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When Should a Business use a HR System that is cloud based?

Sooner rather than later, businesses expand or grow and need to improve their IT and Human Resource (HR) systems. However, as with anything it seems these days in the fast-moving world of technology, there’s a lot of hype about cloud-based HR systems. So here’s a quick overview of the what /why/when should a business use a HR system that is cloud based.

What is a HR system that is cloud based?

Human Resource software is basically IT software that encompasses the HR systems of a business, such as :-

  • expense receipts
  • documents (spreadsheets, correspondence and files etc.)
  • policies
  • holiday requests
  • calendars
  • payroll administration
  • sick leave/absence monitoring
  • training and personal development
  • certification
  • benefits
  • salaries
  • disciplinary matters

‘The cloud’ simply refers to an online system where the data is synchronised to remote/off-site servers, rather than a local server in a business.

An example of a HR software system that is based in the cloud is People Care Human Resources, which has been proven to be a very popular HR cloud solution.

Why use a cloud-based HR system?

The advantage of using a cloud-based HR software is access anywhere there is a a data collection, anytime. So for example, an employee that is travelling can access any data as quick and easily as somebody sat in the office could do.

The other distinct advantage with cloud-based HR systems is they are fully mobile compliant, so can be accessed across many different devices (e.g. laptop, smartphone, tablet etc.)

When should a business use a HR system that is cloud based?

Whilst the HR companies will no doubt say ‘as soon as possible’, the optimism time to transfer to a cloud-based HR system is when a company decides to digitise its HR processes.

This is because it’s far easier to implement a HR system in the cloud from the first instance, rather than to transfer a paper system to a desktop/server system on a local network and then to a cloud-based one (which is obviously twice the work).

In addition to saving time, implementing a HR software system that is cloud-based ‘from the off’ saves any errors, bugs or ‘teething problems’ as it’s going operational/live in the first instance.

Of course, companies may choose to implement one software and then upgrade, change or implement a completely different system at a later date – but this is typically where the problems start. Data cannot be synchronised, or even worse is lost or incompatible, and customisation is always the IT technician’s nightmare scenario.

Conclusion: The sooner a business starts using a HR system that is based in the cloud, the better

Let’s keep this simple.

  • A cloud based HR software system is better than a local/network one.
  • A paper based HR system will soon become unwieldy and you will need to move some, if not all, of your HR functions to an online system

Therefore, it is far more productive, efficient, safer, cheaper and simpler to implement a cloud-based HR software system as soon as possible, so what are you waiting for?

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