Are you a HR manager fed up with wasting time every day? Are you repeating the same tasks over and over again, and your HR management is taking up an enormous amount of your time? 🤯
Since COVID, HR departments are even more overworked, because they’re unfortunately understaffed. That’s why we’ve compiled a number of HR experiences from several experts to help you save 2 hours a day in your HR management!
Are you ready to complete 5 weeks of work in 4 ?! 😏
Save 2 hours a day on…
GPEC and mobility :
👉 Competency framework :
Today, the classic model is for HR to take the jobs described by managers (if they didn’t write it themselves, or the manager who found it on Google!), and list all the skills associated with the job. This is not only a titanic task, but also a particularly subjective one!
The best way to find out which skills are common to the different professions in your company is to evaluate them objectively:
– An assessment tool can clearly help you to do this very quickly.
– But if you’re short on budget, there’s a quick and easy exercise that can help you pinpoint the right criteria: Critical Incidents (an operational person is asked to name one successful or unsuccessful behavior on the job).
👉 Mobility paths :
Too often, the mobility process is a reaction to a request. As a result, we panic a little, thinking that if we don’t act quickly, we’ll lose an employee, and we’ll try to find him or her a position quickly, but this requires a lot of time and energy from HR, who will make it their new priority. If we’d drawn up a procedure (a bit like a template: who to contact depending on the job, who to contact and the stages in the process, etc.) in advance, the situation would be less complicated to manage.
The idea, to save time, is to anticipate, and by anticipate we mean to spot potential ahead of the company’s demands or needs: to do this, you can simply use potential reviews or people reviews, but also assessment tools such as AssessFirst.
👉 Employee training and support :
We generally waste a lot of time “creating training paths to accompany mobility paths”.
Unfortunately, face-to-face training courses are of lesser quality and not necessarily adapted to the business/activity of a specific company.
Already, if 1/ you use assessment tools, you can get to know your employees better and avoid offering useless generalist training (e.g. management training when your managers don’t all have the same level).
2/ Don’t hesitate to innovate, especially with self-training for employees: they know what they need to work on and when new training tools on the market are launched. You can then assemble not only a library of digital content (podcast, video, conference, article, webinar, on the theme of your choice) but also libraries of external training courses (which can be used with the OPCO or even the CPF, budget, etc). The COACHZOLA tool can save you precious time, because it’s all in one place!
👉 People review:
Preparing people reviews takes time (you need to go over the figures you have for each team, interview feedback, feedback from the field, their past remuneration and the effort you are capable of making in relation to the company’s figures).
But it doesn’t stop there! 😆
After all, you also have to attend people reviews, which are even more fun! It’s a never-ending and often subjective discussion between managers and HR to find out who tomorrow’s potentials are.
It’s good to have this kind of exchange within a company, especially with a view to anticipating future mobility, but we advise you to do it with tools that will make your life easier!
- Dematerialize interviews with Javelo or 15 five (if you don’t have the budget, you can start by using an xls spreadsheet).
- Don’t rely solely on shared subjective impressions, but on objective personality data (fit with the company, the team, etc.) and the results obtained.
Hiring
👉 Manager feedback and “meetingitis” : rather than gathering at a meeting and debating in person at the end of each candidate interview with a new member of the process, opt for written, asynchronous communication.
By setting up rating grids (previously prepared and validated, on Excel or an ATS depending on your resources), each manager can clearly indicate by means of notes or colored elements whether or not he or she is satisfied with the interview on each of the criteria. At a glance, you’ll already know whether you need to move your candidate forward in the process or not.
👉 Time spent sorting CVs and then making telephone pre-selections: by using an assessment tool (AssessFirst for example 😇 ), you can:
✨ stop wasting a huge amount of time sorting CVs
✨ only conduct initial HR interviews with candidates who match the job you’re recruiting them for, your corporate culture and even the manager they’ll be working with!
We guarantee you’ll save a lot of time on your HR management! 🚀
As an added bonus, you can even integrate this type of tool directly into your ATS, so that you can see, opposite each candidate’s profile, their match rate with the position you’re offering!
👉 Time spent in interviews: a tip that may not meet with unanimous approval. But many recruiters/HR managers nowadays accompany their managers on interviews. 1 hour x several times a week is a lot of time, not to mention the pre-qualifications and the mountain of work you have to do afterwards.
Why not let your managers take charge?
