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Blog banner of Top 12 Tools Used by Employers and HRs

Top 12 Tools Used by Employers and HRs

HR tools are a set of technology platforms that allow human resource teams to leverage technology to transform the processes of Human Resource Management (HRM). With such significant transformation in workforce management under evolving industries and employee expectations, you can no longer rely on redundant HRM tools.

To stay competitive and efficient, organizations need HR software tools to address the daily challenges they face. These tools are necessary to improve operational efficiency, enhance employee engagement, and ensure compliance with ever-changing regulations. Indeed, to attract and retain top talent in an increasingly competitive job market, you need such tools.

We understand that choice can be challenging, so we created this guide to explore the essential HRM tools. We handpicked tools that are revolutionising how organizations manage their human capital.

Whether you’re a seasoned HR professional searching for tools to optimize your department’s operations or an employer looking for HR tools to enhance your organization’s HR capabilities, here are our top recommendations.

The Applicant Tracking System (ATS) has become the foundation of a modern recruitment process. This HR tool aims to simplify and streamline the hiring process by introducing automation and efficiency in managing and tracking applicants throughout the recruitment cycle.

Key Features:

  • Job posting and application tracking: The primary objective of ATS platforms is to allow HR professionals to create and distribute job postings across multiple channels simultaneously. It makes it highly proficient at managing job postings on various platforms while collecting and organizing all incoming applications in a centralized database, making tracking and managing candidates easy.
  • Resume parsing with AI: With AI playing a crucial role in every aspect of technology, modern ATS software utilizes artificial intelligence to scan and parse resumes, extracting relevant information. It can accurately match candidates to job requirements, significantly reducing the time spent on manual resume screening.
  • Interview scheduling and communication tools: Like end-to-end management software, many ATS platforms also provide tools for scheduling interviews, sending automated communications to candidates, and tracking the progress of each applicant through the hiring pipeline.

Adopting ATS has become necessary for organizations with large workforce requirements. Screening through hundreds of resumes manually is a waste of time. An ATS can not only dramatically improve the efficiency of the recruitment process but also reduce the time-to-hire and improve the quality of candidates.

Onboarding Software

Onboarding software is another crucial HR tool that facilitates the seamless integration of new employees into an organization. Your onboarding process is how new hires perceive your organization, making effective onboarding critical for employee retention and productivity.

Key Features:

  • Digital onboarding forms and compliance management: Onboarding is one of the most cumbersome recruitment lifecycle processes and involves a lot of paperwork. An onboarding software simplifies the process by automatically ensuring all necessary documents are completed accurately and stored securely. These systems can also ensure all regulatory and legal obligations are met during onboarding.
  • Task tracking for new hires: Onboarding software has comprehensive features to make task management for new hires seamless. They help HR teams create and assign tasks to new employees and their managers. 
  • Interactive orientation sessions: Another handy feature of these HR tools is the capability to create interactive, digital orientation sessions. You can help new employees integrate into the existing workforce with videos, quizzes, and other engaging content. It is an effective way to help new hires learn about the company culture, policies, and their role.

Using onboarding software provides organizations an infrastructure for creating a more structured and engaging onboarding experience.

Performance Management Software

Performance management software provides HR personnel with tools to efficiently track, analyze, and improve employee performance over time. It plays a crucial role in aligning individual goals with organizational objectives. 

Key Features:

  • 360-degree feedback systems: With features like communication channels, feedback pipelines, and review systems, these HR tools allow for comprehensive feedback collection from multiple sources, including peers, subordinates, and supervisors.
  • Goal setting and performance analytics: Performance management software generates insights using data which aids managers in setting and tracking both individual and team goals. Furthermore, it also provides analytics tools to measure progress and identify areas for improvement.
  • Monthly and annual review cycles: You can use performance management software for accurate and regular performance reviews at any frequency – monthly, quarterly, or annually.

Performance management software ensures accuracy and efficiency in workforce management, fostering continuous improvement, enhancing employee engagement, and making data-driven decisions regarding promotions and compensation.

Time and Attendance Management Software

Time and attendance management is integral to workforce management, focusing on improving productivity and accurate compensation while eliminating revenue leakage like time theft. Organizations can track employee hours, manage shifts, and ensure accurate payroll processing with the right attendance management solution. 

Key Features: 

  • Mobile-based time tracking: For organizations operating at multiple sites with a distributed or remote workforce, tracking work hours and attendance is complex. With modern time and attendance systems that offer mobile apps, employers can ensure employees can clock in and out from their smartphones.
  • Facial recognition systems: Traditional time and attendance systems face challenges dealing with instances of time theft like buddy punching. Advanced systems such as Truein incorporate biometric verification methods like facial recognition to prevent time theft and ensure accurate attendance records.
  • Overtime and leave management: Also, these HRM tools include features for managing overtime hours, leave requests, and PTO balances, streamlining these often complex processes. 

Implementing a robust time and attendance management system can significantly save costs by reducing payroll errors, minimizing time theft, and optimizing workforce scheduling.

