The Role of an HRIS in Enhancing the Employee Experience

HRIS enhances employee experience, improving onboarding, training, and engagement. OutSail helps you choose the right HRIS for a better workplace

Brett Ungashick
OutSail HRIS Advisor
July 4, 2023
user comparing HRIS systems

In the digital age, companies are increasingly recognizing the importance of employee experience. A positive employee experience contributes to higher job satisfaction, increased productivity, and better employee retention rates. To enhance employee experience, organizations are turning to Human Resource Information Systems (HRIS). This article explores the role of HRIS in improving employee experience, from onboarding and training to employee engagement and self-service features.

Introduction: Employee Experience in the Digital Age

In today's rapidly evolving digital age, characterized by technological advancements and interconnectedness, employee experience has emerged as a critical focal point for organizations. With technology permeating every aspect of our lives, employees' expectations have also shifted, demanding a more enriching and engaging work environment. Employee experience encompasses the range of interactions, perceptions, and emotions that employees encounter during their tenure with an organization.

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From the very beginning of the employee journey, starting with the recruitment process, companies are now more conscious of creating a positive and seamless experience. They strive to make the onboarding process efficient, informative, and welcoming. Once onboard, employees expect a workplace that offers a conducive environment, values their contributions, and provides opportunities for growth and development.

Employee experience encompasses the daily work experiences, the level of autonomy and empowerment given, and the support and resources provided for their professional development. It includes the availability of training programs, mentorship opportunities, and the alignment of individual goals with organizational objectives. Furthermore, it encompasses factors like work-life balance, the company culture, and overall satisfaction within the workplace.

Defining Employee Experience and Its Importance

Employee experience goes beyond mere job satisfaction. It includes aspects such as a supportive work environment, meaningful work, growth opportunities, work-life balance, and a sense of belonging. A positive employee experience leads to higher engagement, increased productivity, and improved retention rates. On the other hand, a negative employee experience can result in disengagement, reduced productivity, and higher turnover.

A positive employee experience is of paramount importance for organizations. Here are some reasons why it should be prioritized:

Increased Engagement:

When employees have a positive experience at work, they are more likely to be engaged and invested in their roles. Engaged employees exhibit higher levels of productivity, creativity, and innovation, which can significantly benefit the organization's overall performance and competitiveness.

Improved Retention:

A positive employee experience plays a crucial role in retaining top talent. When employees feel satisfied, supported, and valued, they are more likely to stay with the organization for the long term. This reduces turnover rates and the associated costs of hiring and training new employees.

Enhanced Productivity:

Employees who have a positive experience at work tend to be more motivated and committed, leading to increased productivity. When individuals feel that their work is meaningful and their efforts are recognized, they are more likely to go the extra mile and contribute their best efforts towards organizational success.

Positive Employer Branding:

A strong employee experience can significantly impact an organization's employer branding. Satisfied and engaged employees serve as brand advocates, sharing positive experiences with others and attracting top talent. A positive employer brand not only aids in attracting skilled individuals but also improves the organization's reputation in the job market and among potential customers.

How HRIS Improves Onboarding and Training

Effective onboarding and training are critical components of a successful employee integration process. HRIS, or Human Resource Information System, plays a vital role in streamlining and enhancing these processes. By automating administrative tasks and providing valuable tools, HRIS enables HR professionals to focus more on personal interactions and deliver a seamless onboarding and training experience.

1) Streamlining Administrative Tasks:

  • Automated Paperwork: HRIS simplifies the onboarding process by automating paperwork, including employment contracts, tax forms, and benefits enrollment. New employees can conveniently complete and submit these documents online, eliminating the need for manual paperwork and reducing errors and delays.
  • Document Management: HRIS serves as a centralized repository for all employee-related documents. HR professionals can easily store, organize, and retrieve important onboarding documents, such as employee handbooks, policies, and training materials. This accessibility ensures that employees have quick access to essential information, fostering a smooth onboarding experience.

2) Enhancing Onboarding Experience:

  • Personalized Onboarding: HRIS allows HR professionals to create personalized onboarding plans tailored to individual employees. By leveraging the system's capabilities, HR can develop a comprehensive onboarding roadmap, including orientation schedules, department introductions, and mentorship opportunities. This personalized approach helps new hires quickly acclimate to their roles, company culture, and work environment.
  • Automated Notifications and Reminders: HRIS enables automated notifications and reminders, ensuring that both HR and new employees stay on track with onboarding activities. These reminders can include upcoming training sessions, completion deadlines for required forms, or introductions to team members. Prompt communication enhances engagement and reduces the chance of missed onboarding steps.

