For a business to thrive, it is crucial you form a reliable and cooperative team. That is why you must monitor and administer your employees immaculately. However, with various data to keep track of, it becomes difficult to attain accuracy. Your information gets scattered across many spreadsheets and paper files. Today’s fast-paced world calls for technical support, so the primary solution is using employee management software. With a customizable online database, you get secure, real-time access to information along with the ability to create custom interfaces.
This article will talk about the best practices when building your employee database. Read on to learn about the types of advantages it brings.
Why is a Database Crucial for Your Business?
To keep your business running and up-to-date, your company needs to have organized and secure documentation. An online database software helps you collect, analyze, and store any information you want to track. Therefore, you can use it to maintain your business data in a manner that is easily accessible to both managers and employees.
Keeping track of the increasing amount of data can be tricky. You risk having different versions of the same documents as the data you store is not on the cloud. Anyone can have a copy, and the latest version gets lost in no time. On the other hand, online database solutions ensure data integrity and offer better security. You accomplish this by using various constraints for data, such as user logins. It allows only authorized users to access the database.
Furthermore, if you’re planning a growth strategy, a robust database is your business’s most valuable resource. Having prompt access to stored data allows you to understand your workforce and labor needs better. It also helps you make data-based decisions that push your business into the future.
What is an Employee Database?
An employee database allows you to manage, store, and track all employee data. It can be each employee’s personal information, as well as company-related information. It includes payscale, hire date, and much more.
It’s important to mention that a custom employee database solution offers various capabilities. Some of them are a directory of employee profiles, an organizational chart, and a self-service portal. An employee database should be self-service based where the employees themselves can add and edit their information. Such software streamlines employee management. It also helps HR teams ensure structured and secure storage of all employee data. They can handle data like personal information, qualifications, skills, leaves, etc.
Tips for Creating Employee Management Software
Add the Necessary Tools
A helpful employee database holds a variety of employee personnel fields. They usually include each worker’s name, age, job title, salary, length of service, medical information, attendance/leave records, and overall performance. There are numerous fields to track, but make sure you include all the necessary ones.
When building employee management software, utilize the access across many devices. The mobile-friendly database can come in handy when you need prompt access to the data, but you’re not in your office. Also, you should add reminders, so you know if employee data is incomplete or if tasks are due. It helps with time management, and each user can coin their own reminders. If you forget to set them while creating your employee management software, you can always add them later along the way.
You mustn’t forget to add user permissions. This is to increase security and ensure accountability for data changes, as you can control how these changes are audited. You choose the individuals in your organization you want to give access to. After that, each of them needs to create their User account within your Kohezion account. You can use User Groups to group Users with the exact access requirements together. In Kohezion, you can assign permissions at the individual User level and the User Group level. However, by grouping Users into User Groups, it’s much easier to manage permissions.
Check Data Consistency
Before you start uploading your current data into the database, ensure that it is consistent across all records. It improves your management and HR teams’ ability to search through the database and find relevant data.
The status of your data reflects the strength of the overall system. A database that remains consistent over time represents the quality and stability of your software. To achieve it, you’ll have to do this step thoroughly.
Consult With Your HR Team
The employee database you create will have to be beneficial to your management and human resources team, too. That’s why it’s essential to consult with them on which fields and features to include. There are often many areas to a database, so it’s natural to forget one detail. As your HR team regularly reports, they might be more informed about the tools you could install.
Ensure Simple Management
Your employee database should be easy to manage. It’s best to contain simple systems that allow you to input, update, or append data already stored in the database. After all, the purpose of creating employee management software is to gain greater visibility into all your employee profiles. Therefore, the features you will be using the most are advanced employee search and search results filtering. By sorting your employees based on their first name, job title, employee title, or ID, you allow users to browse and manage the database more efficiently. You can also enable attaching documents to the records (e.g., certificates) for a more organized approach.
Most importantly, it would be best if you utilized workflow automation by enabling employee self-service. ESS means empowering your employees to access and edit their data. It can be their address, bank details, time-off requests, etc. That way, you increase company efficiency and reduce HR workload and errors. You can even have recorded absences (e.g., sickness, annual leave, study, or parental leave).
However, you might not want to give employees access to change specific information or a task. If so, you can set permission to contact the HR department in case of an issue. It allows workers to send messages outside of regular office hours. It saves time and hassle for both employees and human resources professionals.
