4 simple ways to streamline your HR department

Every manager and business owner strives to offer the facilities for their staff that enable them to streamline their processes and increase efficiency in the workplace. This is no different for HR departments across the country - an integral part of every organisation regardless of which industry it operates in. There are numerous ways to streamline a HR department (and HR files scanning is one of them!). Alongside investing in better HR document management procedures, here we have rounded up some simple ways to streamline your HR department, to reap the business benefits in the future.

Consolidate systems

A HR manager’s role may cover many duties including but not limited to: Payroll, staff training, recruitment, relationship management and more. Because of this, you may operate using various systems and packages on a daily basis, which increases costs, is time consuming and is detrimental to efficiency. Investing in one, central system or database that can help you to complete all of your duties will improve the workflow for your staff.

Reduce reliance on paper documents

Similar to the first point, relying on paper documents that are stored in various places around the office can also waste valuable time for your HR staff. Instead of using large volumes of paper documents and files, digitise and store them using a cloud based document management system. This will give your team access to all HR files whenever they are needed, at the simple click of a mouse.

Clarify your strategy

An effective team is one that is heading in the same direction, and using the same processes to get there. Without a clear strategy, time may be wasted due to staff using various disjointed methods to complete tasks, holding each other up and blocking other team members from getting their jobs done on time. Clarify your strategy in order to create a more streamlined environment for your HR staff.

Share ideas, but don’t block them

Team meetings can be both a blessing and a curse for offices around the country – while they are a good way to keep up to date with your team, holding too many or too long meetings can prevent your staff from completing their tasks for that day. Hold a meeting once a week, at a set time so that people can plan their schedules around it. This meeting can be used to identify any problems your employees may be having, so that steps can be made to put them right.

Investing in a high quality document management system is one way to streamline your HR department, alongside these other techniques. Get in touch with a member of our team today to learn how to implement such a system.   

Payroll scanning from Pearl Scan helps businesses adhere to HMRC regulations


Accounts departments are at the core businesses the world over. They keep the whole company ticking over, collecting payments, chasing up invoices and keeping an eye on budgets. However aside from the day to day duties, there are certain boxes that departments have to tick in order to ensure they are meeting regulations. PAYE and payroll for employers is a prime example of this; accounts departments are expected to keep payroll records for up to six tax years, and failure to do so accurately can result in estimated tax charges and a penalty to pay.

Although a key requirement, it is often difficult for businesses to adhere to such strict guidelines. Storing six years’ worth of payroll records, even for just 30 staff members, takes up an incredible amount of space. And due to the incredible amount of paperwork coming and going on a daily basis, it can often lead to paperwork being lost or damaged. Pearl Scan, one of the country’s finest providers of scanning services to a range of sectors, is highlighting the incredible benefits offered to businesses who make the switch to digital – starting with accounts and payroll departments.

Naveed Ashraf, Managing Director at Pearl Scan Group said, “Paper documents have been at the core of businesses for many years, however as time has moved on and technology has changed traditional paper processes have moved onto computers and digitised. Yet many businesses are yet to see the benefits of digitising accounts departments – potentially due to the disruption it will cause.

“Hiring in professionals to undertake this process however minimises disruption, allowing departments to carry on with their day to day work and simply letting them reap the benefits.”

Digitising documents brings with it a plethora of benefits for businesses. It allows them to keep all documents safe and secure – key for accounts departments – and free up much needed space. Digital documents also allow employees to be more productive due to time spent searching for past documents minimised.

“Accounts departments deal with so much paper on a daily basis, it is somethings hard to keep up,” added Naveed. “Although all business departments can benefit wholly from the digitalisation of work and day to day processes, accounts teams are right up there when it comes to needing to move forward with the times in order to remain productive.”

A Manager’s Guide to Minimising Employee Stress

Minimising Employee Stress

The biggest cause of work sickness in the UK, stress, affects 1 in 5 of the working population, costing employers over £1.2 billion a year and causing a loss of over 105 million work days combined.

With 1 in 4 people affected by mental health issues at some point in their lives, many countries ensure that employers have a duty of care to identify and deal with stress in the workplace, to reduce the likelihood of physical and mental illness.

Stress can impact an individual worker, as well as other employees and their customers. There are many causes of work-induced stress – it could be triggered by lowered self-esteem, concentration issues or increased customer complaints and staff turnover.

It’s important for managers to help minimise pressure and the causes of stress in the workplace, benefiting both individuals and companies as a whole.

What can stress cause?

High levels of stress in the workplace can have many negative impacts such as:

  • An increase in mistakes, which could potentially lead to customer complaints.
  • Poor workplace relations.
  • Increase in the numbers of staff taking sick days or being absent from work.
  • High staff turnover.
  • Poor decision making, due to a lack of concentration applied to tasks.

What can be done?

Flexible Working Arrangement

Many businesses operate on strict hours. However, providing flexible work hours can help assure staff that they can work from home if needed – maximising the time spent working while recovering mentally in the comfort of their own space. A flexible working agreement could also be a preventative measure for many workers who have a busy life outside of work. If managers and employers are willing to allow staff to work more flexibly, they will probably notice a decrease is the amount of workers taking sick leave due to stress.

Provide Training

Sometimes staff can feel overwhelmed by the amount of work they have to complete. This could be down to not having the right skills for certain tasks. Providing specific training to those lagging – in some situations- can help boost the productivity of a worker while reducing their stress levels, thanks to an increased confidence in their role.

Roles and Responsibilities

Reiterating an individual’s job role and what they are expected to achieve can help reduce stress levels significantly, especially for older workers. People who find themselves in the same role for along time can become stuck or even take on other duties without realising. Ensuring that the job roles are discussed allows knowledge to be refreshed and each staff member’s role to be reenergised due to a reinforced understanding of what is expected.

Investing in Productivity

Minimising Employee Stress

There are many ways that productivity can be increased – One way is to invest in time saving methods. Digitising documents and ensuring efficient systems are in place allows for time to be cut drastically, saving employees the stress of combing through piles of work for specific sheets of paper. It can also clear up office space – a happy office makes for happy workers. Investing in a digital mailroom could also prove to be beneficial. Designed to improve operational effectiveness, this prioritises mail so the most important documents are dealt with first. As well as reducing the risk of lost information, this centralises the storage and distribution of important documents, taking the pressure off of the workforce.

Other services such as invoice scanning can also be invaluable to a company, improving and enhancing entire AP departments at a time, by removing the need for excessive storage needs – freeing up essential office space. Efficient processes allow more time to be allocated to important tasks and vital breaks which can re-energise a tired workforce.

Increase Communication

Make sure that workers know that there are avenues of communication in place if they would like to discuss issues with someone. Ensuring an open door policy is in place gives workers the knowledge that should they be struggling, they can approach someone to discuss any concerns or stresses that may be on their mind.

How do you think that employers can help reduce workplace stress? Let us know on social media!


Document Scanning by Pearl Scan

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