3) Facilitating Training Programs:

  • Training Needs Analysis: HRIS assists in identifying training needs by capturing and analyzing employee data. By examining skill gaps, performance reviews, and career development aspirations, HR can determine specific training requirements for employees. This data-driven approach ensures that training efforts align with individual and organizational goals.
  • Training Program Management: HRIS simplifies the management of training programs by providing tools to create, deliver, and track training activities. HR professionals can develop online courses, assign them to employees, and monitor progress and completion rates. Additionally, HRIS can integrate with learning management systems (LMS) to streamline access to training materials and resources.
  • Performance Tracking: HRIS enables HR professionals to monitor and track employees' training progress and performance. It provides valuable insights into employees' skill development, knowledge acquisition, and competency levels. This information helps HR identify areas of improvement and make informed decisions regarding further training initiatives.

The Role of HRIS in Employee Engagement

Employee engagement plays a vital role in driving productivity, job satisfaction, and overall organizational success. HRIS, or Human Resource Information System, plays a crucial role in fostering employee engagement by providing tools and functionalities that support and enhance the employee experience.

Real-Time Feedback and Recognition:

HRIS facilitates real-time feedback and recognition systems, enabling employees to receive timely appreciation for their contributions. Through the system, managers and colleagues can provide feedback and recognition to employees, acknowledging their achievements, efforts, and strengths. This immediate feedback loop helps employees feel valued and recognized for their work, leading to increased motivation and engagement.

Communication and Collaboration:

HRIS platforms often include communication and collaboration features that enhance employee engagement. These tools allow employees to connect and collaborate with each other, regardless of their physical location or organizational hierarchy. Features such as chat, discussion forums, and virtual workspaces foster open communication, knowledge sharing, and teamwork. By breaking down silos and facilitating collaboration, HRIS promotes a sense of community and shared purpose among employees, leading to higher engagement levels.

Performance Management:

HRIS systems provide functionalities for performance management, which plays a critical role in employee engagement. By automating performance appraisal processes, HRIS enables managers to provide regular feedback, set goals, and track progress. This ongoing performance dialogue helps employees understand expectations, identify areas for improvement, and receive guidance for their professional growth. Transparent performance management processes supported by HRIS contribute to increased employee engagement by providing clarity, recognition, and opportunities for development.

Employee Self-Service:

HRIS often includes employee self-service portals, empowering employees to manage their own information and engage with HR processes. Employees can access and update personal details, review benefits information, request time off, and access training resources through these portals. By providing employees with easy access to relevant information and allowing them to take control of their HR-related tasks, HRIS promotes a sense of autonomy and engagement.

Data-Driven Decision-Making:

HRIS systems capture and store employee data, which can be leveraged to make data-driven decisions that impact employee engagement. HR professionals can analyze data on employee satisfaction, performance, turnover, and other relevant metrics to identify patterns and trends. These insights enable HR to implement targeted initiatives and interventions to address areas of concern and enhance employee engagement throughout the organization.

HRIS and Employee Self-Service Features

Employee self-service features are a fundamental aspect of HRIS that empowers employees and improves their experience. Through HRIS platforms, employees can access and update their personal information, submit leave requests, view payslips, and access relevant HR policies and procedures. This self-service functionality saves time for both employees and HR professionals, allowing for a more efficient and streamlined HR process.

Conclusion: Investing in HRIS for a Better Employee Experience

In conclusion, HRIS plays a crucial role in enhancing employee experience in various ways. From improving onboarding and training processes to fostering employee engagement and providing self-service features, HRIS contributes to creating a positive and engaging work environment. By investing in a suitable HRIS system, companies of all sizes, whether small businesses, medium-sized enterprises, or large corporations, can benefit from increased efficiency, scalability, and improved employee experience.

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Meet the Author

Brett Ungashick
OutSail HRIS Advisor
Brett Ungashick, the friendly face behind OutSail, started his career at LinkedIn, selling HR software. This experience sparked an idea, leading him to create OutSail in 2018. Based in Denver, OutSail simplifies the HR software selection process, and Brett's hands-on approach has already helped over 1,000 companies, including SalesLoft, Hudl and DoorDash. He's a go-to guy for all things HR Tech, supporting companies in every industry and across 20+ countries. When he's not demystifying HR tech, you'll find Brett enjoying a round of golf or skiing down Colorado's slopes, always happy to chat about work or play.


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