In a world where remote and hybrid work are becoming the norm, businesses are searching for effective ways to maintain productivity, ensure accountability, and protect sensitive data. One solution that continues to gain popularity is employee monitoring software.

These tools can offer valuable insights into how employees spend their time — but choosing the right one isn’t as simple as picking the most feature-packed option.

What Is Employee Monitoring Software?

Employee monitoring software is a digital solution that helps employers track and understand how work is performed across their teams. It can log time spent on tasks, track website and app usage, take periodic screenshots, and even monitor user activity levels — all with the goal of increasing efficiency, supporting time management, and maintaining data integrity.

Though these tools can offer impressive functionality, it’s important to choose one that aligns with your company’s values, goals, and regulatory obligations.

Key Features to Consider

When selecting employee monitoring software, the most important thing is to match the features with your business objectives — not every tool needs to do everything.

Time tracking is one of the most commonly used features. It allows you to see when employees start and stop work and how much time they spend on specific tasks or projects. For businesses billing by the hour or managing multiple clients, this function is essential.

Another widely used capability is application and website tracking. This feature helps managers identify which tools are actually being used and which online behaviors may be distracting or unproductive. Some platforms even categorize apps and sites into “productive” and “unproductive” though these labels can be customized.

For those who need more visual documentation, screenshot capturing offers a snapshot view of employee activity. This can be useful in project oversight or in regulated industries that require additional documentation. However, it’s crucial to balance oversight with privacy — both ethically and legally.

A more advanced (and more controversial) feature is keystroke logging. While it provides a detailed look at activity levels, it can easily cross the line into invasive surveillance. Businesses should be extremely cautious and fully transparent if they choose to use this capability.

Finally, robust reporting and analytics tools can help managers track patterns over time, offering deeper insights into productivity trends, resource use, and team performance.

Benefits for Businesses

Used thoughtfully, employee monitoring software can deliver tangible business value. It doesn’t just help identify inefficiencies; it supports a culture of transparency, improves planning, and protects critical data. Some key benefits include:

• Improved productivity: Real-time insights help managers identify where time is lost and where support is needed.
• Better project planning: Accurate time logs inform more realistic timelines and resource allocation.
• Enhanced accountability: Employees have a clearer understanding of performance expectations.
• Increased data security: Monitoring can flag unusual behavior and help prevent data breaches.
• Support for remote teams: Managers can maintain visibility without micromanaging.

When implemented with clear communication, monitoring tools can empower teams and strengthen mutual trust.

Pitfalls to Avoid

Despite its advantages, employee monitoring software must be used responsibly. One of the most common mistakes companies make is failing to communicate with their employees before implementation. Rolling out a tool like this without transparency can erode trust and morale.

Equally problematic is over-monitoring. When software becomes too invasive — for example, logging every keystroke or capturing constant screenshots — it creates a surveillance culture. This not only leads to dissatisfaction but could violate data privacy laws depending on your region.

Another issue is overreliance on metrics. Quantitative data can be misleading without proper context. High activity doesn't always mean quality work, and passive tasks like strategic thinking may appear “idle” to monitoring systems.

Finally, some companies make the mistake of choosing tools based on features alone, ignoring usability, scalability, and customer support. A feature-rich system that’s hard to navigate or doesn’t integrate well with existing workflows is unlikely to succeed long-term.

How to Make the Right Choice

Start by identifying your primary goal: do you want to improve productivity, support remote work, protect sensitive data, or all of the above? Once your goal is clear, look for tools that offer the right mix of features — not just the most.

Engage your team early. Explain why monitoring is being introduced, how it works, and how the data will be used. When possible, allow for feedback and discussion. This helps employees feel involved rather than observed.

Test multiple options before deciding. Most platforms offer free trials or demos. Use this time to explore the interface, evaluate reporting features, and ensure compatibility with your existing tools.

And don’t overlook the legal side. Employee consent, data storage, and privacy regulations vary by region. Consult your legal advisor and draft a clear monitoring policy that outlines what’s being tracked and why.

Final Thoughts

Choosing the right employee monitoring software is about more than just ticking feature boxes. It’s about finding a tool that fits your team, your workflow, and your values.

Used ethically and with transparency, these tools can be a powerful ally in improving productivity, protecting your business, and supporting your employees — whether they’re in the office or working from home.

When done right, employee monitoring isn’t about control. It’s about clarity, collaboration, and better work for everyone involved.

The articles and comments are solely the views of the authors and do not necessarily reflect the views of HURMA.

Сообщение How to Choose the Right Employee Monitoring Software for Your Business: Features, Benefits, and Pitfalls появились сначала на HURMA.

Imagine an HR department that is at its best: engaged employees, minimal staff turnover, and a perfect budget. But without a clear picture of all processes, you will never be able to assess the overall situation.

This is where an HR dashboard comes into play. It serves as a kind of compass that helps you navigate the changing business environment and ensure that your HR department achieves its goals.

HR dashboards are interactive visual tools that are used to present key performance indicators (KPIs) and other people-related data in a convenient and easily accessible format. Dashboards can include information on hiring, retention, productivity, salary, benefits, training and development, and other aspects of people management.

Why are They Important?

HR dashboards in Excel are important tools for HR professionals, managers, and other stakeholders for several reasons:

• Improve decision-making: they provide a clear and concise view of important data, allowing professionals to make informed decisions about hiring, retention, and development.
• Enhance communication and collaboration: can be used to share information with all stakeholders.
• Contribute to goal achievement: help professionals and managers track progress toward goals and make necessary adjustments.
• Most importantly, HR dashboards automate data collection and analysis, which saves time and resources for HR professionals.

Benefits Of Using Hr Dashboards

A Clear And Concise View Of The Data

Visualization: charts, graphs, and maps to present data in a convenient and easily accessible format.

Interactivity

This allows users to explore the data and get additional information in a convenient format.

Personalization

HR dashboards can be personalized to display information that is most relevant to each user.

Accessibility

Access through a browser or mobile device makes HR dashboards easily accessible to all parties.

Types of HR Dashboards

Operational

Focus on the day-to-day work of the HR department. They usually contain information about:

• the number of open vacancies
• time required to fill vacancies
• staff turnover rate
• attendance
• productivity
• salary and benefits

Analytical

Use more advanced data analysis techniques to identify trends and patterns in HR data. It may include the following data:

• reasons for employee turnover
• the impact of training and development programs on productivity
• employee satisfaction
• demographic data on the workforce

Strategic

Relates HR data to the overall goals and strategy of the organization. They include:

• the impact of HR initiatives on financial performance
• level of readiness for change
• positioning in the labor market

Key HR Dashboard's Metrics

Employee turnover

What it means: The percentage of employees who leave the company within a certain period of time.

Why it matters: High employee turnover rates can lead to significant costs, including hiring, training, and lost productivity.

How to measure it: Calculate the percentage of employees who have left the company over a certain period of time. For example, if 100 employees left the company out of 500 hired during the year, the employee turnover rate would be 20%.

Targets: Employee turnover rates vary by industry and company size. However, the recommended turnover rate is below 15%.

Time to Fill

What it means: The average time it takes to fill a position.

Why it matters: The longer a position remains open, the more you lose productivity and incur costs.

How to measure it: Calculate the average time it takes to fill vacancies over a certain period of time. For example, if you filled 10 vacancies over the course of a year, and it took 300 days to fill them, your closure rate would be 30 days.

Targets: The speed of closing a job varies depending on the industry and the level of the position. However, in general, aim for a closing rate of less than 30 days.

Ratio of the Number of HR and Employees

What it is: The number of HR employees for every 100 rank-and-file employees.

Why it matters: An appropriate HR to employee ratio ensures that the HR department has enough resources to support the needs of the organization.

How to measure it: Calculate the number of HR employees for every 100 employees. For example, if you have 10 HR professionals and 500 employees, your HR to employee ratio is 2:100.

Targets: HR to employee ratios vary by industry and company size. The optimal HR to employee ratio is between 1:50 and 1:100.

Coefficient Of Career Development

What it means: The percentage of employees who get promoted or move to new positions within a certain period of time.

