Digital Possibilities of HR Delight.
Digital possibilities for HR Delight
By Ashok Chandran, CMC
The knowledge economy of today has brought the Human side of Business Management to the limelight. Human talent is mobile and knows no regional boundaries. Businesses and Nations have this challenge of being competitive in the global marketplace, by using the global human resources. The success of businesses is dependant on its capability to attract talent. The Human Capital is now recognized as the key asset of companies. Identifying, attracting, recruiting, and retaining the right talent and utilizing the talent productively for the organizations have become very professional and competitive. This entire business of people in an organization is primarily a business of communication and collaboration. These HR functions have become so complex, voluminous and competitive that the use of Information Technology (IT) not only helps all these functions in multiple ways, but has become a basic necessity for survival and growth. IT brings in processes that are simple, accurate, fast and standardized.
Competing in the Internet Economy now requires very powerful HR systems and services. Traditionally HR was more of a management function alone, but lately it has become a Service like the Information Technology (IT). Earlier the people joined companies and stayed on for ever. However in today’s scenario the employee not only finds it difficult to find the right employer, but also has a challenge to compete and perform in his company to stay in his job. Similarly for Companies it is not only difficult to find the right employees, but has a challenge to train, retain and delight the employee. Established companies having tremendous strengths in the traditional ways of recruitment and overall HR Management, will not only lose precious Human talent but will collapse, if they fail to use IT effectively for their Human Resource functions.
The leading technology solutions in the market today in the field of Human Resources not only covers the traditional recruitment function but manages the complete communication and collaboration needs of the employees. It takes care of every function that will ensure the full utilization of the Human capital to achieve organizational goals.
The Digital possibilities mentioned here is only the tip of the iceberg. Your imagination is the only limitation to innovation and HR Delight.
The digital mantra for recruitment success:
• Establishing a digital Image or identity in the minds of the prospective candidates.
• Identifying the target audience and Capturing a candidate database for permanent use.
• Searching for specific talent and ranking the most appropriate candidate for specific job requirements.
• Communicating effectively with the prospective candidate and
• Maintaining a continuous relationship with the right talent.
Establishing a Digital Image:
The Corporate Web Site:
Companies use the corporate web site not only to present itself to the prospective clients, but also to attract the right talent. Many corporates insist that the prospective candidates for any job function apply online.
The Web site is very effectively used to introduce the company to the candidate in detail. The site can detail the HR practices of the company, its values, its Vision and Mission. It also to explains the job profile and Eligibility Criteria for application to specific vacancies, and facilitates online resume submission.
Corporate Communications and Advertising:
All the communications and Advertisements of the enterprise should have the Web address of the company and the contact Email of the company. Thus the Web addresses and contact point is on top of the minds of people who might seek employment, at any point of their career.
Corporate web/e-mail based Newsletters:
The HR department of companies can strategically include content in the Corporate Newsletters about the achievements of the company and its research activities. The Newsletter keeps the prospective candidates excited at all times, in the affairs of the company. Vacancies can also be advertised in the Newsletter. The newsletters also carry the HR practices of the company, which attracts talent to the company.
Advertisement in eZines:
Industry specific Newsletters or eZines exist in the market for almost all industries. These newsletters reach a large targeted audience across the world and acts as a good vehicle to carry recruitment advertisements.
Capturing the Digital Database:
Recruitment Portals:
Recruitment portals are available in large numbers on the Web. Some of the known portals include monstor.com, Jobstreet.com, Naukri.com, Jobsindia.com etc. Systematic choice of portals and posting of Vacancies on the different Portals are very effective. The profile of the Visitors on the site, the Geographic location of the Visitors, the Existing strength of the database, the administrative facilities for recruiters and various other factors affect the success of the Advertisement.
Corporate Recruitment Database:
Corporates have various sources of receiving applications for different positions, at various times. All the resumes are systematically captured in searchable databases.
Access to external Recruiter Databases:
Companies can access the databases of good recruitment agencies or portals through a web interface. Thus, unlike older times where the physical resumes were Xeroxed and sent to the clients, the recruitment agencies can actually complete a transaction without any physical resumes.
Permitting access to outsiders into your database:
You can allow resumes to be appended to your database by Colleges, Institutes and recruitment Agencies, without any manual intervention from your side.
This could be a free for all location, or could be based on User passwords for approved partners.
Optimum use of the Captured Database:
Many companies, who spend a fortune on recruitment advertisements, fail to make best use of the response received from the prospective candidates. The challenge is not just to create a database but to have a full functional, searchable database. Facilities for Candidate Searches, Comparisons and rankings are the key features of a good recruitment system.
The success of any captured database lies in its search capabilities. Facilities to search with multiple parameters should be possible. Once the search is complete based on the multiple parameters, we should be able to rank the selected candidates on any criteria. For example we should be able to first search for Computer Engineers having proficiency in Software Project management, with experience of more than 4 years, residing in Mumbai; Further we should be able to rank the chosen candidates as per the years of experience or knowledge of a particular programming language like C++, Java etc.
