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Best of HR – Berufebilder.de®Ulrich Jänicke is the CEO of aconso AG and one of the company's founders. Aconso AG offers software solutions for optimizing HR processes in large companies. All texts by Ulrich Jänicke.

Payroll & payroll accounting on your smartphone: 5 tips for HR departments & companies

Mobile working is on the rise. HR-Departments have to keep pace and also make employee documents available virtually. 5 tips to consider when introducing a digital solution.

Best of HR – Berufebilder.de®

Mobile work is on the rise - even in bookkeeping

The fixed place in the office with PC and fixed telephone becomes more and more the end of the model. Instead, working with mobile devices such as a laptop or smartphone is possible from anywhere - in the airport lounge, the ICE or the domestic kitchen table. Through secure VPN connections, employees have access to company-internal servers and can easily retrieve the files they need.

Important employee documents, such as salary statements or payroll tax certificates, however, usually still reach employees by post. As a result, the paper is stacked in file cabinets in the private study. There is no doubt that this is no longer state-of-the-art, and in no way meets the rising demands of the modern employee. This would like to retrieve relevant information quickly, uncomplicatedly and, if possible, mobile.

New technologies as a challenge for companies

The good news: The technology for this is already available - with modern portal solutions for exchanging employee documents Company not only reduce workload and costs for the HR departments, but present yourself to employees and applicants as a future-oriented employer.

However, introducing new technology into the enterprise is always a challenge - especially when it comes to sensitive employee documents. And not only the HR departments, but also the employees have to be brought on board - otherwise it will be difficult to enforce the new technology.

5 tips for introducing mobile billing software

What is important is that the solutions are not only safe for data protection, but also user-friendly and long-term. 5 Tips for companies, what you should consider when introducing such systems:

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  1. Set on user-friendly systems and longevity: Zunächst gilt: Die erfolgreiche Einführung eines neuen Tools steht und fällt mit dessen Qualität. Daher sollte im ersten Schritt immer die Lösung und der Anbieter genau unter die Lupe genommen werden. Führen Sie sich vor Augen, dass Mitarbeiter außerhalb der Personalabteilung „Laien“ im Umgang mit HR-Dokumenten und -Prozessen sind. Umso wichtiger ist es, dass die gewählte Lösung zur elektronischen Übermittlung von Mitarbeiterdokumenten intuitiv bedienbar ist und Vorgänge so nachvollziehbar wie möglich abbilden kann. Zudem geht es bei der Speicherung von Mitarbeiterdokumenten auch um Sicherheit und Langfristigkeit. Die Dokumente sollten bestenfalls auf unbegrenzte Zeit verfügbar sein und durch modernste Sicherheitstechnologien geschützt werden. Setzen Sie daher wenn möglich nicht auf Nischenanbieter, sondern auf etablierte Dienstleister.
  2. Perform internal PR for new tool: Finally, if a provider is chosen, you should inform your employees as early and transparently as possible about the new solution. Only if the employees accept and use the virtual portal, are introductory and support costs worthwhile. Which channels are sensible, each company has to decide individually for itself. If there is already a well functioning and frequented intranet, this is certainly a suitable platform. But also an own info portal, flyer, a hotline or even a short film are proven possibilities.
  3. Get the people's confidants on board: In addition to sufficient information material, it is worthwhile to involve employees' trustworthiness, such as works councils, data protection officers or lawyers, from the outset. If it is possible to convince them of the new solution, this also creates a first trust base among the employees. It is conceivable, for example, to have the new solution pre-tested. Thus, any concerns about data protection and employee rights can be effectively eliminated.
  4. Emphasize benefits for employees: In addition, the advantages of the new portal solution for the employees should be explicitly disclosed both in the infomaterial and in cooperation with internal company trust persons. They do not require administrative work, because remuneration statements are conveniently stored, sorted automatically and are available from anywhere. The everyone's file from aconso is also optimized for use on the smartphone - employees are thus informed about newly available documents by a message on the blocking screen and can log in easily through the app. Particularly profitable: Employees can also submit documents to the HR department in the opposite direction. To do so, they simply need to upload a camera photo of the document, such as the sick report, via the smartphone app.
  5. In case of contradiction to curiosity and comfort put: Despite all the measures and preparations to convince the employees of the new solution, there must be room for contradiction. Employees should not feel that they can not raise objections. Often, however, curiosity and comfort prevail. Once skeptical employees have first tried the tool and experienced the advantages, they will not want to miss it in the ideal case any more.

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