Payroll and Benefits Management Software

When you have IT infrastructure to track time and attendance accurately, you must also have support for accurate and timely payroll processing. A payroll and benefits management software automates and streamlines the complex processes of compensating employees and managing their benefits packages. 

Key Features: 

  • Tax calculations and compliance: By automatically calculating payroll taxes, the system ensures compliance with local, state, and federal regulations. It also helps the payroll department to keep up with taxation and regulatory requirements.
  • Benefit enrollment and management: Modern payroll systems also have a comprehensive set of tools for managing employee benefits, including health insurance, retirement plans, and other perks.
  • Self-service portals for pay slips and benefits tracking: These systems also act as self-service portals, empowering employees to access their pay stubs, tax documents, and benefits information anytime. 

With robust payroll and benefits management software, employers can ensure accurate and timely compensation and improve compliance while significantly enhancing employee satisfaction.

Compliance Management Tools

Compliance management tools are essential HRM tools that help organizations navigate the complexity of employment laws, industry regulations, and company policies. These tools align with industry legal requirements and internal guidelines. 

Key Features: 

  • Automated policy updates and alerts: Such systems have rules for automatically updating internal policies when regulations change and sending alerts to relevant stakeholders.
  • Compliance audit tracking: These HR tools also facilitate conducting and tracking internal audits, helping organizations proactively identify and address potential compliance issues.
  • Document repository for legal records: Compliance management tools also provide secure storage for important legal and compliance-related documents, ensuring easy access for audits or legal purposes. 

Organizations need compliance management tools to reduce the risk of costly legal issues and maintain a positive reputation.

Workforce Analytics Tools

If you are a small business, you might not need full-fledged HRM tools. There are workforce analytics tools, which are sophisticated HR tools that provide data-driven insights for strategic decision-making in human resource management. These tools offer the option to understand trends, predict future needs, and optimize the workforce. 

Key Features: 

  • Employee productivity analysis: Organizations can use workforce analytics tools to track and analyze various metrics related to employee productivity, helping identify high performers and areas for improvement.
  • Turnover and retention metrics: Companies struggling with high turnover can use workforce analytics tools to analyze employee turnover rates. This will help them identify factors that contribute to retention or attrition.
  • Workforce planning dashboards: Using visual dashboards, these tools offer HR professionals and executives the ability to view essential HR metrics instantly and understand and act on complex data. 

Organizations can improve performance and competitiveness by leveraging workforce analytics tools. These tools enable informed decisions about hiring, training, and resource allocation.

Employee Self-Service Portals

While usually part of other HR tools, employee self-service portals are becoming increasingly relevant. These portals empower employees by providing direct access to HR-related information and services, reducing administrative burden on HR departments. 

Key Features: 

  • Access to pay slips, attendance, and leave records: These portals allow employees to view and download their pay stubs, check their attendance records, and manage their leave balances without HR intervention.
  • Personal information updates: Employees Can update their personal information, such as address changes or emergency contacts, at any time. This ensures that HR records remain current.
  • Requests for HR services or support: Self-service portals also include features for submitting and tracking HR-related requests such as equipment needs or training requests.

Employee self-service portals can be instrumental in an organization’s ability to reduce the administrative burden on HR staff spending.

Recruitment Marketing Tools

You can consider recruitment marketing tools if you are struggling to attract top talent. These tools help organizations enhance their employer brand and improve the candidate experience throughout the recruitment process. 

Key Features: 

  • Career site management: These tools help deploy attractive, user-friendly career sites that align with an organization’s culture and job opportunities.
  • Employer branding campaigns: One of the crucial uses of recruitment marketing platforms is creating and distributing content for recruitment. You can create campaigns highlighting your organization’s unique value proposition as an employer.
  • Analytics to track recruitment campaign success: These HR tools also include analytics features to measure the effectiveness of your recruitment marketing efforts and optimize the strategies accordingly. 

Organizations can build a strong employer brand by leveraging recruitment marketing tools to attract higher-quality candidates.

Employee Health and Wellness Tools

In recent years, employers have prioritized their well-being and sought better work-life balance. An employee health and wellness tool can help you ensure that your organization takes a holistic approach towards employee well-being. With support for employees’ physical and mental health, such HRM tools contribute to a healthier, more productive workforce. 

Key Features: 

  • Virtual health consultations and fitness challenges: You can offer your employees benefits from telemedicine services such as virtual fitness challenges to promote physical health.
  • Mental health resources and counselling: These tools often provide access to mental health resources, including online counselling services and stress management programs.
  • Wellness program tracking: Many of these health and wellness tools include features for tracking participation in wellness initiatives. You can easily measure your wellness programs’ impact on employee health and productivity. 

Employee health and wellness tools can help organizations reduce their healthcare costs and improve employee satisfaction and retention.

Exit Management Software

Exit management software is a specialized HR tool professionals can use to streamline offboarding. When employees leave an organization, these tools ensure a smooth transition for both the departing employee and the organization. 

Key Features: 

  • Automated exit interviews and surveys: You can implement rules for conducting digital exit interviews and surveys. This helps gather valuable feedback about the employee experience.
  • Final settlement and clearance tracking: It can accelerate administrative tasks associated with employee departures, such as final payroll and benefits termination.
  • Document handover and feedback collection: These HRM tools often provide checklists and tracking features that assist HR and departing employees to ensure all company property is returned and all necessary knowledge transfer occurs.

