Digital Transformation

Digital HR Transformation Connects Your Hybrid and Remote Workforce

Your digital HR transformation begins with digitization of paper documents and continues into document conversion, creation of a digital mailroom, and more.

Forecasts from Gartner show that by the end of 2023, 39% of global knowledge workers will work from home at least one day a week in a hybrid arrangement — up from 37% in 2022. Figures are even more pronounced in the U.S., where 51% of knowledge workers will work hybrid and 20% will be fully remote.

Gartner’s Senior Director Analyst Ranjit Atwal rightly observes that “Hybrid is no longer just an employee perk but an employee expectation.” With this increasingly dispersed and fragmented workforce, technology is the key to keeping everything connected. 

No department puts humans at the center of the equation more than HR. If your organization hasn’t already done so, a digital HR transformation is a necessary next step to maintaining a human-centric work environment.

The Initial Challenges of Going Remote

There are front-and-center benefits to the spread of hybrid and remote working situations, such as reduced need for costly office space. Nonetheless, any reduction in office space also creates new challenges that technology must solve.

For example, you will need to address obstacles such as:

  • Storage of necessary paper documents and HR records (such as employee files, which must be retained for a set period of time)
  • Access to files and information in multiple off-site locations, potentially simultaneously
  • Distribution of physical mail to dispersed employees
  • Collaboration tools when the conference room is no longer an option
  • Development of remote onboarding processes

None of these issues is a dealbreaker, since they can all be solved by digitizing HR and implementing the appropriate technology platforms and processes. 

How to Create a Truly “Work From Anywhere” System

Embracing your HR digital transformation will help to keep workflows and employees connected as you continue to deploy and optimize your remote and hybrid workforce. Software, processes, and equipment may need to change from the status quo along the way, but these adjustments will be well worth it once your HR department is connected in a shared and unified system. 

Here are the essential steps for achieving a full digital HR transformation:

1. Select a DMS: It all begins with an investment in a digital document management system (DMS) to centralize all of your data and records on the cloud.

2. Digitize Paper Documents: From there, paper records, mail, and stored hard copy files must be digitized and imported into the system in a structured and searchable format. There may be a large backlog of active and inactive physical employee records to digitize. It’s important to work with an expert document scanning service provider that can assure you of accuracy, expedience, and security in the transition from paper to digital.

3. Convert Files as Needed: Existing digital files can now be converted into optimal formats and migrated into the new system, where the data can be shared, integrated, and utilized with greater efficiency. Compare document conversion services from trusted providers to find a proven partner for successfully converting data from legacy payroll and HR systems.

4. Create a Digital Mailroom: Physical mail will still come in and need to reach employees who may work remotely across multiple regions. A digital mailroom solution can instantly digitize, classify, and deliver mail to recipients, saving time and money.

5. Establish New Processes With Digital Tools: The onboarding experience and document collection are sure to change during the transition. With HR digitization, it’s possible to streamline onboarding with robotic process automation (RPA) that takes care of low-level tasks such as distributing welcome emails, installing software on computers for new hires, and basic record-keeping.

A digitized office not only keeps remote employees connected but synchronizes and aligns information across all in-person offices for organizations with multiple locations.

Connect With an Expert in Digital HR Transformation

Scan-Optics digitizes, organizes, and optimizes your data so your people work smarter. We combine world-class data technologies with a human-centric approach to understand how you work, making digital transformation more customized, and more achievable. Speak to a digitization expert today to learn more about what we can do to help your HR department with a successful digital transformation.

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