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What you need to know about Employee Self Service

Every business is constantly on the hunt for a way to improve day to day operations as well as make things that little bit easier for their employees. Streamlining certain processes can save a tremendous amount of time and money, and if you are working with a top software company, the software you buy will fit into your company and its existing systems.

PayDay is one of South Africa’s foremost payroll software developers and they have developed an employee self-service application called PayDay Visual – that is changing the way that businesses work through their processes.

The PayDay Visual system is user friendly and easily accessible, as it is designed to be compatible with all browsers and smart devices. With this software system, employees can be more productive while the HR team can focus more on other tasks.

Employee Self Service systems are designed to benefit companies in a variety of ways.

If you have never used such a system before and if you are keen on learning more about how such a system can benefit your company, these are just a few of the reasons why having an employee self-service portal integrated into your company is the best thing that you could possibly do.

5 Ways your Company can Benefit from an Employee Self Service Software Programme

Self-service programmes are revolutionising the HR and payroll industry in just about every way. These systems are simply amazing when it comes to accuracy and streamlining otherwise time-consuming processes.

By allowing employees to log in and add the necessary data themselves, while also giving them the opportunity to access information like payslips and tax forms, you are empowering your employees which in turn will lead to better business.

From improved accuracy to less paperwork, here are a few ways that you can benefit.

1. Cost reductions

Every business is looking for a way to cut costs and with such a system in place that is exactly what you will be doing.

Research in the past has shown that about half of the HR department’s time is spent doing tedious admin. They are processing information and getting back to employees about whatever questions they have asked.

Basically, considering the amount of time the team is spending on admin, when you have a self-service system in place, you can free up your HR staff and allow them to focus on more important things which in turn means you will save on costs.

2. Employees can print their own payslips

One of the biggest requests that the HR department has to deal with, especially in bigger companies, is the request for payslips. While employees will generally be sent their payslips, it is not until they actually need them for something that the payslip becomes a much sought after piece of paper, and by that time they have often lost the slip.

When a request is made, the HR staff have to drop what they are doing to find, print out or email said payslips to whoever is requesting it.

On the surface this hardly looks like a tough duty to process, but the truth is that it can be time consuming, and it will distract the staff from other, perhaps more important, things.

With an employee self-service system in place, your employees can access their own payslips without having to bug your HR department.

3. Leave requests

When the time comes to put in a few days’ leave, the traditional way would be to get a leave application form, fill it in, take it to HR and then wait for it to be approved. In less than well-functioning companies, leave forms can be forgotten and lost, leaving employees angry and frustrated.

With an employee self-service programme in place, everything is done via the programme by the employee. Leave can be immediately approved or denied and there is absolutely no paperwork involved.

4. Fewer sick days

A strange thing happens in some companies when they have a self-service portal in place. Employees tend to take fewer sick days simply because they can see how many days they have taken, and how many days they have left.

For those employees who tend to take a sick day a little too often, actually seeing their sick days on a screen can be what makes them rethink their time off.

5. Everyone is up to date

Keeping track of employee information and the near constant changes that take place, can be a bit of a mission when you are doing everything with paperwork. It is not always possible for HR to keep up with the changes, or to ask each employee each week if there are any changes to be made, especially in those bigger companies.

With a self-service portal, employees can be made responsible for updating their own information. And since it is so easy to update things, they will have the incentive to do so.

Payroll Software: What you need to know

Designed to make your work life and day to day office duties that little bit easier, payroll software is the way of the future. PayDay Software Systems, a South African based payroll software development company, offers a wide selection of intricate payroll software, all of which is easy to use and implement.

In modern business, no one has time to waste figuring out complicated new systems and no one wants to have a system that doesn’t do exactly what they need it to. Luckily, these days, payroll systems are superb in every way. They can be integrated into most existing setups and they have multiple features which allows you more options than you would otherwise have had.

Payroll software not only saves time and money but it is also a great way to stay ahead of trends and ensure that your HR and Finance departments function as effectively as possible.

What can payroll software do for you?

Payroll software is all about automation. By moving away from manually inputting data and working out payments, tasks can be processed quickly and without faults. And such software goes well beyond simply making work processing easier.

And in order to get the most out of the payroll system, you need to understand certain aspects of your day-to-day work processes. To start with, it is good to know about the various costs related to having such systems, how the system needs to be set up so that it can work optimally for you, and how to select the most applicable modules for your specific requirements.

Why is this kind of software necessary?

Business is evolving, and with the current worldwide events, companies have been forced to evolve even faster than they otherwise would have. In these times you need to make sure that your business has certain advantages over competitors, and adopting payroll software is one of the first things you should do.

