Four common HR case management headaches…and how to treat them!
Is your HR team attempting to keep track of employee relations casework with spreadsheets? Maybe a separate spreadsheet per case type – e.g. one for disciplinary cases, one for grievances etc.?
This can lead to some common headaches (but fear not! There is a cure):
Headache One: Keeping track of cases and who is doing what
Is it easy to monitor who is working on a case? Can you tell what actions are outstanding? How do you chase up involved external parties? Do you know if an employee is the subject of multiple cases, e.g. a disciplinary and a grievance case?
The risk: Something important is overlooked
The cure: Everything to do with a case in one place
Manage all case information and communication from a centralised case management system and you will have a comprehensive, up to date picture of workplace and employee issues. You will see at a glance who is doing or has done what.
Headache Two: Retrieving and sharing case documentation from a variety of sources
How hard is it to retrieve case documentation? Are you sure you are looking at the latest version? How do you share sensitive information without it falling into the wrong hands?
The risk: Time consuming, costly administrative delays and missing information
The cure: Case-based document storage
Store all documentation and correspondence within an electronic case record, and they will be easy to retrieve. A system with robust security that works on any web based device will allow authorised users to access and share case information even when they are offsite.
Headache Three: Proving policy is being correctly followed
How do you prove the case was handled correctly? How do you identify any bottlenecks and problems? How do you keep sensitive case data secure? What about GDPR*?
The risk: Litigation and additional costs if case or data handling is challenged
The cure: Process-based workflow and alerts
Use a workflow based system with process steps that guide staff. Built in notifications will alert them to looming deadlines or missing information. Various tools help managers spot any problems in the process. An audit trail proves what has been done, when and by whom. File management tools help ensure data protection policies are correctly followed.
Headache Four – Pulling information together for reporting and analysis
Is it difficult to collate information into management reports? How do you enforce consistency in how data is captured to aid reporting and analysis? How do you identify trends across workplace issues so you can prevent them recurring?
The risk: Recurrent issues are not identified so strategic improvements can be made
The cure: Standardised data capture and categorisation
Categorise data as it is captured, using drop down lists to ensure consistency. This standardised case information can then be more easily analysed. Daily, monthly or annual reports can be generated at the push of a button, and ad hoc reports are easily created. Trend and root cause analysis highlight problem areas so you can make improvements.
Storing all casework in a secure online system will address these four common headaches. Workpro is an employee relations case management system which is surprisingly easy to implement and cheaper than you probably think. For more information on Workpro HR click here.
*GDPR – General Data Protection Regulation. New EU legislation coming in to force in May 2018, which will have wide ranging implications for how organisations store, share and use personal data.comments powered by Disqus