Why it matters: A high career development rate indicates that the company offers opportunities for the development and growth of its employees. This can lead to increased employee loyalty, job satisfaction, and productivity.

How to measure it: Calculate the percentage of employees who have been promoted or moved to new positions over a certain period of time. For example, if 10 employees were promoted or moved to new positions out of 500 hired during the year, your career growth rate would be 2%.

Targets: The target career growth rate varies by industry and company size. An effective career growth rate is more than 1%.

Revenue per Employee

What it means: The total revenue of a company divided by the number of employees.

Why it matters: This metric can help you understand how productive your employees are and how their productivity affects the company's overall profitability.

How to measure it: Calculate the total revenue of the company over a certain period of time and divide it by the number of employees during the same period. For example, if your revenue was $100 million during the year and the number of employees was 500, your revenue per employee would be $200,000.

Targets: Revenue per employee varies by industry and company size. Aim for revenue per employee that meets or exceeds the average for your industry.

Employee Loyalty

What it is: An assessment of how loyal and satisfied employees are with their company.

Why it matters: Loyal employees are more likely to stay with the company, be productive, and recommend the company to others.

How to measure it: Conduct a survey of employees to assess their loyalty. The survey usually includes questions such as “Would I recommend this company as a place to work?” and “Am I proud to work for this company?”

Targets: The target employee loyalty index varies by industry and company size. The recommended employee loyalty index is above 70%.

How to Create an HR Dashboard: Step-By-Step Guide

Step 1

The first step in creating an HR dashboard is to define its goals and purpose. What do you want to achieve with this dashboard? What data do you need to make better decisions?

Here are some questions to ask yourself:

• Which HR KPIs are most important to me?
• How can I use this data to improve my people's performance?
• Who will use this dashboard?
• How often will they use this dashboard?

Step 2

Once you've defined your goals and purpose, you can choose the data you want to visualize on your dashboard.

Here are some examples of HR KPIs you can visualize:

• employee turnover rate
• average time required to fill vacancies
• the amount of costs associated with hiring a new employee
• level of job satisfaction
• productivity
• level of participation in training and development programs, training and development costs, ROI of training and development programs
• salary and benefits

Step 3

Now you can start creating data visualizations, for example, make an HR dashboard in Excel:

• use the right type of visualization
• make clear and concise titles and labels
• use the appropriate scale for your visualizations
• avoid overloading your visualizations with data

Step 4

Finalize your dashboard by adjusting it to your needs.

• Add filters and controls, so users can explore the data in more detail
• Create links to reports and other resources
• customize your dashboard branding

Step 5

It's important to test your HR dashboard with users to make sure it's easy to use and informative.

You can ask users for feedback on the design and functionality of the dashboard.

Once you've created, tested, and finalized your HR dashboard, you can distribute it to your employees.

Final Thoughts

If you want to improve your work with people and achieve your organization's goals, an HR dashboard is an essential tool.

Try to create an effective HR dashboard in HURMA System and you will see significant improvements in your work with people.

Сообщение What are HR dashboards? How to create and use them появились сначала на HURMA.

Saying good-bye to an employee is just as important as welcoming him/her. How you fire a person, even if it is a voluntary fire, affects his attitude towards the company. If you want him to speak well of your company and recommend it to others, it's important to get offboarding right.

Here is a clear example of how not to do it. In April 2020, American scooter rental service Bird laid off 30% of Zoom staff. The video and audio were muted for employees, and a recorded voice announced the "good news." If the company has done this, then the probability that people will want to return, or at least recommend the former employer, is extremely small.

So, let's figure out what benefits can be obtained thanks to offboarding and how it differs from adaptation.

Laying off employees: two main goals

Usually dismissal does not cause positive emotions, but in any situation there are pros and cons. Redundancies can help the company optimize internal processes and become wiser in terms of hiring specialists.

On the other hand, firing and the last interaction with an employee affects the internal and external employer brand. The employee's image of the company depends on the last impressions.

Onboarding and offboarding: what's the difference?

Liberation and adaptation are two parallel lines that never cross. If the onboarding process can be compared to a honeymoon at a new workplace, offboarding is more like a divorce in a situation where both parties want to stay on good terms.

During onboarding, employees get to know their colleagues, the company, study its values ​​and compare them with their own. The purpose of adaptation is the gradual entry of a new employee into the team and building a base for a strong and trusting relationship between the employer and the employee. And dismissal is just a farewell.

Why is proper offboarding so important?

When firing an employee, it's important to remember that he's just firing, not flying to Mars. Therefore, it is possible that you will still have to meet.

The main reasons for saying goodbye on a positive note.

1. Former employees may return after some time

People quit for various reasons: there are not enough opportunities for career growth, an inconvenient schedule, and the salary is not satisfactory. Far from always, the reason is a mismatch between corporate culture and human values. That is why specialists can return to the company after some time. Such people are called "boomerangs".

From an organizational perspective, hiring former employees has its advantages. They are already familiar with corporate culture and values. You understand how they work, and when you return, they can perform their functions even more efficiently. The Workplace Trends study showed that 46% of Generation Y would easily return to their former employer.

2. Former employees influence the external brand of the employer

The last impression, like the first, remains in the memory for a long time. The employee should have positive impressions not only of the first working day, cooperation and fun events, but also of dismissal. In this case, a person will not write angry comments on DOU, but will speak well of the company, increasing the attractiveness of the employer brand.

3. Former employees can become your customers

In order for former employees to become loyal customers, it is important to maintain friendly relations with them. What could be better than a former employee who became a client of the company after being fired? They will become a living proof of your caring attitude towards customers.

4. Safety

Proper offboarding is critical to data security. If the parting was unpleasant, a person may try to harm the company out of anger or despair. For example, delete important files or make the customer base publicly available.

About 20% of companies face information leakage caused by former employees. According to IS Decision research, one in three ex-employees are left with access to systems or data after leaving. Therefore, information leakage is not surprising.

9 steps to the perfect release

How to make dismissal as painless as possible for both the company and the employee? We suggest using the 9-step algorithm.

Step #1. Be grateful

It is very important to thank people for their work, contribution to the development of the company, spared time and energy. By the way, you need to thank not only employees who are leaving, but also those who continue to work. A study published in The Journal of Applied Psychology found that thanking employees increases their engagement and reduces the likelihood of absenteeism.

Additionally, 64% of employees who recently quit said they left because they didn't receive any thanks.

Step #2. Notify employees that their colleague is resigning

Of course, it may be tempting not to tell the team until everyone finds out somehow, but it's wiser to share the information right away.

The longer you remain silent, the more details the employees will invent themselves. To avoid unnecessary gossip, top managers and HR should immediately inform colleagues about upcoming changes.

Step #3. Arrange the process of transferring cases to another employee

Whether you're hiring someone to replace someone who's leaving or not, it's important to keep their knowledge in-house. What exactly you should know:

• agenda and to-do list;
• priorities in tasks;
• with which colleagues, contractors and clients the work is connected.

You can ask the employee to make a document or video with useful tips for the person who takes his place. If a task can be automated or built into standard workflows, do it and save time and money.

If the person who replaces the former employee lacks experience and knowledge, ask a specialist to share knowledge before leaving. In this way, you will not only save yourself the trouble of training, but also increase the value of the employee who is leaving.

Step #4. Track things that belong to the company

The practical part of the employee dismissal process. Do not forget to ask him to hand over things that belong to the company: company car, phone, laptop, keys, credit cards, uniform and other. This may seem obvious, but many companies forget this and suffer losses.

Step #5. Close access to systems and data

Block employee access to email, CRM systems, internal platforms, and other sensitive sources to avoid data leaks.

Step #6. Conduct an exit interview

A properly conducted Exit Interview can provide a lot of useful information. People can express their opinion about working in the company, advise what could be improved, name your strengths and weaknesses.

Take the exit interview seriously, because how you conduct it will determine the employee's final impression.

List of questions for Exit Interview:

• Did you like your assignments?
• How comfortable was the workplace?
• Did you like the atmosphere in the team and work processes?
• What, in your opinion, can be improved in the company?
• Was it comfortable to work with the manager? How would you rate his work?
• Are you willing to consider returning to the company in the future? Under what conditions?
• Can we keep in touch and how?

