It's well known that the beating heart of any successful organization lies within its human team.
You may already have some human gems, but due to the multitude of tasks and paperwork, you can't extract the best from these people and harness their creative efforts in the best way to serve the company. That's why you need a tool like Zoho People.
You must be looking for the best way to organize your employee data, simplify HR processes, and transform the HR function into a strategic engine for your company's success, aren't you?
In this article, we'll provide you with a comprehensive guide on how to use Zoho People for effective HR management.
What is Zoho People? And What Makes It a Comprehensive Solution?
Zoho People is a cloud-based Human Resource Management System (HRMS) designed to simplify every aspect of the HR function, from recruitment to offboarding.
It represents a central platform that gathers all employee data and HR processes in one place, eliminating the need for scattered spreadsheets and paper files.
What distinguishes Zoho People is that it is more than just an employee database; it is an integrated system that offers multiple tools aimed at:
Data Centralization: It gathers all employee information in one secure and easily accessible place.
Increased Efficiency: It reduces manual administrative tasks, freeing up the HR team to focus on strategic tasks.
Improved Employee Experience: It provides a self-service portal for employees, which enhances their independence and engagement.
In short, Zoho People empowers you to transform the HR function from a mere administrative role into a driving force for your company's growth.
Key Features of Zoho People for Effective HR Management
To get the most out of Zoho People, you need to learn about its key features and how you can use them to simplify your operations:
Comprehensive Employee Management
This is the core feature of Zoho People.
Through it, you can create comprehensive profiles for each employee, containing all the necessary data:
Rich Data Profiles: You can record personal information, contact details, employment details, official documents, and important files in one place.
Employee Self-Service Portal: The platform provides an access portal for employees, where they can update their personal information, request leaves, view their entitlements, and upload their documents, which reduces the workload on the HR department.
Document Sharing: You can create a shared document library for employees, such as an employee handbook or company policies, ensuring everyone is always up-to-date.
HR Automation
Yes, everything has become digital and automatic, so why not use that in employee management as well?HR automation is the true power of Zoho People. You can automate routine tasks that consume a lot of time and reduce common errors, such as:
- Onboarding Automation: You can create a custom task list for new employees to be executed automatically, such as sending a welcome message, requesting necessary documents, or scheduling introductory meetings. This ensures a smooth and organized hiring process.
- Offboarding Automation: When an employee leaves, you can set up an automatic task list to ensure all necessary procedures are completed, such as closing email accounts or collecting company equipment.
Approval Automation: You can create workflows for approvals, such as for leave requests, where requests are automatically sent to the relevant manager for approval, which speeds up the process.
Leave and Attendance Management
Tracking leaves and attendance is a fundamental and challenging task. Zoho People simplifies it through:
- Integrated Leave System: Employees can submit leave requests online, and managers can approve them easily.You can also customize leave types (sick, annual, emergency) and set a leave balance for each employee.
- Attendance Tracking: Employees can check in and out through the self-service portal, the mobile app, or even through integrated biometric devices, which gives you accurate data on their working hours.
Attendance Reports: You can generate monthly or annual reports on attendance and absences, which makes it easier to prepare payroll and analyze work patterns.
Performance Management and Development
Zoho People helps you transform performance reviews from a tedious annual task into a continuous and interactive process:
Goal Setting: You can set goals for each employee and track their progress toward achieving them.
Performance Reviews: You can manage the entire performance review process, from sending evaluation forms to employees and managers, to analyzing the results.
Feedback: Employees and managers can provide continuous feedback, which helps in improving performance and developing employees on an ongoing basis.
Your Practical Guide: How to Start Using Zoho People?
We, at Salasel Al-Injaz, take it upon ourselves to make it easier for owners of small, medium, and even large companies to transition to the digital world in the best possible way.
Therefore, we will not only give you knowledge but will also guide you through the practical steps to benefit from this tool:
Initial Setup: Start by setting up your company's profile, defining departments, job positions, and access permissions.
Adding Employees: Add your current employees' data. You can enter the data manually or import it all at once from an Excel file.
Customizing Workflows: Create your first workflow for task automation, such as approving leave requests, to notice the difference immediately.
Training Your Team: Encourage your employees to use the self-service portal. Provide them with a simple guide or a short introductory session to explain how to use the system.
Analysis and Improvement: Use the periodic reports generated by the system to evaluate your team's performance and improve your HR policies.
At every step of these initial general steps, you will learn more and more about the effort, time, and tasks that Zoho People will save you.
Zoho People is more than just an HR management program; it is an investment in your company's most important asset: your employees.
By automating HR, centralizing employee management, and providing powerful analytical tools, you can free the HR department from routine burdens to become a strategic partner focused on building a positive work culture, developing talent, and achieving company goals.
Double your employees' productivity, make your life easier, and your company more successful with the Zoho suite. Try it now!