Organizations can use exit management software to ensure a consistent, professional offboarding experience.

Integrated HR Software Solutions

At the enterprise level, it is recommended that you consider integrated HR software solutions, which represent the pinnacle of HRM tools. These solutions combine multiple HR functions into a comprehensive platform, allowing employee lifecycle management from a unified interface. 

Key features: 

  • Reduced administrative burden: By consolidating data and processes from various HR functions into a single system, an integrated HR solution can significantly reduce the time spent on administrative tasks and data entry.
  • Improved decision-making: Unified dashboards and reports provide a comprehensive view of HR metrics, enabling data-driven decision-making.
  • Enhanced data consistency: When data can be stored and validated at a central location from several sources, organizations can ensure greater data accuracy and consistency across different HR functions.
  • Scalability: Integrated solutions are often designed to grow alongside the organization, accommodating increasing workforce sizes and evolving HR needs. 

An integrated HR software solution can help large organizations achieve a more cohesive and efficient approach to human resource management.

Key Benefits of Using HR Tools

Adopting human resources tools for organizations of all sizes has a wide range of benefits. 

Here are some of the key advantages: 

  • Improved Efficiency: When most HR processes are automated, repetitive tasks can be handled better.
  • Time and Cost Savings: By streamlining processes and reducing manual work, HR tools result in significant time and cost savings.
  • Enhanced Employee Experience: HR tools are not only beneficial for employers but also empower employees. Features like self-service portals and onboarding create a more positive and engaging employee experience.
  • Better Compliance: Compliance management tools are essential in helping organizations ensure compliance with built-in features to monitor and integrate changing regulations into company policies to reduce the risk of non-compliance.
  • Data-Driven Decision Making: Analytics and reporting features in HR tools provide valuable insights that inform strategic decisions about workforce management.
  • Increased Productivity: When HR processes are optimized through automation, the overall organizational productivity is boosted.
  • Scalability: Modern HR tools are designed to grow with the organization. They have features to accommodate increasing workforce sizes and evolving needs.
  • Improved Recruitment and Retention: Tools like applicant tracking systems and performance management software significantly contribute to an organization’s employer brand and attract top talent.

Choosing the Right Tools for Your Organization

We understand the choice of the right HR software tools can be daunting. Here are the key considerations to factor in: 

  • Evaluate your current processes: Begin by assessing your existing HR processes within your organization to identify gaps and inefficiencies. This will help you create a blueprint of features you need in HRM tools. 
  • Prioritize user-friendly solutions: You will want to adopt intuitive HR tools that require minimal implementation training. This will ensure faster adoption and ROI while facing minimal employee opposition. 
  • Consider scalability: HR tools can be costly, so ensure that you choose solutions that will help your organization grow. We recommend cloud-based solutions as they can easily accommodate an increasing workforce. 
  • Look for integration capabilities: Ensure that any new human resource tools you choose can integrate seamlessly with your existing systems. This will ensure smooth sharing of data and avoid creating data silos.

How HR Tools Improve Employee Satisfaction?

HR tools are invaluable to enhancing employee satisfaction by improving various aspects of the employee experience. It starts with a smooth, engaging introduction to the company during onboarding. With performance management tools, HR can help employees understand their progress and growth opportunities. 

Furthermore, these tools allow employees to conveniently access important information and complete HR-related tasks. Whether it’s peer recognition and reward management or health and wellness support, the right mix of HR tools can create a more positive, efficient, and supportive work environment for employees.

Future Trends in HR Tools

With the increasing adoption of artificial intelligence and machine learning, HR tools are also evolving rapidly. In the future, we can expect AI and ML to play an even more significant role in HR processes, from predictive analytics to talent management.

We will also see more HR tools that emphasise supporting employee mental health and overall well-being, with more sophisticated wellness tracking and support features. Also, future HR tools will likely leverage big data and AI to provide more personalized experiences for employees, such as custom learning paths and tailored benefits recommendations.

How Truein Helps as a Payroll Integrated Time, Attendance and Scheduling Software?

Truein is a cloud-based time and attendance solution with robust scheduling features. It is an innovative HR tool with integration capabilities, allowing employers to use it with any existing HRM or payroll system. 

From face recognition-based attendance tracking to GPS-enabled geofencing, Truein can cater to contract and distributed workers. Managers can create and manage employee schedules, accommodating various shift patterns and work arrangements. 

It also facilitates compliance management by tracking work hours, overtime, and leave entitlements. It offers comprehensive reports and analytics on workforce, attendance patterns, and payroll costs for data-driven decision-making.

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Conclusion

HR tools are essential for workforce management and organizational streamlining. From applicant tracking systems that revolutionize recruitment to integrated HR solutions that offer a holistic approach to workforce management, organizations need these tools to reshape people management.

With tools like Truein, you can streamline operations and improve efficiency and contribute significantly to employee satisfaction, engagement, and overall organizational performance.

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