Step #7. Updating information in internal systems

To avoid confusion after the dismissal of an employee, it is worth updating the information in the system immediately.

If a new specialist has already been hired in his place, enter his data: name, surname, phone number.

Step #8. Do not forget about wages

It's hard to believe, but just as some forget to take away their employees' equipment or lock them out, others forget to update their accounting and payroll systems for payroll. Keep track of this so you don't pay someone who no longer works for you.

Step #9. Stay connected

Imagine that you maintain a relationship with an old friend, with whom you communicate from time to time, are interested in his affairs.

You can stay in touch through the personnel reserve or a closed group, to which you can send the latest news of the company, vacancies.

In addition, you may need the help of a former colleague to solve some issue. Therefore, you should not say goodbye forever.

Tools that will simplify the offboarding process

Special software can help you structure the process of firing an employee and spend much less time on it.

Trello

This is the best option for companies that do not have a large budget for the implementation of expensive software. The platform is known as a collaborative project management app, but it can also be used to create a release template.

Click Boarding

The software has unique solutions for adaptation and release. In the application, you can maintain contact with new and former employees, add branded content, create documents, monitor the progress of specialists.

HURMA System

Complex software for automation of recruiting, HR and OKR simplifies the process of employee off-boarding. In the system, you can quickly create an Exit Interview, view staff turnover statistics, conduct surveys and forecast employee layoffs.

Facilitate dismissal

Structuring the process can save both the employee and HR and the manager from unnecessary trouble and stress. A properly conducted off-boarding process will leave each party with a positive impression of joint cooperation.

Сообщение Offboarding tips and checklist: how to fire properly? появились сначала на HURMA.

The adaptation period is a candidate's first step into the life and culture of a new company, which determines how effectively the future candidate will bring results and achieve the set goals.  And the organization of comfortable adaptation is undoubtedly one of the most important functions performed by the HR department. 

According to surveys, about 70% of newcomers stay in the company for at least 3 years if the experience of adaptation in the company made a positive impression on them. At the same time, about 20% of newcomers start looking for a new job during the first 45 days of the internship if the adaptation processes are not structured. 

Properly structured communication during the adaptation of newcomers is one of the integral components of the probationary period. Thanks to it, you can timely respond and adjust each stage of the employee onboarding journey and qualitatively influence the candidate's experience.

How can a structured survey help during probation?

• Objectively and qualitatively measure the level of adaptation efficiency. Different employees – different attitudes. Thanks to the availability of responses from candidates at each stage of adaptation, you can compare how productive your adaptation is for different personality types.

• Increase the level of engagement from the first week of work. Being able to freely express their personal opinions during the first week of work significantly increases employee engagement and gives them confidence in what they do. This creates an environment of trust and communication between the two channels: "company" and "employee." The candidate understands that they can freely and safely advocate for improving the quality of the company's work and influencing its results.

• Improve the overall employee experience. The most important thing during the adaptation period is meeting and exceeding expectations mutually. The fact that the employee's opinion was already valuable and important to the company during the onboarding process will always resonate with them throughout the entire work experience.

• Reduce staff turnover. Feedback during onboarding is an invaluable source of information that a company can use to improve or create qualitative changes that will impact employee productivity from the start. A positive onboarding experience, as mentioned above, directly affects how long your mutual experience with the newcomer will last.

To make the candidate's probation period efficient and successful, we have prepared a checklist of 74 questions that will help you understand the candidate's attitude to the company and assess the quality of the existing adaptation organized in the company.

Questions after the first week of adaptation

1. Did you have the opportunity to fully explain your experience, career goals, and skills during an interview?
2. Does the job description fully match what you are currently working with?
3. Was the first week of work interesting for you?
4. Which part of your work is the most exciting for you now?
5. Does the adaptation process coincide with your expectations from it?
6. Which word would you use to describe the first week of work?
7. Was there anything you missed during your first week?
8. Is there anything unclear to you about the company's work standards?
9. What did you like the most during your first week of work?
10. Did you always receive help when you needed it?
11. Is there anything you did not like during the first working week?
12. Rate the quality of mentoring on a scale from 1 to 10
13. Were all the tasks you performed during the week clear?
14. Do you need more time with your mentor/manager?
15. Did you receive all the information you needed for comfortable work regarding the history of the company, its culture, and its organization?
16. Tell us about the reasons why you chose our company
17. What seemed special and unusual for you during the first week?
18. What additional assistance can I offer you to ease the adaptation period?
19. On a scale from 1 to 10, how would you rate your first week at work?
20. Were you able to get full answers to all your questions during your first week?

Questions after the second week of adaptation

1. On a scale from 1 to 10, would you recommend our company to your friends/acquaintances?
2. In what three words would you describe the first 2 weeks of work in our company?
3. Do you see yourself in our company in two years?
4. Do you feel confident that you are using the right tools for your job?
5. Is the support you receive helpful or distracting?
6. Have you faced any obstacles since our last meeting? Please tell us about them.
7. Do you feel well prepared for the tasks you do every day?
8. Are you able to fully cope with your duties now?
9. Is there anything that you do not understand about your responsibilities and the requirements of your position?
10. Please rate your comfort level in the second week of work on a scale from 1 to 10.
11. Which tasks you performed during the second week were the most interesting for you?
12. Which tasks you performed during the second week were the most difficult for you?
13. How would you rate the level of professionalism of your mentor/manager on a scale from 1 to 10?
14. Were all your requests dealt with promptly and effectively during the second week of adaptation?

Questions after the first month

1. Do you have a clear understanding of what is expected of you in your position?
2. Has it occurred to you to look at other vacancies on the market?
3. Is there anything about the company standards, corporate culture, and work responsibilities you would like to learn more about?
4. Do you think you have enough knowledge to succeed in your position?
5. Do you feel proud to work in our company now?
6. Are you ready now to recommend our company to your friends/acquaintances?
7. Have we met your expectations during this first month?
8. Do you see yourself in our company in two years?
9. Does our company encourage you to go beyond what you would do in a similar position elsewhere?
10. Do you understand now what you still need to find out/learn in order to do your job well?
11. Do our company values align with your personal values?
12. Do you understand how your role contributes to our company's goals?
13. Does your experience with us meet your expectations?
14. Do you feel like a part of our team?
15. Does your position match what you expected?
16. Do you feel productive?
17. Do you need help with anything?

Questions after the second month

1. Were you comfortable during the adaptation period?
2. Did the adaptation period help you to smoothly and gradually enter all work processes?
3. Do you think that something important was missed? If yes, what exactly?
4. Would you tell a friend who comes to our company not to worry in the first days?
5. How does your current position differ from the one you had before joining our company?
6. Do you understand the goals of your company?
7. Is there anything we can do as a company to help you be more productive?
8. Do you receive regular feedback from your manager on your performance and progress?
9. Is the level of colleague support you currently receive sufficient?
10. Does your mentor/manager help you develop and support you when needed?
11. Do you understand how your work will be evaluated?
12. Tell us how you currently understand how your role contributes to our company's goals?
13. Do you have a clear understanding of your goals and objectives? What achievements are expected of you?
14. Is there anything that would help you feel more connected to your team?
15. Do you feel that your ideas are valued in the company?
16. Have you had any communication problems that you would like to solve?
17. Do you have a best friend at work or someone you can talk to honestly and openly?
18. Do you have access to all the information you need?
19. What would you change about our current workflow?
20. Are there any resources you might need to help you do your job even better?
21. Do you think the onboarding process reflects the corporate culture of our company?
22. Did the onboarding process help ease the transition to your new job?
23. What impressed you the most during the adaptation process?

Сообщение 74 Questions for Quality Adaptation появились сначала на HURMA.

Every company faces the challenge of recruiting on a regular basis. Even with a favorable psychological climate in the team, the natural causes of staff turnover cannot be avoided. Employees may change jobs due to health conditions, moving, other family circumstances.

The selection process is a lengthy and complex procedure, during which it is necessary to take into account corporate needs, the desired position profile, the characteristics of an already formed team, and many other factors

The successful completion of the recruitment depends on the correctness of each recruitment process stage. For example, even the preliminary preparation of the hiring process steps plays an important role for the job hiring process in the development of the company like the final reporting.

