Strategic HR

4 benefits of using an HR system in 2021

Benefits Of Using An HR System

If you’re still using paper files, spreadsheets, or multiple other systems to manage your HR information, you probably already know you need to digitise to survive. But upgrading to an HR system is not just about saving time and money. There are five other important reasons to switch to an HR system in 2021.


1. Centralise your important HR information

When you use a dedicated human resources information system (HRIS), you instantly have all of your critical HR data in one central place.

Dealing with sheets of paper, like physical forms and photocopies, is not just wasteful, it’s also a massive headache. And further to this, you’re not in a great position to show auditors that you’re in full control of your employees’ data.

The same applies to the countless spreadsheets or multiple systems your using to store different sets of HR data. Ideally, you want a single HR system to serve as your central point of truth – less administration, and crucially, more accurate data-keeping.


2. Instantly pull useful reports

Even if we forget about the fact that your HR system will serve as a single point of truth to ensure more accurate data, there’s another huge plus to having all your HR information stored in one central location. When you need to deliver information, you know exactly where to find it.


There are a lot of reasons HR might need to find and deliver particular sets of information:

     -  The board might want a quick breakdown of employee turnover for the last financial year
     -  Maybe you’d like to quickly get a list of employees where right to work information is about to expire
     -  Gender equality reporting
     -  Any information that is set up to be provided at the time of onboarding i.e. Working with Children checks


When somebody asks you for HR information – whether it’s a complex report or a quick individual fact – they don’t consider how difficult it might be for you to compile or find that information. They just want to know.
That’s why we sometimes like to call the People HR query tool , the “can you just tell me” tool – it lets you build reports on absolutely anything you like, that can be quickly run and exported in a matter of seconds.



3. Thrive in a remote environment

Normally, when we talk about HR systems, we’re talking about SaaS products – i.e. cloud-based HR systems like People HR, which you can access via your desktop browser, smartphone app, or any other device. And one of the biggest benefits of a truly mobile-optimised cloud-based HR system is that it helps you thrive in any environment – office-based, home-based, field-based, café-based, wherever you may be.

2020 saw us make the biggest shift ever towards a remote working environment, and it was SaaS products like cloud-based HR systems really came to the rescue for many organisations. And the year 2021 looks set to continue that trend.

With an HR system, not only can you manage HR admin from anywhere, but you can also engage your employees through self-service apps on their smartphones. This helps you in many ways – from cutting out the need for more physical or manual processes (such as emails or paper forms to handle holiday requests), to helping employees feel more connected with their employment, their colleagues, and yes, even with HR, despite their physical distance.



4. Improve your data security


The ongoing shift to remote working presents a new set of challenges for HR, though none more potentially damaging than data security gaps and poor protection for remote systems.


According to the Australian Cyber Security Centre (ACSC), an average of 164 cybercrime reports are made by Australians every day — about one report every 10 minutes.


This means it’s vital that organisations keep their personal and company data protected at all times. Having an HR system that protects the security of the personal, and often sensitive data, of your employees is more important than ever. You'll also have peace of mind that you're complying with current employment legislation such as the Fair Work Act.



This post was written for The Access Group, a leading provider of HR, digital learning, payroll and financial management software to small to mid-sized organisations. It helps more than 47,000 customers globally across commercial and not-for-profit sectors become more productive and efficient.