How to Improve HR Processes and HR Efficiency

As organizations have become more sophisticated in their quest for productivity and competitiveness, they have increasingly realised that the quality and loyalty of their employees is one of the most important factors.

Managing HR processes and compliance requirements effectively can take valuable time and resources away from strategic initiatives, so it is essential for businesses to streamline and automate HR processes wherever possible in the name of HR efficiency.

By The Numbers

56% of HR departments report that the top reason for process transformation is to free internal staff to focus on strategic issues.

69% of workers find it sometimes or almost always challenging to find the information they are looking for

46% of workers store and manage documents out of their email inbox.

Managing HR paperwork costs an average $300 per employee annually. For an organization of just 100 employees, this equates to a $30,000 recurring cost.

Non-productive information work — like reformatting documents or re-entering documents into systems 

3 Barriers To Hr Efficiency

Paper Everywhere

The cost of using paper runs 15-30x the cost of purchasing paper. That means a $50 box of paper will cost you $750-1500, when you calculate in productivity loss and document storage

Under-automated Processes

HR processes are no longer seen as a compliance nuisance or a box that must be ticked. Excellent HR processes can lead to stronger employee engagement, which leads in turn to better performance by individuals.

Compliance Challenges

Organizations with lots of sensitive information printed out on pieces of paper are ripe for information thieves. And, since HR documents include sensitive information, any unauthorized access could be devastating.

The Key To Hr Efficiency

Strong Information Management

Information management technology like M-Files can transform the way your HR department functions — from a clunky, paper-intensive bog to a well-oiled machine. 

Scan documents and automatically file them with optical character recognition 

Apply workflows to documents for rock-solid HR processes

Access and manage documents from any device, no matter where they live – ERP, network folders, HR solutions or email inboxes

All information relating to a certain employee or candidate presented in context

The 5 Primary Benefits Of Hr Information Management

Greater Control

By digitalizing and automating paperwork, businesses can eliminate complexity and confusion. With all records and paperwork stored digitally in one location, they become easily searchable and can build a more complete picture of the employee. This means HR staff can focus on driving proactive initiatives instead of wasting time searching for information.

Increased Efficiency

Hardcopies can easily get lost in the paperwork shuffle. When businesses have inefficient HR processes, it affects employees directly. They soon get disgruntled, which can lower productivity. However, an automated process can eliminate these issues. Electronic leave and other documents that are part of an automated workflow get signed off faster and they cannot get lost. Triggers and alerts mean that managers cannot forget to sign off on requests, and the workflow means that the right person always receives the right documents for approval.

Stronger Security & Compliance

Digitalizing HR documents lets the business exert more control over who can access them by using password protection to restrict access, and by ensuring documents are never left on printers or out in the open 

Better Collaboration

HR employees may be working at home, working in different areas of the building, or even working across the globe. With an information management system, it will be much simpler for your staff members to collaborate and work on projects together. Imagine if your “at-home” workers, your HR reps at your European office, and you could all view the same paperwork at the same time.

Healthy Cost Savings

Though it may seem costly, information management tech has tremendous ROI. You save money because it saves you time — time that you can spend on other, more important, tasks. Also, the amount saved on printing, paper, ink, and recycling is immense

15 Benefits In A Nutshell

  • Work at the speed of thought, but without human errors
  • Waste less time
  • Improve customer Service
  • Automate redundant Processes
  • Save space and money
  • Keep all documents and files in one place
  • Eliminate lost and misfiled documents
  • Work from anywhere
  • Facilitate compliance and ensure security
  • Achieve a consistent file structure
  • Securely share files of any size
  • Control access and track files
  • Fast track document Turnaround
  • Protect and expand your business
  • Maximize your Performance

Document Management. Redefined.

M-Files is the only intelligent information management platform that organizes content based on what it is, not where it is stored. You can even connect to existing network folders and systems to make them more intelligent with built-in AI to automatically categorize and protect information.
For more information on how we can help your organisation please email: or visit

Peter Ellyard