Let's take a closer look at each of the stages.

Importance of the recruitment process
More about the stages of recruitment
Identification and analysis of the need in the recruitment process
Determining the profile of the candidate
Recruitment before the selection process
Acceptance of applications from candidates in the recruitment process
Pre-selection of candidates
Direct selection of personnel
Deciding on the final stage of the selection process
How to effectively manage the recruiting process

The importance of the recruitment process 

The belief that during the selection procedure only requires the candidates to put in maximum effort is a long-obsolete myth.

Representatives of the company, in particular, the manager, HRD and recruiters, should understand that not only the successful closing of the current vacancy, but also the brand of the employer as a whole depends on their actions. According to LinkedIn research, 75% of job seekers are looking for information about a company and want to know more about it before applying. Find out how your company differs from others and indicate this in all communications.

According to TalentLyft, 97% of candidates who have a good hiring experience at a company will recommend it to others. And half of them will also write praise in social networks. After all, attracting and retaining the best available talent today is literally the future of business.

At the same time, the unsatisfactory closing of even one vacancy can lead to a loss of time and money for the company. The hiring process timeline is also very important. According to a study by the US Department of Labor, the cost of a hiring error is 30% of an employee's annual salary. In addition, labor productivity or motivation may be reduced in the team, and an uncomfortable working atmosphere may be created.

The personnel selection system should guarantee that the hiring candidate will suit the organization in terms of hard & soft skills, and the new company will suit him. Only mutual inclusion will have value for cooperation.

At the same time, in no case should “skew” be allowed: experience, talent, skills, depending on the position, are just as important as emotional intelligence, personality, attitude, adaptability or social skills.

Of course, every recruiter or manager can make a mistake when closing a vacancy. It is important to remember the 7 most common mistakes that one way or another will nullify the effectiveness of even an ideal staff selection algorithm. Selection process for hiring include:

• lack of an accurate and honest job description;
• using only one type of set (for example, only external or only internal);
• ignoring the technical interview and hard skills that the applicant must have;
• rejection of “overqualified” applicants;
• delaying the hiring process due to waiting for the ideal candidate or vice versa, hiring too hastily;
• focusing solely on recommendations or vice versa, completely ignoring them;
• looping on the previous work experience of a specialist and not creating appropriate conditions for his growth.

More about recruitment stages

We have already mentioned that the human resource hiring practices include steps that each company successively goes through in the recruitment process. Let's move on to their consideration.

1. Identification and analysis of the need in the recruitment process

Before you start the hiring employees process, it is important to answer the question “Why are we going to start the recruitment process?”.

It is with him that the head of each personnel department should begin the passage of the stages of closing a vacancy. The expansion of the staff can never be unreasonable. The numerical growth of personnel should not take place for the sake of the extensive growth of the company, but should serve to meet its needs.

If at this stage of development the company cannot afford to hire a new employee or the effect that he should have in the team is doubtful and does not meet the set tactical goals, it is better to forget about hiring. Otherwise, you must proceed to the next step of the recruitment process.

2. Determining the profile of the candidate

The recruiting process is hard to imagine without creating an exhaustive candidate profile. Indeed, before declaring a search, it is necessary to decide who we are looking for. It may be important for company management that:

• the employee was versatile and performed several functions at once or was very experienced in one narrow sector;
• was a professional or just starting his career in the profession;
• had a perfect resume or excellent references;
• spoke several languages ​​at a level sufficient for oral communication or had advanced level of English.

Of course, the specialist must, in turn, also be interested in something. His motivation is also part of the profile. Remember that the benefits of working with you must first of all be truthful. It could be:

• work in a well-known, stable company in the market;
• work in rapidly growing companies;
• work in a team of qualified specialists;
• career opportunities;
• competitive compensation package, etc.

If we do not know who we are looking for, then it will be difficult to find such a person. Only after compiling a candidate profile, you can proceed directly to the next step — the selection of applicants.

3. Recruitment before the selection process

When embarking on the recruiting process, recruiters at a company have two great alternatives to finding the best talent. On the one hand, they can opt for the so-called passive recruitment, which basically consists of the company itself contacting the publicly available professional profiles that interest them the most.

During active recruitment, the company places a vacancy and job seekers apply to the company on their own.

It is traditionally believed that the process of finding and comparing applicants during passive recruitment is easier. The best result is usually obtained by combining the two methods, although it takes much more time.

4. Acceptance of applications from candidates in the recruitment process

If the job posted is attractive enough, it won't take long for the HR department to wait for a flood of applications. For their correct processing, you will need a reliable contact channel (recruiter or recruiters responsible for the loan process).

Of course, the application process must be transparent and fast. According to a CareerBuilder survey, 60% of candidates will not apply for a job they are interested in if the process is too long and drawn out.

5. Pre-selection of candidates

Here we come to one of the most sensitive phases of the selection process. During its passage, it is reasonable to be guided by the answer to the question “By what criteria do we reduce the number of candidates in order to facilitate their more thorough evaluation?”

Based on the characteristics of the ideal profile, the least suitable applicants will be disqualified from consideration. Already at this stage, it is reasonable to use both professional testing and all kinds of personality screening. Of course, being interested in a candidate's zodiac sign is too much, but taking into account the level of emotional intelligence of a future employee is quite reasonable.

6. Direct selection of personnel

The result of the pre-screening of staff is a carefully selected pool of candidates who are expected to varying degrees of suitability for the advertised position. The next step in the selection process will be their more serious review.

It is important that each applicant receives a timely response from the company, even if it is a rejection. According to CareerBuilder, 84% of candidates expect a personal email response. But 52% of employers give less feedback than half of job seekers.

The interview is still the most common procedure in hiring. Recently, it has been losing ground, because a resume or a test task allows you to evaluate the technical side of a candidate. In the first place comes the competency interview, which allows you to assess the degree of effectiveness of the candidate in various situations.

Unlike a situational (case) interview, when a candidate is projected into a hypothetical situation and asked to model his behavior, a competency-based interview evaluates only his real experience. Properly selected interview questions will allow you to form a complete opinion about the employee, getting to know him from different angles. Moreover, the questions themselves should be behavioral, related to the competencies being tested.

7. Deciding on the final stage of the selection process

The professionals responsible for evaluating applications and conducting the appropriate interviews get a very rough idea of ​​what each applicant has to offer. However, in order to make the final decision as objective as possible, it is advisable to prepare a series of reports on the selection process, indicating the strengths and weaknesses of each candidate.

It is thanks to them that the final decision about the selection of personnel is made.

How to effectively manage the recruiting process?

It is impossible not to recognize that automation has long and successfully influenced the labor market. Representatives of about 72% of companies admit that in the next 10 years, most recruiting processes will be automated. Thanks to this, the material costs of hiring will be reduced by up to 17%, and the time spent by recruiters by 26%.

Thanks to automated systems (in particular, ATS from HURMA), today it is possible to automate:

• multi-placement of vacancies due to integration with job portals;
• primary data collection in social networks, organization of sourcing and social recruiting;
• search in the database of candidates, and as a result, speeding up the processing of resumes;
• mass actions, including full-fledged e-mail marketing, and much more.

For example. the recruiter can view statistics on vacancies, as well as see from which search channel the candidate came.

The Recruiting Funnel contains information about the number of candidates at each stage of recruitment. Thanks to this, a recruiter or HR can analyze how many specialists reach this or that stage and draw conclusions.

All candidates are displayed on a convenient Kanban board. After entering the system, the candidate receives the status "New", and the recruiter can change his status, in accordance with the recruiting process flow.

Using a Kanban board, a recruiter can guide a candidate through all stages of the funnel from applying to a job to hiring.

The implemented recruiting analytics module and data-driven approach will help the HR department in making decisions. In particular, thanks to this it is possible to determine:

• skills gap — a gap in those skills that are critical for a particular company;
• analysis of the need for specific functions, roles, specialists — whether a specific company needs a specific vacancy;
• Efficiency of personnel search in various channels: where did you find the best ones, how to find even more of the same professionals;
• analysis of supply and demand in the market by category of candidates.

