Microsoft Teams for HR DepartmentsReading Time: 4 minutes
If working in a collocated office seems like thing of the past, then, like us, you have quickly become used to remote work. Nearly every function in an organization has transitioned to working online. HR departments are no exception. Today’s article will look at how to best use the functions of Microsoft Teams for HR Departments.
It’s been a long time coming, but the working environment has undergone some lasting changes. Organizations are evolving and the workplace is truly getting modernized. Certain outdated tool – like Excel spreadsheets for tracking tasks – are being left behind. Different SaaS options are on the market. The number of available interactive HR software is always increasing. Collaboration platforms are quickly replacing workplace email.
Indeed, for many organizations, collaboration platforms have been a part of their daily lives for a long time. For others, the use of platforms like Slack or Microsoft Teams has been newly introduced. Whether you’re a collaboration tool veteran or not, it can help to learn about how certain divisions use the tool to be more effective. In fact, feel free to take these ideas and to try them out in your department.
Your HR Department Does Important Work
If you have to ask “What does the HR department actually do”? Then it means you are possibly not interacting with your HR department often enough. Or maybe your HR department is actually super effective and doing things in such a way that you never have to raise any concerns to them!
Human Resources are responsible for the process of hiring and onboarding new employees. The develop the contacts and policies related to the workplace. They also build workshops and are often responsible for storing and disseminating company knowledge. Of course, they are also responsible for company benefits such as insurance policies and time off policies.
Moreover, Human Resources get involved when things aren’t going so well. They deal with short- and long-term sick leave paperwork. They also deal with company complaints, ranging from minor to major. Finally, they deal with the legal issues of the firm or company. In extreme cases, they can be called in for a court case, to testify and protect the interests of their organization.
Why have HR Departments Turned to Microsoft Teams?
There are a lot of similarities between the different collaboration apps available on the market. To ensure that they are well-integrated with their team, an HR department might typically adopt the most popular tool used by the rest of the company employees. Be it Skype, Slack or Microsoft Teams.
In larger scale companies, where HR departments also tend to be bigger, the most commonly used tool is Microsoft Teams. Microsoft Teams is a part of the Microsoft Office Suite, and therefore it is an easier transition for organizations that already pay for the service.
Nevertheless, there is a small learning curve that comes with adopting a new software program. Luckily, HR departments are typically accustomed to dealing with change management. These adaptable departments are often the first to get online and set the proper example for other teams.
How are Human Resources functions utilizing Microsoft Teams to do their work?
One practical aspect of Microsoft Teams is that you can access it on a Desktop or through a mobile app on any type of mobile device. It’s easy and quick to check on messages or posts that have been missed throughout the day.
Team members can also join virtual meetings to discuss projects and tasks. Meetings can include as many members as necessary. Moreover, video meetings can be recorded for members that are unable to attend.
To keep things focused and organized, HR departments can create specific channels within their team to group topics. For instance, the HR team can have a Hiring channel and an Onboarding Channel. They can also make a channel of employee complains, or a channel for employee vacation requests.
Within each channel, links and documents can easily be shared. You can easily refer back to these notes, links, files or documents in group discussions. With great ease, team members can assign tasks with the use of @mentions. Each channel is almost like a virtual meeting space, where the conversation is constantly ongoing. In the Teams channels updates and information flow freely.
Microsoft Teams for HR departments helps to improve productivity
Departments that have started using Microsoft Teams for their everyday tasks report being more task-focused and oriented. Their work is more productive, and they have improved communication with their colleagues.
Yet, with the integration of the other Microsoft Office tools, these teams can boost their productivity further. For example, through the use of OneNote, HR department staff can take pictures and notes and then link these directly with an ongoing discussion on Microsoft Teams. Many other integrations can be used to make the most of Microsoft Teams, including non-Microsoft add-ons that can be crucial time-savers for any organization.
HR Tools for Microsoft Teams
The Microsoft Teams software is great as it is. However, it can be even more useful and practical if you add a few additional tools.
For HR teams looking to positively encourage the employees, Bonus.ly is a fun Microsoft Teams application. Points can be given to members for completing certain tasks. It’s also a great way to encourage remote teams, who don’t necessarily get to interact face to face.
Teams could also use Expensify app for travel reimbursements. HR departments sometimes need to scout venues for retreats and conferences. This Microsoft Teams add-on can help teams tally any type of company expense.
And last but certainly not least, Vacation Tracker – soon to be available on Microsoft Teams – is great for tracking any type of employee leave. No matter what your organization’s leave policy looks like, Vacation Tracker is highly customizable and adaptable.