Poor overview, troublesome integrations, and frustrating duplicate work... Sound familiar? Many companies struggle with unsynchronized data and inefficient processes in managing their personnel. However, there is a smarter strategy!
A scheduling system here and an onboarding app there. A platform for time reporting and another for processing payroll... Perhaps a variety of scattered spreadsheets and manual custom solutions are also in use.
The range of apps and systems in the HR field has never been larger, and it might be tempting to assemble the best tools for each process – but does this automatically lead to a smoother and smarter workday? Not necessarily, we say. If the tech stack is expanded without a well-thought-out strategy for integration, problems will eventually arise: troublesome integrations, escalating costs, poor visibility, and constant searching for information.
Here, we delve into why numerous dispersed systems cause issues and why your company should consider a different approach.
1. Duplicate Tasks and Manual Transfers
HR and payroll processes rely on accurate and up-to-date data. But what happens when time reports, absences, employment details, and salaries are scattered across different systems? It means they must be transferred between them, either manually or through integrations, which can lead to a host of issues.
Firstly, the risk of errors and mistakes increases. Integrations can malfunction or be misconfigured, resulting in data not being updated as it should. Payroll administrators might need to manually verify overtime hours, or the HR department may have to update employee data in multiple places, risking calculation errors or missing information along the way.
Repetitive, manual tasks also consume time – time that should be spent on activities that truly add value to employees and the company.
However, there is a smarter alternative. By reducing the number of systems and consolidating as much of your data as possible into a single platform, the work becomes both faster and more secure. Everything from work hours and absences to employment details and salaries is updated automatically and in real-time across the platform, without the need for syncing information between different sources or manual entry. Less manual intervention, fewer sources of error, and a more secure everyday experience for everyone, in short!
Read more: Klara Consulting Payroll Agency: "With Flex HRM, we have the solutions needed for a quality-assured and efficient payroll process.
2. Tough to Get a Good Handle on Security
Personnel systems, as you know, manage large volumes of sensitive personal data. This necessitates a secure method to ensure:
- all permissions are correctly configured
- data is handled in compliance with GDPR
- the system is continuously updated to guard against new threats and vulnerabilities
- regular backups are made and can be restored when needed
The more tools and integrations you use, the harder it becomes to keep track of everything from permissions to critical updates. Each platform having its own security settings and data being transmitted through numerous integrations increases the risk of security gaps, data leaks, and GDPR incidents.
If your company values having a clear overview of security, a comprehensive solution is a smarter choice. All personnel data is then consolidated on a single platform with uniform protective measures and centralized access control – simply a more efficient way to ensure everything is managed safely and correctly.
3. Data And Key Figures Become A Detective's Task
How easy is it to get a comprehensive view of your HR operations? How quickly and effortlessly can you access the right data, reports, and key figures whenever you need them? Whether it's preparing for a salary review, developing decision-making materials for the personnel budget, or getting an overview of sick leave, many companies struggle to obtain a clear overall picture and access the right numbers at the right time.
Piecing together data from various sources is not only time-consuming and frustrating – it also poses a significant risk of data being out of sync, errors, and mistakes. With an integrated solution, information is always up-to-date and just a click away. The result: less hassle, more control, and reliable data for your crucial decisions.
Read more: Key Metrics the Smart Way: Eight Compelling Reasons to Use an HR Dashboard
4. Multiple Interfaces, Multiple Logins
How easy is it for employees to check off daily tasks and quickly find the right information? How many different platforms do they need to log into each day? You might want to provide your employees with the latest and smartest technology to work with – but if this means a new system for every task, it quickly becomes a disorganized situation.
Our advice, once again, is to consolidate as many of the daily tools as possible into one place. Whether employees want to check their flex time, fill out a performance review, request leave, swap shifts with a colleague, or view their latest payslip, it can all be done in no time – without having to jump between multiple systems. One login, one interface, one path to everything!
5. Unexpected Costs
Choosing a system isn't just about features and user experience – it's also about making a financially savvy decision. A best-of-breed solution with multiple vendors might seem cost-effective at first glance, but when all expenses are tallied over time, the financial picture often changes. Licensing fees for several separate systems, the development and maintenance of integrations, and, not least, support for systems that don't sync properly – all these can lead to a higher total cost of ownership than initially anticipated. Additionally, the extra work required for manual interventions and troubleshooting can become a significant expense over time.
The advantage of a comprehensive solution? You receive a predictable price tag with less risk of unexpected integration costs and hidden fees along the way, allowing you to fully concentrate on using the system for its intended purpose – streamlining your workday.
6. Complicated Access to Support and Consultation
Assistance during system setup and training of new users, having someone on the line to discuss complex questions, and quick support for technical issues... All of this is crucial for secure and smooth personnel administration.
However, with multiple vendors involved, it can be frustrating to keep track of all contact points and support channels and to know whom to approach for each issue. If something goes wrong, such as data synchronization between two different systems, you might find yourself in a situation where vendors refer you to each other instead of resolving your problem.
This is another reason to consider whether a comprehensive solution from a single provider is the right choice for your company. Regardless of the process, you then have a single point of contact for support and training, minimizing the risk of things falling through the cracks or responsibility being passed back and forth between different vendors.
If something goes wrong, such as data synchronization between two different systems, you might find yourself in a situation where vendors refer you to each other instead of resolving your problem.
In short: having a single partner to rely on provides security and saves time when new challenges arise or when something goes wrong.
Ready for a Smarter Way to Manage Everything Related to HR and Payroll?
Ready to bid farewell to manual hassles, unsynchronized systems, and frustrating duplicate tasks? Flex HRM (link to product page) offers everything you need for time reporting, scheduling, expenses, HR, and payroll. All consolidated into a single platform, enabling you to work seamlessly, efficiently, and intelligently.
Curious about how much time – and hassle – your company could save? Contact us, and we'll show you!