An important point that has become almost a separate trend: all this data collection requires serious legal protection of personal data. HURMA system guarantees a solution to this issue as well.

By the way, the abbreviation CRM has another meaning — Candidate Relationship Management (CRM). This is a whole system of building relationships with current and future candidates. It may include getting to know the company's policies and values, keeping employees connected and engaged.

All-in-one by HURMA system will help with solving these problems, which means that the probability that a new professional in your team will grow many times over for a long time.

Сообщение 7 Key Steps in the Recruitment Process появились сначала на HURMA.

After the COVID-19 pandemic, all the tasks of HR departments, including recruiting, have reached a completely new level. It is no longer possible to use the old methods of recruiting employees. But the pandemic was only one of the reasons for that.

According to Finance Online’s “2021/2022 Data Analysis & Market Share” report, improving the quality of hiring (52 percent), increasing retention rates (24 percent), reducing hiring time (23 percent), developing the talent pool (22 percent) and hiring diversity (22 percent) are among the top five recruiting initiatives.

Today we will talk about the hiring sources that can provide a high level of these indicators.

Most Popular Sources of Hiring
Features of internal recruitment
Types of internal recruitment
Boosting internal recruitment
External sources of recruitment
What is the best source of recruitment
How to make the recruitment process more efficient
Conclusions

Most popular hiring sources

In the study Finance Online it is said that eighty percent of the top recruiting firms have offices in different countries. The trend towards expanding horizons, both geographical and psychological, is one of the most important this year.

As you know, all sources of recruitment can be divided into two main groups — external and internal. Using external means looking for future employees outside the company. The internal recruitment is about finding suitable candidates among its current composition.

Features of internal recruitment sources

The benefits of internal recruitment sources are clear:

• it is no need to spend material resources and time on posting vacancies and searching for new employees;
• there is also no need to study the resume of a potential employee — after all, you know everything about his previous place of work;
• staff motivation is growing rapidly — everyone has the opportunity to make a qualitative leap up their own career ladder;
• the company does not allow brain drain to potential competitors, rationally using the capabilities of each employee.

About saving time is worth mentioning separately. The average time to hire on Internet platforms in 2021-2022, according to Finance Online, is 41 days. According to the same analytical report, 31% of employees work in the company for less than six months, so choosing among your own employees is quite reasonable.

However, this type of recruitment also has a number of disadvantages. First of all, the company may lack "fresh blood" — qualified personnel with a new vision for the tasks. It is also quite difficult to predict how employee loyalty will change after a personnel reshuffle within the company. Friendship between yesterday's colleagues can develop into rivalry between applicants for a promising vacancy. This partly explains the popularity of external method of recruitment.

Yes, and saving does not always work. Sometimes, in order to grow the right specialist from “your people”, you will have to spend twice as many resources as hiring with external recruitment. The quantity of internal recruitment is usually limited — not all vacancies, especially new departments, go out to close in this way.

It’s a paradox, but it’s most profitable for internal hiring to use trainee and junior qualifications. In any case, it is necessary to invest in their growth, and it is most profitable to do this for the position from which both the company and the specialist himself benefit.

Types of internal recruitment

There are the following types of internal recruitment:

• rotation (transfer of an employee from one position to another without changing the place of work as a whole, usually the trigger for this type of hiring is a management decision);
• internal competition (when announcing which everyone can propose their candidacy or participate in the referral program and recommend a friend);
• combining (relevant for those who do an excellent job with their duties and want more).

It is important to note that during the rotation, the set of responsibilities can change both up and down. Such recruitment strategies are universal if you need to stir up a “bored” employee.

When conducting an internal competition, it is necessary to inform each employee about it, describing the new vacancy as accurately as possible. It is important not to create restrictions in the submission of applications, thereby maintaining the motivation of staff at a high level.

For temporary projects combining is great method of hiring. Please note that it should be used only with a salary increase. Carefully monitor the emotional state of the employee, and do not allow him to emotionally burn out.

Boosting internal recruitment

In order to take advantage of the opportunities offered by the internal recruitment, it is important to prepare for it in advance. Even in the near future, the issue of hiring is not acute, you can gradually follow these steps:

1. Create a database of employees.

Include in it all those who currently work or have ever worked in the company, indicating as exhaustively as possible their education, experience, professional skills, and even those that go beyond the current position. Be sure to include data about employee motivation and ambitions in the employee database. Of course, it is more convenient to do this in the form of an individual plan. 

Do not forget about former employees — those who have ever had to say goodbye due to crises and other factors not related to their qualifications and motivation. Sometimes they can become new A-players in your team.

2. Form a database of candidates who did not pass the selection process.

Always collect the data of those who at least once showed interest in your company, but for some reason were not hired. Such a database can be designed in the form of a resume file, of course, in compliance with the legislation on the protection of personal data.

3. Create information channels through which employees will be able to find out information about the possibility of changing positions.

Of course, you can spend time and send “letters of happiness” to employees about the fact that several vacancies are open in the company. But it makes more sense to automate this process using an HRM system.

4. Create the referral programs for internal recruitment.

To interest employees in the emergence of new colleagues, a referral (recommendation) program should be formed.

Why do referral programs work?

Candidates who join your company in this way will be loyal not only to it, but also, first of all, to the acquaintances who recommended them. The motivation of such employees is usually much higher.

External recruitment sources

There are 7 main external sources of recruitment:

• job sites (the most popular way to find suitable candidates today);
• social networks (primarily LinkedIn, Behance and other professional social networks);
• off-line and online professional events (conferences, master classes, workshops etc.);
• vacancies page on the company's website;
• page with resumes of graduates on the universities and EdTech companies websites;
• job fairs;
• recruiting agencies (professional companies that specialize in recruiting).

The main advantage of job portals is the variety of candidates offered. A paradox, but this is also their main drawback. In order to choose the most suitable one, you will have to spend a lot of time. But such example of internal recruitment can be expensive.

The use of social networks is becoming more and more popular every year to search for candidates. Regardless of the fact that this method also requires time and patience, it has one significant advantage — the ability to create a base of so-called "passive" candidates. At the moment, such specialists are not looking for a job, but potentially do not mind changing it in the foreseeable future.

Participation in professional events will help not only to make useful contacts, but also to reach potential candidates. There are also disadvantages of such recruiting — without a resume it can be difficult to determine the real experience and qualifications of an external applicant. 

Posting jobs on the company's website is called direct search. This is a simple and shareware way of hiring. It is important to consider that not all candidates look for work by monitoring potential employers. Therefore, there is a high chance of missing out on a suitable employee. So direct search is effective only in combination with other recruiting methods.

Often educational institutions independently collect a database of promising graduates and share its fragments in the public domain. With the growth of the EdTech industry, the number of portals has also grown, where you can systematically monitor potential candidates.

A job fair, like an employment service, is perfect for hiring lower and middle-level specialists. The database of the employment service will perfectly allow you to weed out unsuitable applicants.

Traditionally, recruiting agencies are considered one of the most expensive sources of finding candidates. But it is with its help that you can find highly qualified specialists in a short time.

What is the best source of recruitment

The best source of recruitment is definitely not uniquely singled out. It is often important not so much what method of recruitment is used, but how well all its stages are passed.

Regardless of the used techniques of recruitment, it is important to follow a number of principles, including:

• competent and honest construction of the employer brand. Sincerely tell the candidate what is important to you and then the likelihood of effective recruiting will increase significantly;
• commitment to a data-driven approach. It is the reliance on the analytical aspects of recruiting that guarantees staff loyalty;
• correct job description. Studies show that different descriptions of the same job attract completely different candidates. Be sure to look deeper into this issue.

Remember that not only the company is looking for the right candidate. Applicants are also looking for a team with which to build relationships. Therefore, the recruiting process is always two-way and the role of the employer brand should never be underestimated.

Separately, it is worth highlighting impartiality. It is very difficult to be objective, especially when closing promising vacancies. In order not to miss a single important detail, and at the same time not to drown in the recruitment routine, it is worth automating the recruiting process. At the same time, it is important to use technology to increase efficiency, and not for the sake of the fact of application.

