Organizations today have to work harder than ever to be competitive and forward focused. Helping employees think like owners is a 21st century requirement for companies to be competitive. Ceridian's self-service HR tools open the door to this kind of thinking.  

Why aren't some employees using HR self-service tools? Just ask.

Organizations today have to work harder than ever to be competitive and forward focused. Helping employees think like owners is a 21st century requirement for companies to be competitive. Ceridian's self-service HR tools open the door to this kind of thinking. To become a strategic partner to the business, you've carefully selected and deployed employee self-service, online timecards, performance management and learning management systems. But, you find yourself constantly providing password assistance and guiding employees to the appropriate Web addresses to accomplish their transactions. How can you help employees connect with the HR tools used in your business? The answer is in the asking. 

"The most important thing to do when a company discovers their employees aren't using the HR system as it intended is to ask why.'" says Nicole Sherard-Freeman, senior managing consultant, Ceridian HRO advisory services. "You will never hit the mark if you don't start by asking yourself why employees aren't using it." 

One very simple approach is often overlooked, and there are a number of ways to get answers. Companies can gauge interest in their HR self-service tools by conducting surveys, through regular staff meetings that include HR consultants or by using existing forums such as benefit enrollment meetings. As part of the enrollment meeting, HR departments may consider setting up a table or booth, along with holding a raffle or providing give-a-ways, to encourage employees to use self-service tools. Use the opportunity to ask questions: Were the tools user-friendly? Did they know where to find them? Were they afraid their data wasn't secure? Was it just quicker to call HR? 

"If 50 people in an organization each have a transaction and they call HR rather than doing it themselves, the transaction workload alone could easily consume 50 percent of an HR professional's day," Sherard-Freeman explains. "But if employees use self-service tools, they free up their HR department so they can be more effective, such as spending more time evaluating compensation plans or assessing training needs. In the end, self-service helps employees and managers build a more self-sufficient work environment. A self-sufficient work environment is more productive for employers, and as importantly, it helps employees strengthen their 21st century workplace skills." 

"Trends in Employee & Manager Self Service," a Watson Wyatt Worldwide presentation, was published on SHRM in May 2009. It shows the growing trend of companies that are implementing or planning to implement additional self-service features. In 1998, HR staff to employee ratio was 1:100 with self-service, and in 2007, it was 1:120. Companies are getting better at deploying self-service. The research showed that almost 90 percent of those implementing the services consider it successful or somewhat successful and that more than 50 percent of companies have employee self-service and manager self-service. 

 

Helping employees help themselves:

To increase the use of self-service: 

  • Publish links to HR tools and the instructions to receive login assistance on the company intranet.
  • Include frequently used instructions for receiving login assistance in your e-mail signature, out-of-office messages, and links to HR tools and any employee benefits newsletters and communications you issue during the year.
  • Encourage employees to create Favorites or Bookmarks to provide quick access to the online HR tools you provide.
  • Discourage employees from including personal, protected data in unencrypted e-mails requesting assistance. This includes Social Security number (SSN), employee ID, employee username and password.
  • Ask a few employees who have used HR tools to be ambassadors. Sometimes, employees will listen more to colleagues about their experiences rather than engaging in an HR self-service initiative.

Help your employees take ownership of their HR transactions. Explore our Web site or contact your Ceridian representative to learn how self-service solutions can boost efficiency and productivity in your organization.