a business:
1. Document management software supports collaboration
HR is a people-first department that functions under a collaborative effort. During the course of any one project, there may be many team members working on a single document, which may then be distributed to other stakeholders in different departments before it is complete. Document management software allows teams to actively collaborate on documents without worrying about versioning or access issues. The DMS can also be configured to allow access only to specific users, maintaining hierarchies and keeping personal information out of unauthorized hands.
2. Document management streamlines employee paperwork
The HR department sees no end of employee paperwork, ranging from CVs to tax documents, performance evaluations, benefits administration, vacations, time off requests and more. Each of these documents represents an important piece of the puzzle that makes up an employee’s profile and, as such, each must be filed, stored and classified appropriately.
3. Document management software reduces costs
HR data has traditionally produced large volumes of paper. The implementation of a DMS can help to reduce costs on many levels. First, it enables HR to reduce their filing room footprint (and maybe save a few trees) by processing these documents electronically. Space can then be reallocated to higher-value activities. A DMS also solves the age-old problem of file loss as information is searchable and accessible at all times. All the hours spent searching for misplaced files as well as filing and refiling documents can be eliminated, allowing employees to dedicate their time to more productive tasks. A DMS can also simplify repetitive tasks through automation, reducing costs further while supporting employee productivity.
4. Document management software enforces security and data privacy compliance
A DMS provides greater data security, helping to control access and encrypting files according to industry standards including SEC, HIPAA and more. It can also be configured to enforce internal security policies and rules. If your industry relies on the enforcement of these standards, a DMS can help to mitigate the risk of a serious data breach, protecting the organization against fines and sanctions surrounding non-compliance.
5. Document management supports your disaster recovery plan (DRP)
Since DMS is by and large a cloud solution, your documents and applications are accessible at all times and fully recoverable in the event that disaster strikes. Even if you suffer a complete loss of location due to a flood, fire, earthquake or another unforeseeable event, your company can continue to operate in the interim. Employees can access the files they need to continue to do their jobs with remote access and your systems can be fully restored once your location is up and running again.
Document management is the key to HR enablement
In conclusion, we can see how document management technology is integral to the organizational strategy of any company. Through its adoption, the HR department is able to operate more transparently, more efficiently and can reduce costs and ensure security compliance.
If you are a business in Arkansas and would like to speak to one of our consultants about implementing a DMS for your organization, reach out to Business World today or call us toll-free at 501-214-5482 to schedule a free consultation.