A correct assessment of the candidate will help to make the final decision about hiring an employee.

But even if you did everything right, there is still a chance of a bad hiring. A study by the American company IQ found that only 19% of new hires are considered fully successful, and 48% will be considered unsuccessful after the first 18 months of work. There is only one correct way out of the situation when the hiring was unsuccessful — it is necessary to analyze the situation and draw the appropriate conclusions. This is where recruiting analytics comes in handy.

How to make your hiring process more efficient

Speed ​​is the essential weapon of productivity today. Spending too much time manually managing vacancies is pointless when there is an alternative tool. At the same time, all recruitment options should be simple, accessible and transparent.

Remember that the criterion for good recruiting software is essentially the same — it should do most of the work for the recruiter. In particular, sort the best candidates, send emails to candidates who did not fit.

HURMA system has all these functions. Information about all candidates will be stored within a single database, and convenient filters and a quick search will help you select the most suitable specialists in a couple of clicks.

With the help of the AI ​​Fox plugin, you can easily expand it by adding candidates from job portals and social networks in just a couple of clicks. And the resume parser built into the system and the plugin will automatically transfer all the information about the candidate to his card.

All communication with each of the candidates will be securely stored in the system. Without leaving it, you can conduct email correspondence with applicants or set up automatic follow-up letters. After all, working with a huge number of unsuitable candidates creates a dilemma for employers. Sending out responses and rejection letters takes time and effort. It is also impossible to neglect the feedback, because it can harm the candidate's experience. It is the setting of automatic emails that is the best way to solve this problem. And the entire recruiting process will be conveniently displayed on the built-in Kanban board for all used recruitment approaches.

70% of companies in the Engage Rocket survey cited HR analytics as a top priority. Only if it is used and automated will hiring decisions be effective. Free recruiting analytics is available in HURMA, including information about the productivity of each of the recruiters, the reasons for refusals, and more than 10 different hiring reports.

An ideal automated recruiting system will even help you say goodbye to an employee who didn’t work out. It is important that the departing specialist has the most positive opinion about the company. With HURMA, you can quickly schedule Exit interviews and other surveys, track employee turnover, and predict employee layoffs.

Conclusions

Only the right combination of several ways to recruit employees and the appropriate use of each of them can lead you to success. Choose one primary type of recruitment, such as job portals, and spend up to 80% of your search time interacting with it. Distribute the rest of the time, for example, between professional social networks and internal search for candidates.

Do not forget that strategic recruiting is always a long game. Forming a full base of employees always takes time and effort, which in a couple of years will pay off in full.

For hiring, always choose the software for work that meets the maximum number of your requirements, which is comfortable and easy to deal with. Then the recruiting process will be simple, economical and efficient.

Сообщение Sources of Recruitment: Types, Efficiency and Current Trends 2022 появились сначала на HURMA.

HURMA includes corporate information about the business, its mission, and goals. It allows you to quickly: 

• find colleagues' contacts, 
• request an absence from work,
• study the organizational structure,
• evaluate the contribution of each department to OKR,
• and see a company calendar with all its events.

We have prepared an updated HURMA guide for your employees who are just getting acquainted with the system.

Table of contents

Beginning
How to change the language
Dashboard
Timeline
Recruiting
Company
OKR 
Org Chat
Employee profile
Calendar
My profile
Telegram and Slack chatbots
HURMA System saves your time

Beginning

As soon as you log in, you will see the «How are you?» question. You can choose one of the emojis according to your mood. The range of emotions varies from Awful to Awesome. In addition, you can write a comment about what caused your choice. For example, describe a problem you faced or thank one of your colleagues.

Managers and HR will be able to see your score and comment. It helps them to monitor the mood of the team. And solve problems as soon as they happen. And if you thank somebody, colleagues will be glad that their efforts are appreciated.

How to change the language

First of all, click on your profile picture in the top right corner of the page. Select the first row with a gear icon. On the opened page, click on the last tab, and in the drop-down list choose English.

Click the blue-colored button, and the language will be changed.

Dashboard

It is the first page you see in the system. At the top, there is information about vacation and other types of absence from work.

On the left, there is the vacation data. You will see the actual number of available days. If you hover the mouse over this icon, you will see the details of its accrual. Vacation settings can have three types of accrual:

• manual management;
• limit of days;
• auto-calculation.

The information in the pop-up window will depend on what settings your company uses.

Similarly, information is displayed in the Remote, At your own expense, Sick leave, and Documented sick leave tabs.

If your company uses Time Tracking, you will see this widget next. In it, you can start the countdown by clicking on the Play button. The running time can be paused, for example, if you go out for lunch. If you press the Stop button, you will end the working session. You can also enter the time manually, leaving a comment with explanations.

In the Main Information section below, you can read the company's policy in detail by clicking the More button. It is very convenient when rules, values, goals are collected in one place, so you do not need to look for them in some separate documents.

On the right, there is the Events section. There you can see the company's upcoming events.

Below you can see the nearest birthdays of your colleagues and the contacts of company management.

Timeline

The next tab in the system is Timeline. Here you can see the schedule of your colleagues.

If someone from the team is not in the office, it is easy to find out with the help of the schedule whether he is working remotely, has gone on vacation, or is ill. You can also track such events in the timeline and find out about them quickly, without waiting for a response from the HR manager.

On the left, you can search for employees by their last names. And on the right, you can sort them alphabetically or by type of absence.

The timeline will help you to plan a vacation. You can check whether your vacation doesn't coincide with the absence of a specialist of the same profile.

Recruiting

The «Available to me» tab displays the vacancies in which you participate in the selection process. Depending on your access rights, you will see a recruitment funnel, candidate profiles, and recruiters' comments.

In the «Social Recruiting» tab, vacancies available in the company are placed so that you can offer them to your friends and acquaintances.

You can go to the vacancy card, see more details and copy your unique link — recruiters will see the candidates who followed it. And if such a candidate starts working in a company, you will receive a reward.

Company

The Employees tab contains a database of all people working in the company, their photos, positions, phone numbers, and emails. You can find the right person and contact them.

Org chat

The subsection contains the structure of the company. You can see teams and employees who work in them, managers and HR. Access to this information facilitates the adaptation of beginners.

OKR

OKR (Objectives and Key Results) is a methodology to synchronize teams and individual goals. In this subsection, you can track your team's, other departments', and the entire company's goals and key results.

Employee profile

Calendar 

Here each employee can see events that concern him personally. In particular, appointments, meetings, interviews, company events, professional holidays, birthdays of colleagues, etc.

The HURMA calendar can be linked to your Google calendar so that you'll see all the events from the system.

You can create a request directly from the calendar. Click on the day from when, for example, you want to take a vacation. Select the desired type of absence in the pop-up, and your managers will receive a notification.

When they approve it, you will also receive a notification in the system and by email. Use an AI Partner chatbot to get notifications in Telegram and Slack.

Profile

In the Profile subsection, each employee sees information about himself, his tasks, requests, schedule, time worked, etc. In addition, you can request feedback or arrange a 1:1 meeting.

By sending a Feedback request, write a comment on what type of feedback you need or what questions you want to ask so that a colleague can prepare for the meeting and give you complete information.

If you want to talk 1:1 with one of your colleagues, write a request and choose the person who will receive it. We suggest you indicate the topic for discussion in the comment box.

In addition, you can leave additional information about yourself in your profile. For example, write about your hobby so that HR specialists would plan corporate parties and team building better.

The Reviews tab is related to the revision of goals and the survey of employees. All the surveys you receive from HR will be shown there. After you fill it out and save it, the survey will be sent to the HR manager.

In the «My tasks» tab, there are tasks assigned to you by HR, for example, if you need to conduct a technical interview, etc. After meeting with the candidate, you can leave your feedback in the same section.

In the Requests tab, you can create an absence request. There you can see at what stage of consideration your request is at the moment.

In the Reports tab, you will see statistics on the type and number of days of your absence from work.

Under your photo, this information is presented more clearly.

Telegram and Slack chatbots

Each HURMA user can link their profile to the AI Partner chatbots in Telegram and Slack. To do this, click on your avatar in the upper right corner of the system, and choose the convenient messenger logo.

