Internal communication difficulties are detrimental to the employee experience. Find out how digitizing HR documents helps circulate key information about each employee's career path.
In addition to the pay slip, numerous documents punctuate the employee's career in a company: internal regulations, service notes, invitations, time statements, certificates, end of contract documents... By digitizing them, the HR department saves precious time and allows employees to access key information instantly.
Despite employees' high expectations, distributing messages internally is sometimes a headache for the Human Resources department. Indeed, for each dispatch, several hours of work can be necessary to target the right contacts since some information concerns only one entity, a single type of contract or even a single typology of employees (managers, supervisors, workers). By digitizing its mailings, the HR department is refining its distribution criteria. In a few clicks, the HR manager can distribute documents en masse or to a specific group of people, thus allowing key information to flow more smoothly, without wasting time.
Among HR documents, some, beyond their informational nature, allow employees to carry out administrative procedures with third parties. This is the case, for example, with end-of-contract documents, necessary for an employee on a short contract who needs to update his situation with Pôle Emploi. Made available in a secure online space, or employee safe, they are more easily accessible to employees, who can easily download them or transfer them by email to the organization concerned.
In the event of a dispute with an employee concerning the non-receipt of a document, the employer must be in a position to prove that it was, in fact, sent. Unlike a paper document that can get lost, an electronic mailing allows greater traceability. Dispatch dates and times are stored on secure servers. With this information, in the event of an audit, the company can quickly attest to the mailing of a letter or the balance of any account, for example. If necessary, this traceability may be particularly useful if the disagreement concerns the receipt of a warning letter, an invitation to an interview prior to dismissal or a contractual termination agreement...
HR departments sometimes need to ensure that employees have received, read, or approved certain documents that contain key information. This is the case with internal regulations or memos. Their distribution in paper format does not allow the employer to know if they have been consulted. On the other hand, a digital dispatch allows for advanced follow-up. Depending on the employer's needs, each employee can confirm that they have read or approved the document in one click.