Not overnight, of course. You’ll need to support them in the transition and, above all, train them and structure the interviews. Once you’ve established that you and the manager are on the same wavelength at the end of an interview, you can hand over the reins and spend all that time doing something else!
👉 Scheduling interviews with your candidates: finding a time slot that suits everyone can be really time-consuming, involving a lot of unnecessary to-ing and fro-ing that can sometimes even take several days if the candidate is not very available.
The simplest option is to give the candidate access to your agenda (on defined time slots) via a free tool like calendly (it’s also possible via ATS, CRM, but not everyone has a paid tool at their disposal) to let them choose the time slot and avoid wasting time. 🙏
Ps: if you don’t have the budget for an ATS, and you don’t want to manage everything by hand when it comes to applications… No problem!
There are tools that are basically sales prospecting tools, but that can also be used to send invitations, LinkedIn messages or mass e-mails. These include walaxy and lemlist.
Onboarding
👉 Duplicable program: With each new arrival, there’s a common core of information and content to pass on.
Which probably has to be repeated by hand each time.
Yes, otherwise it’s no fun! It’s long, very long.
Ideally, you should spend some time on it just once: create a giant to-do list (involving the OPS team, managers, HR and the new guy)! In this to-do list you can include things to do, but also his schedule, content to read or watch.
Well, it’s perfectly possible!
We’ve been using Notion since we switched to full telecommuting to centralize everything. 😇
You can create it on Trello for the free version, or on Notion, Wonderwerk, etc.
Wonderwerk = ability to give tasks to do, assign articles to read, make assessments like recording a video, validate skills as you go along and see employees progress in onboarding.
HR and Legal Admin :
👉 Automatic reminder: Whether it’s for creating accounts when a new employee joins the company, registering for a health insurance plan, booking an appointment with the occupational physician, or notifying the manager 1 month before the end of the EP…
The HR profession is often a question of details: the ones we’re always afraid to forget, and which we tend to add to our to-do-list for EVERY employee.
Today, however, there are tools that allow you to create templates for a task and set up automatic reminders with precise timelines: Zapier for the free version, for example, or HeyAxel.
👉 Admin documents : There are tools for dematerializing all administrative documents, such as Lucca, which allows you to dematerialize the employee’s file, so that he can update it himself by changing the documents.
👉 Mutual insurance : Mutual insurance is a complex and vague subject for both HR and employees!
Today, there are tools/intermediaries that simplify use (employee) and registration (HR)!
For example, Hoggo or Alan (= 100% digital interface where you can directly enter your invoices and find out the level of reimbursement: goodbye unreadable mutual insurance grid 😎 ).
👉 Business travel management :
Between tracking budgets, trains, hotels, planes, cancellations, delays… 🤯
The HR department of a small company is often the first port of call when it comes to organizing an employee’s business trip.
It’s long, time-consuming and there’s always a nasty surprise to deal with. The thought that comes to mind is “ah, if only there was a tool that would allow employees to be independent in their bookings, but with budget control/validation to avoid any excesses”…
Yes, yes, I can smell the experience! 😆
We’ve discovered it: supertripper. 👇
👉 Legal: Generally speaking, legal work is very time-consuming, especially if you don’t have a master’s degree in employment law…
We’re afraid of making a mistake, and a mistake can be very costly for the company. We can’t, of course, give you a “tool” that does all the trial period terminations for you. 🤓
However, here’s an interesting little tip: there are organizations like La cité des entreprises (based in Lille, but ask around, you’ll probably find them elsewhere) to which you can sign up and get qualified legal support !
✨ In other words, you’ll have access to lawyers who each have their own specialty! They can, for example, provide you with standard letters for each situation. They can also help you with major projects such as setting up an IRP.
Ps: if you don’t have the budget, look into the union for your collective bargaining agreement (e.g. SNARR for the catering industry), which has a service available to answer any “legal” questions you may have.
In general:
👉 Let’s be pragmatic!
What takes up the most time in an HR week… Is it? Yes! meetings, with no clearly identified purpose. A time-consuming constraint.
💡 Give preference to written communication (via Notion for example) for subjects that don’t require 5 people around the table.
💡 Our second and final piece of advice is to train your managers as much as possible. Managers with little training who haven’t mastered the basics (interviews, vacations, termination of PE, etc.) are a lot of subjects for you to catch up on.
Would you like to know more about HR management?
Book your preferred time slot with one of our HR experts today!