The system will redirect you to the chatbot. The following features will be available to you:

• Requests. Request absence directly from the messenger or check the status for current requests. A report on the remaining days and the history of your requests is also available here;
• My tasks. View the current tasks that you are connected to in the system;
• Company. Keep up to date with current events, information about the company, and the upcoming birthdays;
• Tree. Study the organizational structure of the company directly in the messenger;
• My profile. The name of your position and up-to-date information on the remaining absences are displayed here.
• Vacancies. See the list of current open vacancies in your company and study their description. You can copy your unique referral link and send it to your friends.
• Absent today. Find out which of your colleagues are not in the workplace today.
• Notifications. Get a list of all the current notifications from the system.

HURMA System saves your time

In HURMA you will easily find answers to questions: "How many vacation days do I have left?", "What should I do if I get sick?", "Who is my team leader?", "What are the goals of the company?". It will help you to save time on searching for the necessary information, and for beginners – to adapt to teamwork faster.

Сообщение HURMA System Guide: a manual for employees появились сначала на HURMA.

Therefore, we propose to discuss the security features of Hurma - the first Ukrainian HRIS-system for HR and recruiters, which provides all the necessary basic functionality for HR specialists. Today you’ll learn how we protect customer information in Hurma System.

External protection

Let’s take a closer look at how Hurma deals with data security requirements from a technical standpoint.

Data architecture

There are two main approaches to data architecture design in SaaS applications:

• Multitenancy
• Single Tenant

The first approach involves “multiple tenants,” where a single instance of an application running on a server serves many client organizations. It allows you to significantly save costs by storing all user data on one server in a single database. In other words, the companies that organize the data architecture using the multi-tenancy approach save on the most important thing — customer data safety. After all, it is enough to hack one server and the data of all clients is compromised. In addition to the low level of security, this approach negatively affects the performance of your recruiting or HRM system.

IT Svit company, the developer of Hurma System, has been successfully working for 15 years in the foreign IT markets with the USA, Japan, Germany, Israel, developing the application architecture and infrastructure for customers from these countries.

Taking into account our experience working with international corporations and data security standards like GDPR, we deliberately chose a more complex and expensive approach - Single Tenant SaaS infrastructure.

A secure private environment, a personal cloud server is created for each client. Data is stored in isolation from all other clients, which means its reliable protection. The system performance and workloads of different client infrastructures are not interconnected and do not affect each other. This way, data storage does not imply a single point of failure, which can disable the entire system or make data inaccessible.

In addition, it is worth noting the fact that customer data is stored only in encrypted form using RSA encryption. Thus said, we are proud to make sure Hurma System has client’s best interests in mind, making the client’s confidential information security the top priority of our operations.

Data hashing

Hurma System uses RSA data encryption, which is one of the world’s most trusted approaches to data storage security. All active sessions require authentication and are also protected from inception and other types of cyber-attacks. All customer data is stored in encrypted form in private cloud subnet located in France and Germany.

Thus said, none legal initiatives or political intrigues can affect the security and performance of your business. Such measures help IT Svit protect our customers’ data from attempts of illegal confiscation or persecution, which are quite frequent in the business world of post-USSR countries.

Support 

If our customers have questions regarding any aspects of using Hurma System features, they can get assistance from Support Hurma System. Highly-qualified technical support specialists will answer any customer’s question regarding Hurma System in under 10 minutes, and will help solve any challenge with our platform, doing it step-by-step over the phone or in online chat.

We also regularly collect customer’s feedback on desired system adjustments and add new system features based on customer’s requests and in accordance with our long-term product development strategy.

Uptime

Uptime is the guaranteed uninterrupted time of availability of any computing system or its component. Downtime — a period when the service is temporarily unavailable, mostly for technical reasons.

An ideal scenario is 100% uptime with no downtime, but this is nearly impossible to implement in real life. Some force-majeure situations or scheduled server maintenance can lead to service downtime on the hosting side. Thus said, 98% uptime and 2% downtime is the realistic best-case scenario for a SaaS. Hurma System uptime for a year after release is 99%, which means our platform is almost always available and operational.

Internal data protection

Hurma splits access rights by roles (RBAC)

Hurma was built with utmost attention to customer’s convenience and ease of use. Thus said, every customer can appoint different system roles to different employees. An administrator, for example, has full access rights and sees all system sections, can create, manage and delete users, moderate all data, etc., while users have much less control over the processes and can manage only the features relevant for them (issuing requests for 1:1 meetings, taking part in various polls, requesting sick leaves, days off, vacations, etc.)

What roles are available in Hurma?

1. Administrator
2. HR
3. Recruiter
4. Employee
5. Company-wide manager
6. Team manager (has rights inside a team)

They can have the following types of rights:

• full access
• full access to own events
• view only
• view only without HR sections

The data can be displayed or not in several ways:

• not display
• display recruiting-related events only
• display user-related events only

In “Employees” section you can appoint a role and access rights to every new system profile:

Access right for “Employee” profiles

Hurma is a system for all company employees, but common users have access only to the information relevant to their tasks and responsibilities. They see the following menu sections:

• Dashboard
• Calendar
• Tree
• OKR
• Vacancies (only viewing the open vacancies)
• Profile

HR managers, however, have a moderator’s access to many more menu sections:

• Vacancies
• Candidates
• Employees
• Vacations and requests
• Events
• Templates
• Statistics
• Settings

“Settings” is where you configure the data display settings for every company employe:

Besides, all employees are grouped as the members of their respective teams in the “Company Tree”. HR manager or Administrator can configure the visibility of each group or individual group members. Public groups are visible to everyone and their members can see other public groups. Private groups are visible only to selected employees, and their members can view any group they have been given access to. This is very convenient for ensuring corporate data security, control over mentorship processes, corporate training and many other tasks.

Security is the main concern of all customers while selecting an HRM-system

Hurma System meets and exceeds security requirements in full. You no longer need to worry about correct configuration of “Access Settings” in your Google spreadsheet, or worry about data leakage when working with custom HRM systems. Partnership with Hurma System ensures the security of your information.
We would be glad to provide any additional information, submit your applications to https://hurma.work/ and we will be in touch shortly!

Сообщение Your data is secure: How Hurma System protects the personal details of our customers появились сначала на HURMA.

Duties of the HR Director

The Human Resources Director manages the tasks in the field of human resources management, which ensures a team-oriented atmosphere. Special attention should be paid to employee empowerment, quality of work, productivity, achievement of goals, training human resources and continuous employees’ development.

So, let's see what the HR Director does.

Organization of employment processes

The HR Director manages the recruitment, so he’s doing the following:

• Determines what competencies the applicant must have to obtain the position.
• Manages the interview stages necessary for hiring highly-qualified employees.
• Interviews candidates at managerial and executive levels.
• Supervises all recruitment meetings.

The development of the Human Resources department

Within the framework of responsibilities of HR department management, HR-director performs the following tasks:

• Improves employee productivity.
• Calculates and controls the budget for HR department development.
• Selects and trains HR managers.
• Studies all innovations in the field of personnel selection and implements them if necessary.
• Manages the organization of the goals and objectives of the department.
• Creates programs allowing to optimize the department's work.
• Participates in meetings of executives, management, employees of the company, as well as in other meetings and seminars.

Training and motivation of employees

HR Director creates training programs, and delegates responsibilities within these programs:

• Provides necessary educational and training materials for managers and employees, including seminars, manuals, standardized reports.
• Manages the implementation of the employee efficiency calculation system.
• Creates internal training that takes into account the needs of the company. For example, training of new specialists, professional improvement.
• Assists managers in selecting and contracting external training programs.
•  Helps develop a corporate training budget.

Team relationships formation

The HR Director formulates the company policy regarding relations with employees:

• Defines and recommends the methods of building positive relationships with colleagues.
• Conducts investigations in case of complaints.
• Reviews, directs, and approves managerial recommendations for employee dismissal.
• Gives feedback. For example, a team meeting, suggestion review, satisfaction surveys, newsletters, focus groups of employees, one-on-one meetings.