You might want to consider adding recruiting and onboarding into the self-service portal, too. It will prevent entry errors as early as the application phase. By eliminating the demand for double entry and allowing employees to evaluate their information, the chances of inaccurate data decrease significantly.
Build According to Your Needs
It would help if you kept in mind that not every company’s goals are the same. Your internal data storage needs could be different than those of your competition. That’s why you need to make sure that this custom employee database you’re building reflects your brand identity. You could use a ready-made software solution as a starting point. But the final design should ultimately fulfill your needs.
Launching your employee database will be a gradual process as it will go through some iterations and updates. You will also have to take time to teach your staff how to use the software. Even though you’ve run tests and fixed some bugs, it’s when you truly start using the system that you’ll find pieces that have room for improvement. But with continuous work, you will be set in no time.
The Benefits of Using a Custom Software Solution
The first choice of most businesses for their data management is Microsoft Access. However, it no longer matches the unique requirements and structure of today’s companies. That is why it’s necessary to seek alternatives to Microsoft Access in order to find the most suitable solution. With a custom database, you dictate how you want your final product to look. You can start small, with only essential features, and expand it as new tools become available. The top advantages of such a solution are:
Improved employee engagement
Unnecessary tasks slow down processes and can cost your business revenue. More than that, though, it’s frustrating for employees. Tedious extra steps prompt employees to switch on cruise control, which essentially means they’re not engaging with their work. Workflow automation allows workers to focus on the bigger picture and perform better in their roles. While you can’t eliminate specific tasks, you can optimize processes and smooth out operations.
Besides automation, delivering messages and decisions that are consistent with employee’s expectations will increase their engagement. With a full report of tasks, each employee has a goal they can get behind and a purpose of inspiring them. It’s also easier for you to leave relevant feedback on their work, as you know who did what part in the process. Employees crave feedback, and it influences their level of engagement. In the end, a highly motivated workforce will boost your organization’s profitability, productivity, and retention.
Transparent company culture
Statistics show that employees value trust, open communication, and transparency at work. According to Deloitte’s research, 76% of workers indicated a well-defined and communicated mission statement helps foster a positive company culture. However, many companies struggle to implement transparency in the workplace regarding crucial information and decisions.
When there’s trust among employees, they collaborate on projects and work better as a team. They are also more likely to share notes, data, and ideas without restrictions. A shared company-wide platform allows them to achieve all of this. Through it, employees communicate big announcements, improve collaboration on projects, and build camaraderie. Depending on your firm’s preferences, you can offer each worker transparency regarding their data on file.
Minimum compliance risks
The advantage of custom employee database systems is that they use cloud-based technology. It helps you generate the appropriate documents, safeguard personal data, and position your company to meet all of your compliance needs. With a cloud-based employee database, one can consolidate all records and information in a central place. It makes it easily accessible, from anywhere and anytime.
A custom employee database solution is your best choice if you want to ensure smooth integration with third-party systems and tools. For example, you can integrate it with some popular social networking or email platforms.
Creating pivot tables in a spreadsheet is usually a daunting task. It takes time and dedication to learn the functions and overcome the inevitable error messages. Even though spreadsheets are one solution to create pivot tables, Kohezion doesn’t require complicated formulas. You can create a customized table with simple drag and drop options. Use it to summarize and analyze large amounts of data in just a few clicks.
Some of the use cases of pivot tables are:
- Running automatic calculations on summed or counted values
- Creating %’s of totals
- Segmenting data by date, user, or other variable and calculate totals
- Organizing data into columns and rows with automatic calculations that would otherwise be impossible with Excel
All things considered, we believe it’s high time you say goodbye to spreadsheets and documents. Employee database management is more straightforward than working on your friend’s list on a social network. Your employee data will accumulate over time into heavy-weight text with images and files, so you won’t be able to quick-search for anything.
In case you take our advice and opt for creating your custom employee management software, here are our top five tips listed:
- Don’t forget to add the necessary tools.
- Check data consistency before importing it to the database.
- Consult with your HR team on which fields and features to include.
- Ensure simple database management by automating processes such as recruiting and onboarding.
- Make sure the employee database meets all your business requirements.
Once done, you can use your employee database to let your workers learn about their peers and colleagues. You will achieve better employee engagement and transparent company culture in no time.