No business comes without its fair share of problems, especially when it comes to the systems they use, in particular, the system that HR use. In fact, a large number of HR specialists think that poor systems are affecting their business, meaning there is more than likely going to be an issue with one of more of the systems you use at work.
You may be thinking, “Absolutely not, everything we use is perfect, why am I even reading this post!” Well before you stop reading, take a minute to think. Just because you don’t think there is a problem, doesn’t mean there isn’t one.
Let’s take driving a car for example, with viewpoints from the passenger and the driver.
The passenger gets into the car and asks the driver to take them to a specific location. They sit in the car for 20 minutes and arrive at their desired location. There were no issues with the journey, no crashes, wrong turnings, and the car didn’t break down. From the passengers’ point of view, the car worked perfectly.
But for the driver, it is a completely different story.
For the driver, the car is extremely heavy and hard to maneuver, the brakes barely work, the tyres are worn down, and the car is very heavy on petrol low. Yes, the driver managed to take the passenger to their desired destination, but the journey really took its toll on the driver.
That one journey has cost them a lot of money on petrol, the heavy steering has tried them out, the tyres made the car skid, and the brakes made it hard to slow down. The whole experience was extremely stressful and from the drivers’ point of view, they need a new car now!
This is a very similar story for many businesses when booking holidays. An employee sends an email to their manager requesting some time off, a couple of hours later they receive a reply and it is booked.
What they don’t see is the huge issue the manager had.
The manager had to go through and view the calendars of everyone in their team to ensure there is enough cover on those days, check if the employee requesting the holiday has enough holiday allowance left, and then manually enter it into a spreadsheet that has numerous errors.
Easy for the employee, long-winded and stressful for the manager.
So just because you don’t think there is a problem with any of the systems you use, doesn’t mean there isn’t. To help you identify if there is a problem with any of the systems you use at work and how you can go about fixing them, we have outlined 3 tasks you should complete.
Task 1: Locate the problem
First, you need to locate the problem, and to do this you may not even need to look, just listen. If you listen hard enough you will hear some tell-tale signs.
“Ah why won’t this just work”
“How do I even do this, it doesn’t work, why won’t it just do as it’s told”
“No, I haven’t done it, I have been trying to do it for the past 20 minutes, but it is too complicated and I just gave up”
These are just a few of the phrases you may hear in your workplace, and if you do hear them, go over to those venting and ask them what the issue is.
“I heard you were struggling with something, what seems to be the problem?”
“Does this cause you problems on a daily basis?”
“How long does it take you to complete your task using the current system?”
3 great questions that will help you identify if there is a problem with the systems they use.
However, if you haven’t heard any of those phrases, why not be proactive and send a small survey out to everyone in the business. You could ask a couple of questions about any software related issues employees are having and why it is causing them an issue. If you find that you get everyone is having an issue with one of the systems you use, you know you have a problem.
After all that you may find that everything works perfectly. If that is the case, you don’t need to read on. However, if after this little fact-finding task, you know where the issue lies, it is time to move onto task 2.
Task 2: Trying to fix the problem
Before spending countless hours finding a new system and throwing money at the issue, you should try and fix the problem. It may be the simplest of fixes, that turns an unusable system, into one that works perfectly.
To try and fix the internal issue there 3 steps you need to take.
Step 1: Find the answer yourself
Your first port of call should be to try and find the answer yourself. Most providers will have an area on their website with guides and FAQ’s about the system, first, check these out as they may be able to help you.
If you are unable to find an answer to your issue on their website, don’t just give up. There are thousands of forums on the web where people are having similar issues to you. Try typing the issue you are having into Google and look for these websites, someone may have provided an answer to your question already.
Step 2: Ask the IT team
If the providers’ website or Google can’t help you, ask one of your colleagues, or better yet, the IT team. They may know a quick and easy fix to your problem.
Step 3: Call your provider
Finally, if the first 2 steps fail, pick up the phone and call the provider. They should be able to help you with the issue but do bear in mind that this may cost you as what you are looking for could be an extra feature that you currently don’t pay for. But if you can justify the money and it fixes the issue, then it is well worth it.
If you have tried the fix the issue yourself, ask colleges, and even the provider can’t help you, there is only one option left. Move on.
Task 3: Move on
This is probably the hardest step, as it means you will now have to find a brand new system, which could potentially cost you more money . . . or could it?
You may be able to find a solution that is better and costs less. A win-win. But remember that the grass is always greener on the other side, a new system, no matter the costs, may not solve this issue fully and could cause more problems down the road, frustrating employees to point of leaving.
Now finding a new system does require you to spend some time finding one that works for you, which means a lot of research and comparing providers. To help you with this we have created a great guide on how you can compare multiple systems easily.
If you know that managing employee holidays is an issue for you, there is no need to look any further, you are in the perfect place. We have a world-class absence management system that is a perfect fit for all businesses wanting to track employee holidays.
If you are interested why not book a demo and see how we can help you manage your absence easily and more efficiently.