Introducing a new HR software or switching from one vendor to another means change, not only for the HR department but for all employees. Employees use the software to update their personal records, submit their leave applications or track their salaries. Managers need to use the HR software to approve their employees’ leave applications and provide regular feedback and performance reviews. HR, on the other hand, needs to rely on the software to process core HR functions such as process payroll, access employee records, manage promotional and disciplinary matters as well as maintain a centralised control of HR policies and practices throughout the organisation. Switching from a paper-based HR management system to a new software does not automatically mean an improvement for users. While the main arguments for implementing HR software are increased productivity and efficiency and reduced workloads, these goals are unattainable if the software is perceived as too cumbersome or complicated by users. HR software needs to be user-friendly. It needs to be intuitive for people in HR as much as for all employees who have to use it.
What does an intuitive HR software mean?
An intuitive HR software is one that is user-friendly, and this stems from the user experience. It goes well beyond the graphical interface of the software and includes features such as ease of understanding without specific knowledge or training, ease of finding data required by the users, ability to access core information and functions directly as well as accessibility on any device, such as on the laptop or mobile.
Why does HR software need to be intuitive?
An intuitive design simplifies the user experience
Many organisations require both HR and employees to use their HR software, be it for HR functions or for employee self-service functions such as leave applications. While HR is generally well-versed with human resource management jargons and HR platforms, most employees do not possess the same level of knowledge. An intuitive user interface design helps employees to use and navigate the HR platform easily. An intuitive design means that the user does not need to undergo formal training in order to use the platform. The more intuitive is the design of the user interface, the easier it will be for inexperienced users to navigate through the software. This feature reduces the time and effort required in training existing and new employees before deploying a new HR software.
Streamlined and customised interface reduces mistakes and risks
With employees and HR struggling to find time to manage their growing workload, a quick fix to problems is usually the easiest way out. However, this approach often results in HR and employees making more errors, such as entering incorrect employee details or miscalculating employees’ salaries.
A streamlined user interface limits the errors made by ensuring that the HR software is straightforward and does not result in users deviating from performing their tasks. Most vendors also allow organisations to customise their HR software interface based on their internal requirements and standards, hence reducing the chances of mistakes.
Strong design enables ease of adoption among HR and employees
A customised and intuitive interface is just one aspect of HR software. It also needs to be compelling and pleasant enough for HR and employees to use it regularly. Implementing a new HR software can be a huge change for both HR and employees. A hassle-free deployment and change management can therefore facilitate ease of adoption among HR and employees.
Hassle-free interface reduces user disengagement
A poor user interface can result in user disengagement. And this is bad for the organisation. User disengagement starts when users experience glitches or bugs, or end up spending more time searching for a way to accomplish their task on the HR software. When users become disengaged, this leads to an inefficient HR software that wastes time, resources, and money. Instead of being a game changer, an inferior HR software can slow down business growth. Hence, it is essential to deploy a HR software with a simplified design paired with powerful HR management functionalities.