You’ll be saving a massive amount of time, you’ll be reducing your frustrations, and you will be ensuring that by the time the month comes to an end, employees can be accurately paid what they are due. The best payroll systems can also calculate income tax with just a few clicks.

These systems offer a great way to keep digital records of all payment information instead of to deal with loads of paper packed away in boxes. Digital records can be kept for up to 10 years.

Overall, once implemented payroll software is going to be one of the most important tools for running your business.

How to figure out which payroll system you need

There are many companies out there developing state of the art payroll software systems, but as with anything, there are going to be those systems that are without a doubt more suitable than others.

To sort through your options you can either contact each provider and drill them with questions, or you can figure out what it is that you want in a payroll system and then find one compatible with your needs.

These are some of the questions you can ask yourself when looking for a software system.

1. What features do I need?

The best payroll systems are often the ones with multiple features. Knowing what kind of work you need to process and what tools you need in order to do the job, the system you choose should have the right features.

Having payment options, leave management, administration for employee compensation, and garnishmee payments are all wonderful additions. Your system could also feature self-service options for employees to use as well as a time and attendance function.

2. Can the software be integrated?

In 2021, it is more than likely that you have long since given up the pen and paper approach and have already brought in some kind of software. This doesn’t mean that you have to give up your existing systems. Instead, you can opt for payroll software that can be seamlessly integrated with your existing setup.

3. Is it cost-effective?

Some payroll software can be insanely expensive, putting it well out of reach of ordinary companies. Make sure that the software you are considering can be factored into your finances, and make sure that this system won’t ending up costing you more instead of saving you money.

4. System support

System support both on site as well as remotely must be readily available from the system vendor, you need to be able to talk to a consultant should you require assistance or advice.

5 Actionable Ways to Streamline your Work Day

As anyone who has spent enough time in the working world will tell you, there are those days when it feels as though your work tasks are simply getting away from you. The panic and stress quickly sets in, and suddenly you feel totally overwhelmed with the work that you have in front of you.

While it is natural to have some days that don’t feel as productive as others, ideally you’d want these days to be as minimal as possible. And with the right software and a handful of realistic tips that you can put into action, these days can become few and far between.

At PayDay, South Africa’s leading Online Human Capital Management Systems company, we have a wide range of software programmes designed to make your work day an easy one. When using our software, which includes our popular Online Payroll and HR Software, we help our clients to place themselves in the perfect position to be as productive as possible. Our software is designed to fit into companies of all shapes and sizes, and with the simplified user interfaces of our various software products, each is really easy to use.

Our team is committed to making sure that our clients experience the most productive work day possible. Along with implementing our software systems, there are some other things that you can do to make the most of each day you spend at your desk.

In this post, we will explore five ways to streamline workflows and increase productivity.

Work Productivity Hacks

Work with a list

Every work day, especially those where you know that you have a mountain of things to get through, should start with a work list.

Having a list on hand, whether you have it written down in a notebook or displayed online, using either Google Calendar or any of the many organisation tools available, will keep you on track with both what needs to be done and what has already been done.

Ticking off a task as you complete it is most certainly a feel good feeling and each time you mark a task complete, you can keep track of how productive you have been.

Tackle the difficult stuff first

When you start your day doing the boring and tedious tasks first, you are likely to be more motivated to do the rest of your tasks. This is because having the weight of the task off of your mind can really do a great deal in keeping you moving productively through the rest of the day.

The other upside of doing your more difficult tasks first is that it can help to reduce your stress levels as you take on the other work.

Do less time consuming tasks second

Any small tasks that won’t take up too much of your time should be done after you have taken care of the more difficult stuff.

With the smaller tasks, it is easy to start procrastinating. This is because if a task doesn’t take up all that much of your time then you might not think it needs to be done right now, which means you might not do it at all!

So avoid procrastination and do them as soon as you can.

Become “unavailable”

It might not sound like the most productive of ideas, but by making yourself less available to people, you can be more productive.

Feeling as though you have to always be ready to answer emails and messages as they come through, can take your focus away from work and place it firmly on just the administrative tasks that could actually wait. Ideally, you should make time to look at messages and emails once or twice a day, and then spend a good 30 minutes making sure you give them all of your attention when you do get to them.

Streamline your software

Using software to do things like payroll and various HR tasks can really make your day more productive. Payroll and HR tasks completed using software is, for the most part, more accurate and it takes less time. Such software can save important details which you can then use each month to process whatever task it is that you are doing.

PayDay’s Payroll Software, Human Capital Software, Time and Attendance Software, PayDay Virtual Software and the PayDay Visual Software, are all designed to make your work life easier while also minimising the amount of time it takes to get things processed. Some of the features of certain software programmes even enables employees to take charge of their own admin, which again serves to save you time, and make your day more productive.