8 HR Technology Tools All SMBs Should Be Using

Why should companies use HR technology tools?

Before the tech revolution, HR professionals manually performed many core administrative functions, such as collecting and processing timesheets, calculating payroll, and tracking vacation days.

With reliable HR technology tools now advancing at a rapid pace, it makes sense for SMB owners to weigh their options and consider the benefits that can be realized by implementing tools that fit their business and budget, including:

• Employee self-service functionality. HR technology tools often incorporate self-service capabilities, which allow employees to set up and update account functions like direct deposit or leave requests at their convenience. This frees up valuable bandwidth for HR employees who can devote less time to performing administrative tasks and more to big-picture planning.
• Process automation. Automating time-tracking, payroll, benefits administration and other HR functions reduces your HR team's administrative workload and increases efficiencies. For example, according to "TechTarget's HR technology (human resources tech)," accurately managing wages, salaries and withholding tax across multiple U.S. jurisdictions poses a significant challenge for HR teams because of varying governmental requirements. Using time and attendance software to track employees' time and payroll requirements helps your business accurately and consistently manage these variables.
• Improved accuracy. HR employees are human and can make mistakes when overloaded with administrative work or performing repetitive tasks. Automated systems remove this burden and add redundancies that improve accuracy and efficiencies across the board. The same goes for employee self-service options, which enhance input accuracy and reduce task completion waiting time.
• Competitive recruiting advantages. Recruiting trends change over time, so it’s best for HR managers or departments to keep track of them so their talent management strategies are in line with competitors. Talent management tools help manage the processes that SMBs need to find, interview, recruit, and hire qualified candidates for job roles and compete more effectively with other SMBS and larger organizations.
• Collaborative tools for remote and hybrid workforces. HR technology tools, such as remote training programs, virtual meeting and communication platforms, and cybersecurity measures, can support and safeguard your remote and hybrid employees and help them perform successfully in a remote work environment.
• Robust employee communications. When you need word to travel fast, HR technology tools can help you quickly and accurately communicate time-sensitive information to employees. For example, your HR team can send targeted messages and content to employees several weeks before essential action items, such as the beginning and end of the annual benefits open enrollment process.
• Targeted compliance management. Navigating the complex employment law landscape in the U.S. can be challenging, to say the least. HR technology tools make auditing and reporting easier and help keep your company on track with laws and regulations in various jurisdictions. This can help your company avoid serious consequences of non-compliance, including penalties, fines, and legal costs associated with attorney's fees and lawsuits.

What technologies are most common in HR?

The following are common types of HR technology tools that many small and mid-sized businesses have implemented to help administer core services:

• Time, attendance and payroll systems help streamline your business with automated processes that accurately track time for in office and remote employees. Many have features that help your HR team navigate multi-jurisdictional payroll processing requirements, tax calculations and associated regulatory requirements, and wage garnishments.
• Talent management tools help your business manage all phases of the employment life cycle, including recruiting, interviewing, hiring, onboarding, retention, and separation processes.
• Benefits administration technology helps you manage all aspects of your company's employee benefits package, from health insurance and retirement options, to all types of leave. Many benefits management platforms have self-service features that allow employees to enroll, manage benefits selections, and submit claims.
• Reporting tools can help you stay on top of compliance deadlines, centralize critical employee payroll, benefits and leave management data, and can even "…automate updates to workplace policies and procedures, ensuring alignment with changing legal requirements," according to HR Executive's "Employment laws are changing. How tech can create a 'culture of compliance.'"

The 8 Best HR Technology Tools for SMBs

To help determine the best HR tools for your business, HR Morning's "HR Technology Tools: Latest Examples and Key Benefits" recommends taking these steps:

• Assess current HR tech tools and their performance
• Identify and prioritize current and future HR tech needs
• Research and pair the right HR tech tools with business needs
• Develop an implementation plan, including steps to integrate new HR technology tools into existing systems
• Facilitate a smooth transition by providing employee training and support
• Prioritize security, privacy, and data management
• Continually assess technology performance and needs

Following are eight HR tech tools recommend by G&A Partners experts:

#1: Time, Attendance, and Payroll

Whether you have an in-person workforce, a hybrid workplace, or flexible scheduling, you need processes in place that accurately track your employees' time. G&A's automated time-attendance and payroll technologies let you ditch paper timecards in favor of automated timesheets with overtime tracking, ensuring error-free payroll processing with advanced reporting and employee records storage tools.

#2: Recruiting

Virtual recruiting has become the norm, so online tools can expand your hiring options without stressing your budget by streamlining your recruiting processes, minimizing costs, and providing access to a global talent pool. With G&A Partners' Applicant Tracking System (ATS), you can quickly search through hundreds of resumes from qualified applicants, screen skills and qualifications, and easily communicate and schedule interviews through the platform.

#3: Onboarding

By the time a candidate accepts a job offer, you've already significantly invested in the resources necessary to source, recruit, screen, and interview applicants. Too often, however, less time and effort are invested in ensuring your new employee feels welcome and engaged as they onboard and transition into their new role. Welcome new employees with an energized new-hire process that cuts out time-intensive paperwork and laborious set-up processes. G&A's employee onboarding program streamlines new-hire procedures. It eliminates the need for paper-based processes by providing new team members and their managers with online access to employment forms, benefits information, and more – so your employee's first day – in person or virtually – can be focused on meeting new team members and exploring their new role.

#4: Benefits Administration

Your benefits package may evolve as employees request more health and wellness options. This could complicate an already complex benefits enrollment process that involves educating employees, conducting open enrollment, and entering employee elections into carrier systems. G&A's online benefits enrollment system provides online enrollment options, saves your team valuable time, helps minimize mistakes, and empowers employees with the following features:

• Online access to the enrollment system
• Educational resources that explain your company's benefits offerings and allow plan comparisons
• Access to G&A benefits experts for assistance and information about coverage options and enrollment

#5: Reporting

Reporting tech tools help ensure your company's compliance with federal, state, and local laws and guidelines. Various platforms are available that manage different aspects of your company's compliance needs, including tailoring your payroll system to the laws and requirements of different jurisdictions, customizing contracts so they comply with relevant laws and updating them as regulations change, managing employee separations, and helping you stay on top of rules and reporting requirements related to different laws, such as the Affordable Care Act (ACA).

#6: Training

To support employee development, it’s important that your business provides innovative training techniques that deliver professional growth programs – where employees are and when they need them. Talent management is key to employee development, engagement and retention, and G&A's online learning management system (LMS) offers a comprehensive and cost-effective solution that gives you access to thousands of timely and current training courses and allows you to assign, track, and report on employees' progress.

#7: Performance Management

To feel valued and appreciated, your employees need coaching, feedback, and encouragement. G&A's user-friendly online performance management tool lets you streamline your review process and set, track, and manage performance goals. You can also configure custom workflows for your employee review process and access tools that enhance your company's succession planning and promotion efforts.

#8: Remote and Hybrid Workplace Program

If your company has (or is transitioning to) a hybrid or remote-first workplace model, implementing HR technology is instrumental to the success of your employees and your business. For example, remote work requires adequate office workspace and equipment, dependable internet access, and state-of-the-art communications technology that enables remote teams to connect and align on projects and tasks. Your company may also need to adopt technology and online systems that address the needs of employees who are in and out of the office, such as video conferencing equipment, a conference room booking system that facilitates the scheduling of in-person and virtual meetings, and "flex desking," which allows employees to share desks—or book desks—according to their hybrid work schedules.