Communicate digitally to Recruit effectively:
Email Based Communication:
Unlike traditional times, the complete process of communication with the Candidate can be done in a Digital environment. The traditional means of communication has given way to Email, Video Conferencing, Live Collaboration and Testing.
Online Testing:
Testing the candidates can be done through software’s without the physical presence of an expert Interviewer or a paper based examination. Many companies from the US test candidates remotely by administering the exams through recruitment partners in India or through professional testing agencies.
Live Collaborative tools for Interviewing:
Live collaboration is possible through Video Conferencing facilities and also through Internet based live collaborative tools. Thus physical distances and time are not barriers to communication anymore. A candidate can now attend an interview online from the comfort of his home, using his Internet connection and a simple Web Camera.
Digital Relationship Management:
Human Capital is a scarce commodity. It is not easy to find good talent, so it is necessary to maintain contact with good talent once you identify the talent, irrespective of whether the candidate joins the company at this juncture or not. Maintaining a relationship in the Digital world does not cost much and can be an automated exercise over email. Simple communication about the companies’ achievements, HR policies, or other Industry events will keep a professional excited to be on your mailing list. Your software can also wish a prospective candidate on his birthday or anniversary over email, without any effort from your side.
Training and Development:
For companies especially with a large number of employees, Training and development is a nightmare. HR Managers can now use technology support to plan the entire training and Development needs of the organization. There are also online e-Learning possibilities for the employees for convenience, cost effectiveness and effectiveness.
HR Processes Management:
HR Professionals often spend their maximum energy in defining, implementing and following up of processes in the HR function like Recruitment, Leave Management, Training management, Compensation etc. Work flow automation in the HR function takes away almost the entire burden of HR professionals from non productive areas, and frees them to perform tasks that lead employees to self actualization.
Productivity Management:
Managing the performance of the employees is a key challenge to HR professionals. Technology allows you to now define, evaluate and achieve KRA’s (Key Result Areas) through Collaboration and Communication solutions.
Knowledge Management:
A recent study by one of the Big five consulting companies showed that the maximum Productivity increase in the corporate world has been due to the innovation in management and IT has only been an enabler. Leading HR solutions now provide for Knowledge Capturing and information sharing. Such solutions not only create an environment that is conducive for innovation but also capture such explicit and tacit knowledge in to the System
Collaboration and Communication:
The digital possibilities in the field of Communications and Collaboration have reached phenomenal levels of advancement. Tools and facilities like Email, SMS, Instant Messenger, Digital White Board, Video Conferencing, Tele Commuting etc can now help employees perform from anywhere at anytime, in a connected environment. These solutions primarily involve People and Productivity. The HR function can play an important role in ensuring the availability of all the necessary tools and solutions that enhances the productivity and creates Delight.
So what deliverables should you aim for in a Digital HR Solution?
The following is an integrated view of some of the key features from leading HR Solutions:
Recruitment facilitator:
• Process Staff requisition data, post openings seamlessly on the Intranet and the Web, and conduct online searches.
• Applicants can review job descriptions and apply online, and hiring managers oversee the whole process, from posting to interviewing to hiring.
• Complete Resume handling and Recruitment Management.
• Track applicants by personal data, skills, education, training, test results, and work experience.
• Route resumes, schedule interviews, and track results, then process offers and new hires.
• Facility to print, Save, Share or email selected Resumes from the Database.
• Personalized Mass mailing for interviews, rejections and selected candidates.
Collaborative Power:
• Password based selective Resume sharing on the Intranet and the Web.
• Internal mass Communication for News, information etc.
• Instant messaging on the Intranet.
• Virtual Task Force Collaboration(Groups)
• Private Chat/Meeting rooms
• Knowledge Sharing through a powerful Document Management System
HR Manager:
• HR status reporting for the Top Management
• Create and manage an employee referral program.
• Management of Recruitments, Online Testing, Productivity, Development and Training
• Payroll management
• Corporate HR communications management
• HR Help Desk
• Address Book
• Online Survey
Productivity Enhancer:
• Corporate Intranet module for HR related information sharing and collaboration.
• Integrated Messaging system
• Employees can update competencies, review their training summary, request training enrollment, and submit training requests.
• Employees can update their own personal and demographic data
• Articles of Interest (Document Management System)
• Key Result Area (KRA) Management, for Performance monitoring and management.
• Web links (Smart connection to Web resources)
• eLearning and Testing
There are several HRMS (Human Resource Management System) and ERP tools available in the market. Every company has its own processes and needs, and every industry has its own characteristics with respect to the Human resources scenario. Thus there will never be any standard solution for success. Technology has to be used as an enabler to the process of Recruitment and HR Management. The HR manager has to use multiple tools and technology strategies to achieve success in a competitive environment.
Ashok Chandran, is the Chariman and MD of AshokChandran.com Consulting Pvt. Ltd. a leading E-business Consulting Company in India, He can be contacted via web at www.ac.co.in or Email: ashok@ac.co.in

