how Human Resources got a handle on it.
When you are in human resources your life revolves around people, conversations and document management. CVs, processes, procedures, position descriptions, meeting minutes, training plans, workshop presentations or employment contracts can feel like your life. Being able to leverage the intellectual property and knowledge of your team effectively is essential.
For this HR consultancy firm on the Sunshine Coast, it was no exception. With a significant component of their business involved in recruitment – preparing candidate profiles based off CVs submitted online was a key business process.
Traditionally this was a drawn out process with double and triple handling of documents and multiple quality review steps. Document management included moving documents from system to file share to inbox to another inbox back to a file share and into another mailbox. Ultimately this approach slowed down the ability of the organisation’s recruiters to react to the market.
Creating cross-platform technology into existing processes was successful for this Human Resources team. Here's how we did it. Click To Tweet
Document Management complications with devices.
Adding to making this process more complicated was the vast range of different devices the international team used, including PCs, Macs, iPads and other tablet devices. Moving documentation between platforms and devices proved problematic due to the loss of document fidelity in some instances.
Once the organisation decided to move to Office 365; Adopt & Embrace worked with the necessary services partner and the customer to streamline their human resources business processes and increase the business value of their investment in the cloud.
Exploring using our Lean User Adoption approach.
Using our Lean User Adoption approach, we examined the document handling process within the organisation. Once weak spots in the process were identified, we led awareness and informal training workshops with key executive stakeholders in the business.
These workshops helped them understand how they could leverage both existing and new technology to reduce the amount of handling in the process dramatically. After experimenting with a few different options across One Drive for Business and SharePoint Online, together we identified the best fit and approach for the customer.
How conversations made processes stick.
To make the new handling processes stick, we facilitated discussions with the international teams. We ensured they understood the what, why and how to apply. They now knew the impact that adding One Drive for Business in the process would have. We showed the team first hand how the improved method would work across both Office 2016 on the PC, repeating it on Office 2016 on the Mac and iPads.
This customer has gone from a long drawn out process with much human latency (and potential for errors) to a streamlined approach. This new approach now enabled multiple individuals within the organisation to engage with files when they need to. Engagement occurs irrespective of where they are in the world. Regardless if they are on a Windows or Mac-based device, the success is the same.
The ability to utilise cross-platform technology without adding additional hardware costs to engage with new technology into existing processes was successful for the Human Resources team. This resulted in not only increased productivity, but it also opened conversations as to how new technologies could further enhance other areas in the business.
For more on document management – enjoy the post below
Going Paper lite in a modern workplace
How one workplace removed their heavy paper processes using Microsoft technology