Guest Blog: 7 Effective ways to simplify your daily HR tasks

Written by Charlotte - 05 Feb 2018 Category: HR news

We are pleased to announce that we have a guest writer on the CiviHR blog this week. Today, we hear from Vishal Amberkar on seven key ways to simplify daily HR tasks.

We are pleased to announce that we have a guest writer on the CiviHR blog this week. Today, we hear from Vishal Amberkar on seven key ways to simplify daily HR tasks.

The Human Resources department is one of the busiest for any organisation. As an HR practitioner, the work that you do even on a regular basis may turn out to be a complete nightmare if not appropriately organised. 

The HR team needs to find a way of simplifying tedious routine tasks. Doing so will make your life easier and also ensure consistent results when delegating key duties and responsibilities.

Here are some tactics on how you can go about simplifying your daily HR tasks:

Come up with rules to shorten processes

There is nothing as tedious as having to go through ten steps to complete the simplest tasks, like approving a cheque. Consider shortening the steps involved in getting these simple tasks done. This could be through minimising the number of reviews done on work before approval, the signatories involved in some processes or reducing unnecessary meetings and communication.

Create a daily to-do list

This requires you to write down a schedule of what you need to do and at what time. No matter how petty the tasks may look, creating a list helps to ensure that you are working to plan and keeps your focus on the right things. It will save you the annoyance of jumping around trying to juggle different tasks, wasting precious time. To-do lists stop you from forgetting to handle any of your planned tasks, streamlining your workflow and thereby increasing efficiency.

Embrace delegation

Being an HR leader requires you to share tasks with your juniors. The act of delegation means that you will have time to check and monitor the progress of tasks being worked on by different employees. Delegation helps in training and developing employees in the growth of their career. Trying to do too much yourself is not only demoralising, but it also means that you are more likely end up delivering poor results due to being overstretched.

Use Real-time analytics

Most online HR tools help in enhancing the practitioner's ability to access and analyse various reports in real time. This, in turn, leads to a significant reduction in the time and effort spent to first create and then analyse these reports. Most automated reports will help you identify various organisational trends such as leave taken, the latest recruitment trends, and new development opportunities. 

Try payroll management outsourcing

Since payroll management can be a daunting task, contracting a firm to do it for you can make a huge difference to your time and stress levels. Outsourcing is preferable in that it enables your employees to focus on other tasks, saves you the hassle of depositing salaries into employee accounts and most importantly it minimises the risk of exposing private payroll information to the wrong people. The quality of work that is done by outsourced firms should always be of consistently high quality, so that's one less thing to worry about.

Conduct Online Skill Assessments

With online skill assessments, you can save considerably on time spent evaluating candidates for job-relevant skills. Skills assessments powered by artificial intelligence is a methodical scientific approach that ensures that only the right candidates are screened and filtered to the next stage, meaning you get to interview only the best of the bunch. Online assessments can help you to evaluate talent at various stages of the employee lifecycle, from hiring fresh talent to identifying training gaps & streamlining training initiatives. Even if you only use the technology as a performance measurement for appraisals, assessments can be beneficial.

Adopt a software for HR management

This involves putting all the essential HR functions under the management of one software. Doing so will go a long way in ensuring that unnecessary contact with employees will be minimized. It is also an efficient way of speeding up various HR processes and reducing the admin load. This kind of automation is also a handy tool for passing information to employees and vice versa. Using HR software will save you the hassle that can accompany manual processes. Eliminating paperwork processes will mean that you have time to focus on more important issues like employee training and engagement.

As an HR manager, work will be more enjoyable once you master how to simplify your daily tasks. The key to running an efficient HR office revolves around embracing technology and effective planning. Once you have these aspects covered, life as an HR practitioner will be perfect.

Author’s bio:

Vishal has over 12 years’ experience working across industries, planning and implementing business growth strategies in the digital space. Equipped with a Master’s Degree in Business Administration from the Department of Management Studies (Pune University), his present association with AssessHub is about contributing to thoughts and sharing key insights on improving the Human Resources function and sharing ideas about the same which he shares through the AssessHub Blog.

Breakfast Briefing: GDPR considerations for HR data

Written by Charlotte - 14 Nov 2017 Category: HR news

Last Wednesday morning, we hosted our first Breakfast Briefing event.

