Investing in digital tools to support people management makes good business sense for nonprofits. Digital tools streamline HR processes, decrease administrative tasks, increase team collaboration and improve the overall employee experience.
Below is an introduction to some key digital tools to consider integrating into your organization’s workflow, including human resources information systems (HRIS), learning management systems (LMS), digital team collaboration tools, and artificial intelligence (AI).
Human Resources Information Systems (HRIS)
Human Resources Information Systems (HRIS) make people management more efficient by automating core HR functions and storing employee data all in one place. There are a variety of HRIS to choose from based on your nonprofit’s needs and budget.
HRIS functionalities include:
- Centralizing employee records and documentation, including the ability to create unique employee profiles
- Tracking attendance and leave management (e.g. Vacation and sick time requests, sign-in and out features, etc.)
- Generating reports such as staff lists, demographic information, organizational charts, and attendance reports
- Applicant tracking systems (e.g. Resume tracking and candidate communication, with more advanced HRIS)
- Streamlining onboarding (e.g. Sending offer letters, new hire forms and policies, digital signatures, etc.)
- Streamlining performance management, such as annual reviews and goal-tracking
- Streamlining training (e.g. Hosting courses and issuing certificates of completion (with more advanced HRIS))
- Integration with payroll and benefits systems (with more advanced HRIS)
- Sending employee surveys, including annual and pulse surveys
- Internal communications, such as chatbots and email
Some of the most well-known HRIS include BambooHR, Ceridian Dayforce, ADP Workforce Now, and Sage People. There are also Canadian-owned HRIS that offer HR systems solutions for small businesses, including Collage HR, Rise People, and Humi HR.
Deciding on an HRIS is an important step in streamlining your nonprofit’s HR processes. Check out this HRIS requirements checklist from Collage HR to help you choose the best system for your nonprofit.
Learning Management Systems (LMS)
Finding and hiring the right candidate can be a costly and time-consuming process, which is one reason why retention is a top concern for employers. According to LinkedIn’s 2024 Workplace Learning Report, 90% of organizations are concerned about employee retention, and providing learning opportunities is listed as the number one retention strategy.
Learning Management Systems (LMS) are a great way for nonprofits to streamline their learning and development programs and increase employee engagement. LMS are digital platforms that deliver internal or external training, track employee progress, and manage certifications.
Learning management systems also support onboarding by facilitating new hire orientation and compliance training required by your provincial or federal jurisdiction. You can purchase a standalone LMS, but some HRIS have an LMS module already integrated into their system. Some examples of e-learning platforms include Coursera and eloomi.
When selecting a vendor for an LMS, employers should take the following questions into account:
- Is the system user-friendly and intuitive for both employees and the employer?
- How does the vendor ensure the security of employee data?
- What is the pricing structure, and how long is the contract?
- What support will the vendor provide during implementation?
- What does customer support look like?
Digital tools for internal communications & collaboration
“Internal communications are the gateway to build a culture at work,” according to Great Place to Work. “When information flows freely, clearly and transparently, your culture at work improves through increased trust.”
Digital tools can be extremely effective in facilitating internal communications and collaboration among teams, increasing employee engagement.
Collaboration through internal communication channels like MS Teams, Slack, Google Meet, and Zoom help employees stay connected and engaged in hybrid and work-from-home environments via instant messaging and virtual meetings.
When it comes to project collaboration, numerous digital project management tools can be leveraged for increased team communication. Platforms like Trello, Asana, MS Project, Monday.com, and Basecamp can be used to create and assign tasks, schedule meetings, track progress, and monitor deadlines.
There are also document-sharing platforms like OneDrive, Google Docs, and Dropbox, which make collaboration more efficient and speed up workflows by enabling team members to create, edit, and comment on documents in “real-time” for the entire team to review.
Artificial Intelligence (AI)
AI can bring efficiency to certain aspects of people management, including recruitment, human resources administration, and employee engagement.
Recruitment: Applicant tracking systems (ATS) have the ability to screen resumes based on predetermined criteria, including skills, experience, education, and credentials. ATS also allow employers to communicate with candidates easily through virtual assistants and chatbots. Applicant tracking systems can be purchased as standalone software or integrated within an HRIS. To explore options for Applicant Tracking Systems, visit this Forbes article that ranks some of the top applicant tracking systems of 2024.
Human Resources Administration: Generative AI (GenAI) tools like OpenAI’s ChatGPT and Google’s Bard can support various areas of human resources, including updating policy manuals, drafting staff communications, and summarizing employee information.
Engagement: GenAI can also support employee engagement by resolving employee relations issues by creating customized responses and offering recommendations aligned with organizational policy. GenAI also can analyze employee responses from surveys and other communications to measure employee satisfaction and identify potential issues before they escalate.
Take Note! Before implementing any AI tools, employers should set out clear policy parameters on the appropriate use of AI in the workplace. Employers should also monitor their legislative jurisdiction for updates. The federal government has proposed the Artificial Intelligence and Data Act as part of Bill C-27 which is currently in progress.
As the technological landscape continues to evolve, the opportunities for improved people processes, employee engagement, and collaboration are endless!