4 Reasons to Use a HRMS System

The human resources department is probably the bread and butter of most organizations. Finding and hiring the right people is crucial to an organization’s success. Companies spend millions of dollars hiring, onboarding, and training employees. This requires the HR department to be hyper-organized.

Cue human resources management system (HRMS).


There is a HR system available to suit every budget and organization capacity, so there is really no excuse for companies to not invest in one. But there are still many companies that hold off on using a HRMS system, because of one reason or another: upfront expense, training to use it, etc.

If you’re still reluctant to invest in a system for HRMS in Hong Kong, here are the reasons you should consider one:

1. Hiring

Everything starts with hiring the right person. A HRMS system allows one central place for job postings, tracking CVs, scheduling interviews, recording interview results, processing new hire paperwork, and every other conceivable task related to hiring resources. This is convenient, saves a lot of time, and makes sure everything is neatly organized in one place.

2. Increased Productivity

HR department is typically more than just the human resources. Sometimes they act as payroll or general record keeping. HRMS systems allow your business to outsource these parts of the HR department so they can focus just on managing people and training employees.

3. Employee Management

Any accolades, praises, and compliments for specific employees can be recorded in a HRMS. This is handy when annual evaluation comes around. If you’re a manager and you want to express your thanks to your star employees, having a copy of your thank-you letter can be placed into an employee’s “file.” In this case, it’s not a physical file but a HRMS.

Laying off or firing someone is never a decision taken lightly, but it’s often necessary to keep a smooth operation. A dark side of employee management is keeping track of who to let go when the time comes. HRMS software lets you document all the grievances, so in case there’s a chance of litigation, you have an electronic “paper trail” to back you up.

4. Reduce Errors

Payroll errors can be costly. A HRMS system can help you dodge those errors. It does a better job of Excel spreadsheet or any accounting book. It can also automate payroll and increase efficiencies.

In the past, companies were reluctant to invest in a HRMS system due to high cost. With improved HRMS technology like cloud HR software, upfront costs are getting lesser and lesser. Cloud technology also makes it easier to replace the HRMS system if you don’t like it, since it’s not as highly customized and proprietary as the traditional option.

Despite all the talks of outsourcing and robots replacing potential jobs, human resources remain the most crucial and central part of any organization. Employees drive companies. To hire the right ones, there needs to be a right system to keep all the info. That’s the purpose of having an HRMS system.

5 Signs Your Business is ready for an ERP System

As you expand your business, you will inevitably experience some growing pains but the transition into a professionally run company can be a lot smoother if you know when it’s time to update your software
As a company grows, you undergo several stages of development and several stages of formalising your business processes. From payroll and accounts to IT systems and marketing, you add the relevant processes to your operations and learn as you go along. For small companies, it is inevitable that these process will be separate and disjointed – you can only do what you can at the time. When companies reach a certain size in terms of profitability and/or number of employees, a reactive approach to adapting to the changing nature of your business is insufficient. There will come a time when you need a comprehensive top-down approach to your operations and strategy. This is when you need to implement an Enterprise Resource Planning system (ERP).


What is ERP?
ERP is a kind of software that allows for the integration of various different business processes including human resources, accounting, marketing and IT. It allows businesses to have a cohesive approach to their business operations instead of running different software programs for different parts of the business. It often saves money, time and allows for a greater top down view of the business. Here are the tell-tale warning signs that you need to adopt an ERP solution:

Your IT is becoming unmanageable

If your IT system is constantly experiencing problems, from the website and email servers to remote working, then you may be in need of ERP software. If your IT technicians are constantly putting out fires, then you definitely need ERP software. It could be time to stop solving problems by adding another layer of software and start afresh.

You don’t have direct access to information about your business

If you find yourself unable to easily access past sales figures, client buying habits and profit margins, then your systems are inadequate. ERP solutions can collate all this data and present it to you ready for straightforward analysis.

Accounting is unnecessarily difficult

Accounting is never easy but it is not that complicated either. If you are battling with paper invoices and several spreadsheets, you need to find a better way. Outdated accounting software designed for smaller businesses will slow your accounting team down.

You never know exactly how much stock you have

ERP software tells you exactly how much inventory you have at any given time. Without adequate stock keeping, client orders will be late or unfilled. This when the complaints start piling up. ERP software allows you to effectively manage your stock so that you have exactly the right amount at any given time, all according to your specific client requirements.

Different departments are using different software

This is standard for growing companies but once you are at the level where you are using professional software to manage your processes, you should be looking to adopt an integrated ERP solution to bring it all together.

The bottom line is that when simple processes become unnecessarily complicated and time consuming, you should consider upscaling your process management. The benefits of an ERP solution are huge – it can allow for smooth and efficient operations as well a top down view of your business that allows you to develop strategies for the future instead of constantly reacting to problems.


5 Practical Signs That Indicate Your Organization Needs a New HR System


Today's organizations are confronted with an array of employees from all walks of life with varying qualifications, experience, skills and achievements. Therefore, organizations need to be prepared to record this information and ensure that the human resource records are a true account of each employee.

When looking at the frameworks we use to track and deal with employees in our organizations, there are a number of elements we need to consider when choosing whether your current system is adequate, many organizations still battle with the essentials of Human Resource frameworks.

A portion of the examples we've heard of paint a surprising picture of businesses being unable to manage company and employee information accurately. This indicates that new HR systems are worth deploying regardless of the industry your business is in. Here are a couple of genuine illustrations to support this:

1. The first sign can be identified when incidents occur in the workplace that break HR practices. There are examples of numerous organisations who have reported the usefulness and ease of having information recorded, then again, as HR pioneers know, reporting solicitations are frequently time consuming and require accurate details which some systems cannot handle or do not allow enough detail. So if this is a point of frustration for your organization, it is recommended to opt for another human resource system which may cater to the sudden situations faced by the organization. Another HR framework might simply be compatible by acquiring the data which is readily available.

2. Another trigger might be when cash or cash reserves decline due to the investment on the organization’s HR systems like HRIS software or HRMS software. Organizations have a tendency to keep frameworks for longer periods than recommended and these systems can lack functionality. When a merchant lets you know that redesigns or process backing will never again be given to the variant of the product you have, this means that it is actually an opportunity to update or buy another software system.

3. The issue of Human Resource Systems continuing to pay their previous employees but then discontinues paying the presently hired employees, should definitely encourage you to update your current HR management system. For eliminate this problem, HRMS software (Human Resource Management System software) can be used in order to keep a check on the payroll structure of the organization.

4. When the HR System is not keeping accurate records on the hiring system. This depicts that the companies hire more employees or less employees upon the job requirements. The solution: The organization may use HRIS software (Human Resource Information System software) to manage company’s people effectively.

5. Another example of an obsolete HR System, is when the software misplaces an organization's internal applications and has no capability of storing CVs in Human Resource system.

The above points mentioned are only a few examples that may encourage you to purchase or upgrade your HRIS Software. The importance of keeping accurate records is not only imperative for your employees and the general operations of your business but it is also an important part of being able to value your business in regards to the expertise of your employees, the worth of your assets and the worth of your business as an entity.