Employee Self Service

Boost Your Business with Employee Self Service

The coming year is shaping up to be a complex work environment. Employee Self-Service is one tool that can improve employee retention and engagement, increase efficiency, and reduce costs.

Worldwide, we are experiencing a period of extremely rapid change in the workplace. It’s not just the way AI is altering employee job descriptions. The dynamic between workers and employers is dramatically changed in the wake of the covid pandemic. After officing from home for extended periods while juggling family and home, workers want to be seen as whole people. They no longer want to be seen within the narrow frame of their professional personas. Workers are seeking greater purpose and connection in their workplaces. And they still value the freedom and flexibility of working from home, even as employers are sounding the call to return to the office. Employers meanwhile are dealing with new demands from workers for autonomy and having a voice, in the face of stagnant productivity, lingering supply chain issues, and persistent talent shortages.

For employers that are feeling caught between new employee expectations and the realities of day-to-day business, Employee Self-Service can offer a way to bridge some of these gaps.

Employee Self-Service Defined

Employee Self-Service (ESS) refers to using a company portal or HRIS to empower employees to independently access and update their personal and administrative data. Employee Self-Service includes the most common tasks that an employee often turns to HR for. Instead of putting in a call and waiting for a response from HR, the employee can resolve an issue more quickly and easily themselves. ESS allows them get the information they need directly; or for a more complex issue, put in a request to get the ball rolling.

When selecting an Employee Self-Service system, you’ll want to make sure it can handle the types of requests your workers turn most frequently to HR for. This will vary somewhat by industry and the particulars of your company, but common questions include things like:
  • Can I sign up for direct deposit?
  • How much PTO do I have left this year?
  • How much will be deducted from my paycheck for the benefits I enrolled in?
  • Can I take off two weeks at Christmas?
  • Will I be earning overtime on my next paycheck?

Getting the Biggest Bang for Your Buck

To get the greatest benefit from Employee Self-Service, you’ll also want to make sure the system aids communication and collaboration among employees. You’ll want the status of requests to be visible by everyone involved, to provide transparency and clarity. Here are a couple of examples.

  • Onboarding is one area that involves lots of paperwork and many tasks for people in multiple departments. An ESS system with digital forms and electronic signatures, as well as automatic task routing, can be transformative. Now everyone involved can see the status of all those little items.
  • Managing Paid Time Off often involves lots of back and forth between people and departments. First, there’s a call to HR to find out how much PTO they have left. Then they put in a time off request, not realizing that several other teammates will be out at the same time. It can be frustrating for everyone involved. Having one central system where employees can see for themselves how much PTO they have and who else will be off is not just a huge time saver. It can dramatically reduce frustration and increase employee satisfaction.
Infographic: 7 Benefits of Employee Self-Service

7 Ways Employee Self-Service Helps Your Business

Once you have an Employee Self-Service system in place that fits your business, its benefits will radiate throughout your entire company, to workers, supervisors, and the business as a whole. 

  1. Accessibility. With data available through a web portal or mobile app, employees can view and update information anytime, anywhere. And that kind of convenience is not just nice to have; increasingly, it’s a baseline expectation.
  2. Employee Empowerment & Engagement. Employees prefer prompt issue resolution. With direct access to information and resources, they can resolve simple inquiries and requests themselves. They’re also going to be more engaged and feel more connected to the company.
  3. Accuracy. When we’re not playing a game of telephone to update a bank routing number, or handing off paper in order to change a dependent count, the reduction in errors is remarkable. It’s that single point of data entry that cascades through the system.
  4. Efficiency. Because workers can directly access the information needed to answer their questions, they’re able to resolve inquiries more quickly, with less frustration. And your HR people are freed up from busywork and paper pushing, so they can focus on higher-value priorities.
  5. Cost Reduction. Resolving requests via ESS rather than with an HR rep costs an astounding 80x less! Gartner reports “an assisted-service contact, regardless of whether it occurs over the phone or in a digital channel, costs $8.01 per contact on average. This is far more expensive than a digital self-service contact, estimated at $0.10 per contact” (Gartner, 2021, Three Techniques to Improve Self-Service for Employee Support).
  6. Recruiting & Retention. In one of the tightest talent markets in recent memory, you’ve got to put every advantage to work for you. Millennials & Gen Z want modern, intuitive technology in their workplaces. And new hires are at the greatest flight risk in their first six months. Leveraging Employee Self-Service from the moment onboarding begins brings new hires into the fold with confidence in your technology.
  7. Transparency & Accountability. At a time when many are experiencing unprecedented change fatigue, ESS provides an orderly way to manage the day-to-day. With employees, supervisors and HR all looking to one central place to check the status of a PTO request or a performance review, there’s no more mystery. Transparency brings comfort and reassurance. Employees no longer feel they are being forgotten, and HR is kept in the loo

In the face of all the challenges that lie ahead, Employee Self-Service is one tool that can actually help your company come out stronger. ESS can help  increase employee retention and engagement while also improving efficiency and reducing costs. 

And it doesn’t have to be a heavy lift to get Employee Self-Service working for your company. If you would like to chat about how BizRun can help your company tailor a solution to your business, schedule some time for a call with us.

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