Finance director switches on HR Portal to halt tidal wave of emails
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To smoothly manage compliance documentation in optimum time, documents such as employment contracts, policies and notices of policy changes would need to be communicated to staff, accompanied by proof of delivery and a robust audit trail for regulator inspection purposes.
The Problem
The company relied on email to send documents to staff and for confirmation of receipt. This was both time consuming and unwieldy, exposing the business to risk of tribunal due to lack of signed documentation.
In consultation with our client, we estimated that staff were spending 4 times more hours than necessary managing compliance administration - and that figure was predicted to rise sharply as admin staff opted for more flexible working arrangements.
The Challenges
Challenges
How to make document management time efficient and compliant
BENEFIT WITHIN 12 WEEKS
Document management efficiency improved by 75%
“For over 15 years we’ve been delivering tools for managers and staff that help them work smarter and safer.”
Carolyn Mumby
CEO, Eledecks Limited Barrister. Associate CIPD.
The Impact
Our client was unable to rely on staff checking their emails, and replying either clearly or promptly.
Admin capacity was over-burdened by 1-to-1 communication and a disjointed set of management systems.
Manual spreadsheet entries were the only means of tracking document lifecycle, which wasted a significant amount of admin time and was prone to human error.
Our client couldn’t prove that staff had knowledge of email contents, creating a significant compliance gap.
In attempting to ensure follow up with document management, several admin and management staff were being copied into emails often resulting in duplication, confusion and risk of GDPR breaches.
75% of time saved when managing important documents.
TURNKEY COMPLIANCE
Comprehensive evidence captured by the portal made audits quick and easy
SECURITY
2 factor authentication completely addressed the concerns about potential GDPR breaches
Our Solution
Eledecks HR Portal has centralised all document management and personnel records so staff can leverage our portal’s mobile app for efficient document management.
All staff are kept informed by push notification to their mobile when new documents are issued ensuring staff are kept informed while discharging the burden on the business.
Admin staff are able to monitor receipt and e-signatures within the portal. And importantly, all non-responders can now be prompted in bulk which saves time and simplifies the process.
Reporting is centralised which eliminates the need to cc colleagues via email, and guarantees real-time accuracy and transparency.
Eledecks’ HR Portal typically reduces time spent on routine tasks by 75% while protecting your business from non-compliance.
Compliant Storage and Systems
HR documents and files are stored on secure servers, and our intuitive systems guide managers through compliant workflows so nothing gets missed.
Instant Communications
Eledecks centralises and connects all your HR data making it easy to send documents and instructions, and audit staff responses in real time.
Automated Management
Rest assured that your HR admin is taken care of even when key members of the team are away and thanks to advanced security and automation, managers and staff can always access the data they need.
Your HR portal implementation timeline
MONTH 1
Preparation
We work with you to clarify your objectives and HR compliance needs.
Live Account Set up
We help you transfer your personnel files and documents to your portal’s central storage and your live account is ready to use.
MONTH 2
Mobile app roll out
We ensure your staff are using our portal apps to maximise communication efficiency.
Management training
We show your managers how to get the best out of your portal to achieve your objectives and maintain HR compliance.
MONTH 3
Optimise reporting
We help you automate reports to access the data you need when you need it.
Review and respond
We conduct a full review of your account to ensure your HR admin system is now fit for your growth objectives.
Choose the Package that works for you
Document Manager
ensures your contracts are issued, delivered and audited
Personnel Records
secure storage with centralised access at multiple locations
Personnel Profiles
gives managers instant access to important staff data
GDPR Wizard
monitors and manages your business’ HR privacy obligations
Attendance Management
halves admin time and keeps managers and staff updated
Tasks
guides managers through procedural processes and organises related documents
CheckPoints
ensures there aren’t any gaps in training renewals and registrations
E-signatures
protect you when signed documents are key to resolving disputes.
30 + Toolkits
rovide letters and guides for safe management of the employee lifecycle