Development of personnel marketing

• HRD is engaged in the processes of organizational planning. For example, he or she assesses the structure of the company, future projects, predicts the need for staff throughout the enterprise.
• Develops the corporate culture of the company to achieve the company's goals and promotes motivation.
• Creates positive reputation among applicants to attract talented personnel.

The number of duties and areas of responsibility of the HR Director determines the requirements of the job description.

Requirements for HR Director

HRD has to be highly-qualified and able to multitask. Let's find out what knowledge and skills are necessary for efficient work.

Work experience

A Human Resources manager shouldn’t necessarily deeply understand the company's product specifics. For example, if the company produces dairy products, HR Director shouldn’t distinguish all the types of products. His task is to find a person who understands this.

Of course, the perfect HRD at least used to work in a related field. But the number of personnel, departments and branches is more important.

Education

A good HR director is a person who knows how to optimize internal processes in the company. He or she can have both humanitarian and technical education. An applicant who has studied in a close specialty has advantages, but his personal and organizational qualities might be a decisive factor.

Professional qualities

Professional qualities depend on experience and education. But many of them are a symbiosis of personal and acquired characteristics.

What kind of professional qualities are needed:

• Competent speech and writing;
• Leadership skills;
• Ability to explain;
• Ability to train;
• Ability to work in a team;
• Process large amounts of information quickly;
• Make decisions and take responsibility for them.

Personal qualities

Personal qualities are most important for a manager, especially for those who work with human resources. Communication skills and understanding of psychology are very important. HRD cannot become a professional in this field without these skills.

What personal qualities an HR Director needs? The list is below:

• Flexibility, ability to get out of difficult situations;
• High level of self-organization;
• Stress resistance;
• Delicacy;
• Politeness.

The goal of the HR Director

The human resources management system is a set of interrelated elements that work because of correct usage of human resources technologies. The system covers many processes in which employees participate.

The goal of the HR director is to make the system as efficient as possible and correspond the strategic goals of the company.

However, it is necessary to pay attention to the pitfalls that prevent achieving the intended goal:

1. Copying

Each specialist builds his or her work in a way that is familiar to him or her. For example, as he or she did at the previous place of work, or according to information from outside. Only by understanding the peculiarities of corporate culture and other organizational issues of a particular business can we create a system that will work and meet the common goals.

1. Speed

A good HR manager understands which elements can be implemented fast and which are needed to be introduced gradually. HRD shouldn’t hurry introducing new systems or practices. The pace of implementation of some innovations is the most important aspect of work. It is necessary to conduct holistic research, to understand how business works now and build a strategy based on this research.

HRD’s Day

HRD’s day will be organized differently depending on the company where he or she works. For example, in one organization, the working day for all employees starts at 9:00 a.m., which means that the managers will have a meeting around 9:30 a.m. In another organization, employees come to work between 9:00 a.m. and 11:00 a.m. and they have a meeting time at 12:00 a.m.

Let's look at a small example of the day of the average HR director, who comes to work at 9:15 a.m.

The number of HR manager’s tasks for one day depends on his or her efficiency and ability to plan his or her time. Someone can finish their plan by lunchtime, and someone will need to move some issues to the next day.

The human factor is very important too, the new cases might appear during the day and some less significant ones can be delegated.

How to become an HR Director

The learning is not enough to become a leader. You need to work on your skills and, of course, set the right goals. Let's talk about these moments.

Where to learn

The specialty of the head of the human resources department is demanded and prestigious. Where do they study to become such specialists? There are many ways of development for an HR manager:

• Higher education

Many universities have specialties that can be used to start a career as an HR department director. Academic education provides a good basis, but in practice, it is not always applicable. This direction is not sufficiently developed yet, so the information is often disconnected from reality.

• Courses

In every big city, there is a big number of courses that will help you master the necessary background. They give deeper knowledge, and many participants can find a job at the starting position after these courses. Such training gives a comprehensive vision of the roles and principles of HR work.

• Trainings, seminars, conferences

This format is suitable for those who already know the basics. It is mainly used to deepen knowledge, broaden outlook, and explore new trends. Speakers share their "cases"and findings that are easy to test in practice.

• Online education

Online courses can provide a good basis, especially for specialists from small towns, where full-fledged face-to-face training programs are absent. Also, it takes less time because you don’t need to waste time on commuting.

How to grow up

Building a career in HR isn’t more difficult than in other areas. According to American research data, it takes up to 20 years to get from a simple HR to a manager. In today's fast-growing companies, it is possible to take up a managerial position faster because this segment is not sufficiently developed yet.

So, how to get to the top, if you now have a position of a simple HR-manager:

• Don't forget about finances

Even if financial issues are not part of your current responsibilities, do not neglect this topic. All senior management positions are related to budgeting. If you want to grow, you should pay special attention to the development of financial thinking.

• Be an expert

People should understand that you are really an expert in your field from your behavior, your way of communicating, your arguments. People need to feel that you know what you're talking about.

• Improve yourself

The top of the career cannot be achieved without personal and professional growth. Of course, it is not easy to fulfill your duties and find strength for additional education, but doubts fall away when you know why you do it.

• Go beyond

Go outside the office, office, business sphere. You wouldn’t get an idea of the market situation, trends, or new programs by communicating only with colleagues. Networking is an important part of the top managers’ work, so don’t lose sight of the state of the company’s business and the prospects of the market segment.

The importance of HRD for the company

The HR Director motivates employees, works to increase engagement and creates a positive internal culture. He/she increases the value of the business in the market because a good leader understands that the main asset of a successful company is a team.

Assessing the strengths and weaknesses of the organization, forecasting opportunities and threats are the parts of strategic planning. This is also a very important aspect of work, allowing the company to develop together with the market.

HRD is a top manager and not only. The work of the HR department depends on him and also the whole company’s work in many aspects. This place should be occupied only by a highly-organized person who is able to be responsible for dozens of processes at once.

Do you agree?

Сообщение HR Director duties появились сначала на HURMA.

How many hours per month do you spend on calculating vacations for company employees? What about sick leaves, time off and overtime? What about the maintenance of various statistics, not directly related to the business goals of the company, but important for employees (birthdays and anniversaries of employees, birthdays of their children, etc.)? What about parsing a CV and implementation of document orders and their approval?

Even if a company consists of 50 people, maintaining documentation takes a significant part of the working time. You can’t refuse this work but you never want to spend time on it. You might discuss with employees their professional growth, set development goals, conduct performance reviews or 1: 1 meetings, actively participate in onboarding and adaptation for newbies, develop plans for mentoring and corporate training, or even just prepare for corporate parties!

We know about these problems firsthand. When IT Svit grew to 50 people, our HR department was full of documentation. It was difficult to allocate time for each interview or 1:1 meeting. We tried to digitalize HR using Human Resource Management systems like BambooHR, Clever, Workday, Workable, People HR, Zoho People and others.

Unfortunately, most of these systems are very expensive or haven’t the necessary functionality, or aren’t localized. Therefore, we decided to create an internal tool for automating HR routine tasks. When our CEO Vladimir Fedak briefly spoke about this at an HR conference our contacts were snapped up and we had more than 50 requests for the purchase of our system in a few days. So the Hurma system received a ticket to life and was released in September 2018.

Hurma system – usability and time saving

In February 2019, we had more than 100 active customers and more than 500 applications. We actively improve the system and add new functionality every month. Nowadays the Hurma system provides the following capabilities:

• filling and maintaining personal profiles of employees
• notifications about different events – from holidays to business meetings
• company “tree” includes the composition of each team and  employees’ contacts
• automation of absence management 
• automation of onboarding and adaptation of new staff
• automation of mentoring and corporate training
• automation of 1: 1 meetings, Welcome interviews, Probation interviews, etc.
• OKR automation - creation and management of a hierarchy of goals and key results, from the goals of the entire company to the goals of a particular employee;
• Performance Review automation;
• statistics on employees' children;
• synchronization with the Google calendar and holiday transfer management;
• convenient work with vacancies – creation, launch on many job-portals
• and much, much more!

We hope you will enjoy the Hurma system and it becomes a reliable tool for your HR department!

Сообщение How does the Hurma system help save time for the HR manager? появились сначала на HURMA.