Last Wednesday morning, we hosted our first Breakfast Briefing event. We wanted to do a walk-through of CiviHR so that attendees would have a clear overview of how the system works, with the opportunity to ask questions and fully understand what the system could do. We also thought it would be helpful to situate CiviHR within a broader HR context  to identify ways in which the system could support and improve different workflows. As GDPR is currently one of the biggest challenges for HR, we invited Emma Butler, formerly of the ICO and now data protection lead at Yoti, to talk about the new legislation, how it will impact HR data and what we must do to get ready. Using a secure system like CiviHR allows you to keep track of all your HR data and regulate access; important factors in helping your organisation to prepare and ensure you remain compliant.

GDPR and HR Data

Emma shared the following tips to help your organisation prepare for GDPR before its implementation on the 25th May 2018:

  • Create a solid project plan and stick to it. It’s unlikely all organisations will be 100% compliant by May. But a plan which identifies the priority areas and potential risk shows that you have thought it through even if it takes you past May 2018.
  • Make data entry a key part of the plan. Understand what data you have. Deconstruct each workflow to identify what you do with the data and create an inventory to show what is it used for, how long is it used, who processes the data, etc.
  • Set up access controls. Data should be accessible at different levels, with certain information only available for a select group of employees. Limit access where possible.
  • Establish retention periods. Stick to the principle of only keeping things as long as is necessary. Use a system where you can flag items for review and keep track of all data.
  • Be Transparent. Get better at explaining to people what information you have and what you are doing with it. You need to communicate what you are collecting and why. Consider using a self-service portal to help with this - employees can log onto the portal, view and edit their information to ensure data is kept up to date.
  • Examine the lawful basis for processing. There must be a legitimate reason for processing data, and under GDPR it is often the case that consent on its own is not sufficient. Alternatively, you should consider requirements set out in other areas, such as employment law. For example, bank details and address information need to be collected to send to HMRC.

We want to say a big thank you to Emma and all those who attended the event. It was great to meet everyone and to see so much enthusiasm in the room. We’ve had excellent feedback about the briefing, and want to do more. We’re currently planning which topics to cover in the future - if you have a suggestion, then please let us know!

How better HR management can help you fix falling volunteer numbers

A community enjoying coffee with manbuns, a local delicacy.
Written by Frank - 08 Aug 2017 Category: HR news

The latest Community Life Survey, exploring levels of... Read more

The latest Community Life Survey, exploring levels of community cohesion and engagement in England,  published on 25 July by the Department of Media, Culture and Sport shows a mixed picture of volunteering in the country. Amid positive news about fundraising and community cohesion, the survey also showed a marked drop in numbers of people volunteering. While much of the drop is in Informal Volunteering (‘providing unpaid help as an individual to people who are not a relative’), Formal Volunteering (‘providing unpaid help through groups, clubs or organisations’ (p.3)) has flatlined, with young people in particular becoming less likely to get involved in this kind of volunteering:

Among 16-25 year olds, the proportion engaged in formal volunteering at least once a month fell from 29% in 2013-14 to 20% in 2016-17 while the proportion engaged in regular informal volunteering remained flat at 29% over this period (p.4)

The Survey doesn’t suggest reasons volunteering numbers may have fallen but it’s no secret that keeping volunteers engaged is a challenge. Between juggling donors, staff, trustees and all the other myriad aspects of non-profit management, it’s easy for volunteers to vanish without a trace.

But they shouldn’t! Even if you’re not a voluntary-focused organisation, volunteers aren’t just free helping hands. They can also provide essential services, whether they’re running a marathon or helping out with some filing. In addition to any direct work they do with you, they’re also often your best ambassadors and advocates in the wider community.

One of the motivations behind creating CiviHR was to help non-profits maintain an active and effective cohort of volunteers. That’s why User accounts for volunteers will remain free when the current pilot stage comes to an end, allowing you to work with an unlimited number of unpaid staff in CiviHR, without incurring any extra costs.

While price is important, our volunteer-friendly model goes beyond the financial. You can also track and manage the locations, hours and types of work your volunteers do, and the sources of the funding that makes their work possible. Additionally, it’s easy to see for anyone at your organisation to see who’s responsible for each volunteer. You can also generate reports on any data you enter regarding volunteers, including informative and visually-pleasing graphs and charts about any data you’ve collected.

This all reduces the administrative overhead of HR management, allowing you to focus on the things that actually matter: delivering for the communities and causes your organisation works for.


About CiviHR

CiviHR is a project to create affordable HR software for non-profit organisations. By developing open source technology the benefits can be shared with non-profits everywhere.


CiviHR is a project to create affordable HR software for non-profit organisations. By developing open source technology the benefits can be shared with non-profits everywhere.