In the tertiary sector as elsewhere, technological tools prove to be central to workers' daily activities. In this respect, the employee experience and the user experience (UX) of these tools are closely linked. Here are 3 strategic levers to transform the employee experience through digital technology.
In a tight labor market, the scarcity of talent and their increased expectations mean offering employees tools that support their performance rather than hinder it… At the risk, otherwise, of seeing them disengage and leave! In this context, your IT system constitutes a real tool for engagement and motivation to retain talent.
Lever #1: digital experience and employee engagement, putting an end to fragmented tools
For a large majority of companies, the employee experience begins with tech. Efficient and adapted tools offer a satisfying working environment to employees. Conversely, a poorly organized and fragmented digital environment slows down teams in their daily work, generates frustration, tanks performance, and inevitably leads to employee disengagement.
How tool fragmentation undermines employee engagement
Nothing is more demotivating for an employee than having to battle with their tools to access information. In this respect, the fragmentation of tools (multiplication of platforms, portals, passwords, and processes) constitutes a real barrier to performance and generates superfluous frustration among teams.
Leave requests on one tool, expense reports on another, HR documents sent by email, personal data stored in a spreadsheet… Fragmented pathways transform administrative procedures into a real obstacle course. This way of operating is then often perceived by employees as a lack of consideration towards them, and weighs down their engagement. The result? Performance drops and turnover increases.
To retain and build loyalty among your talent, use technology to your advantage.
Unifying tools to reduce daily friction
The single HR portal
A HR portal refers to a single platform that centralizes all functions and data related to human resources management. In practice, each employee has access to this portal, where they can :
Submit their expense reports, absence requests, leave requests, etc. ;
Modify their personal data (address, personal situation, etc.) ;
Submit their HR requests ;
Access the company directory ;
Consult legal documentation (contracts, agreements, legal developments, etc.) ;
Track their performance in real-time (annual reviews, objectives, etc.).
For HR, managers, and employees, the HR portal allows for considerable time savings : no more endless back-and-forth emails for a simple request for information. Each employee can, thanks to personal access, feed the platform directly and find the information they need.
A UX that reflects the employer's consideration
For employees, the user experience (UX) reflects the company's consideration towards them. Provide them with powerful, intuitive tools !
Opt for a "user friendly" interface, with a goal of zero training. Newcomers can thus get to grips with the tools as soon as they arrive in the company, generating an immediate effect : they are autonomous, gain confidence, which reinforces their feeling of legitimacy.
This attention paid to the user experience of your employees fuels their feeling of being understood and valued by their employer. By providing them with tools that truly meet their needs, you allow them to gain efficiency and motivation. This approach directly improves the employees' perception of the employer.
Lever #2: transparency and centralized access to information to boost employee engagement
Offering employees quick, personal access to the company's administrative information deeply nurtures their engagement. Indeed, the transparency induced by autonomous and fluid access to information reinforces employees' trust in the company. For this, the single employee file is a fantastic tool.
The single employee file as a vehicle for trust
The single employee file is a choice tool to ensure the company's transparency towards its teams. Directly linked to the HR portal, the single file allows employees to consult HR data concerning them (payroll, benefits, objectives, training).
This model allows teams to :
Have simple and immediate access to personal, administrative, and legal data ;
Reduce misunderstandings (all employees have access to the same information) ;
Better understand the company's expectations and possible developments.
Guaranteeing transparency and access to information with complete autonomy reinforces employee trust in a sustainable way. In the long term, these practices help to reduce turnover.
A decisive tool for talent management
But that's not all ! Beyond being a lever for trust, the single employee file is an excellent management tool. Indeed, employees and their managers have direct access to objectives and performance indicators, of both an employee and their team, in real-time. HR and managers therefore benefit from a powerful talent management tool.
With an integrated 9-box matrix, HR and managers can:
Track objectives live ;
Consult annual reviews ;
Have a summary of evaluations in real-time.
It is the ideal tool to collect precise data, track performance live, and thus align it with organizational objectives. This represents a significant time-saver for strategic decision-making.
Lever #3: administrative simplification to nurture employee engagement
Overly complex administrative procedures can seriously harm employee engagement. If every information request generates frustration, your employees' motivation will suffer. However, you can present HR administration as an experience to be transformed rather than endured.
To achieve this, promote employee autonomy on administrative tasks. This reinforces employee engagement and makes them full-fledged actors of their journey in the company.
The HR services catalog to make the employee an actor in their corporate life
The HR services catalog, or HR self-service, offers employees autonomy over :
Certificate requests ;
Changes to contact details ;
Registrations for training, etc.
Directly integrated into the HR portal, this tool allows Human Resources to save valuable time : no more email requests, employees make the requests themselves on a clear and structured self-service system. For employees, this model reinforces the feeling of control and encourages their involvement.
Data crowdsourcing and autonomy: a virtuous circle
The all-in-one HRIS model including an HR portal, a single employee file, and HR self-service allows for direct involvement of employees in entering their personal data. Invite employees to spontaneously update :
Their contact details ;
Their skills ;
Their certifications ;
Their wishes for career development.
Crowdsourcing ensures that teams are directly involved in the quality and currency of their personal information. Empowerment reinforces the employees' feeling of being valued and being drivers of their own development as well as that of the company. Where passivity fosters disengagement, making employees actors in their evolution constitutes a powerful lever for engagement.
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The Roger team
Editor of the Roger HR blog
Roger is a Swiss HRIS for HR teams in SMEs and mid-sized companies in French-speaking Switzerland. We write here about HR operations, compliance, and the employee experience.
