What do blockchain, HR management system and reputation have in common?

Žaneta Čalkienė, head of the SharePoint solutions department at Blue Bridge Code.

Terence Mauri, future leadership expert, founder of Hack Future Lab, entrepreneurship mentor at Massachusetts Institute of Technology and IE Business School, has written about successful future work: “Everyone talks about the future, but the future is already here. We are currently at a new inflection point with 5 significant innovation platforms: blockchain, energy storage, automation, robotics and DNA sequencing. This is a new Meta universe and it has nothing to do with Facebook. If you want to stay on the competitive map, your organizational design must be redrawn.”

What these future technologies could mean for companies, employees and HR professionals, considers Blue Bridge Code’s head of SharePoint solutions and one of the IT solutions NeatModay creators Žaneta Čalkienė.

Trying to redraw organizational design for blockchain

The definition of Blockchain technology declares that it is a general, immutable system that enables all transactions in the tracking process of business operations and assets (house, car, money, land, intellectual property, patents, copyrights, brand) to be immutably recorded, i.e. each transaction is like a “block” that is made immutable using encryption technology. This makes it possible to always be sure what happened next and who is responsible for what. Blockchain does not allow you to change history, only to create a new one.

Is blockchain still only relevant for banking and cryptocurrency businesses? Certainly not, especially now that many documents are being replaced by records in systems; when the signature or stamp is only electronic.

When talking to customers, they agree that the history and traceability of immutable information in a company is very important. Therefore, in the long term, advanced technologies will have to be used. But how to take the first steps and how difficult are they?

You should start with answers to the following questions: Is information structured in our company? Is it managed efficiently and according to clear rules? Do employees have clear roles and access within the context of this arrangement; are their actions logged somehow? Generally speaking, the first step is to fully digitize your business operations.

Developing advanced processes does not require space technology

Simple tools can also help in designing an organization in the direction of the blockchain concept. True, not all, because a rare standard product has the ability to fully reflect individual, sensitive business processes.

We would call processes in which any action can take place only under certain conditions sensitive. For example, work safety instructions after management approval may be available only to a specified group of persons, or the initiation of a new version and approval, which can also be carried out only by dedicated persons.

Legally valuable traceability of transactions can only be expected if these processes are precisely implemented in the systems. There are many such examples in personnel management, which we will return to later.

Thus, the conclusion is that although there are many solutions offered on the market, both for document and process management, a big breakthrough will not be achieved with them, because a wave of mistrust may arise, as a result of which the processes that require the highest precision may be placed outside the boundaries of a similar system.

The solution could be process and document management solutions that can be easily adapted to individual needs. We created it with that in mind NeatMonday a solution that is based on the familiar O365 SharePoint platform and at its core is a solution that allows you to create document and process management according to the rules set by your organization.

In this way, we have not only figured out how to combine the individual rules of organizations “bespoke” with standard technology, but also preserved one of the most valuable features of online – regular technology updates, because O365 SharePoint means that you will always have the latest security standards solution version.

Is the HR department becoming an innovation engine?

Let’s see what this means in a practical sense in personnel management processes, which, as I mentioned, can be classified as sensitive processes, since they require both accuracy and confidentiality.

One of the first steps in the “life cycle” of an employee is the collection of documents about the employee and recruitment. The NeatMonday system not only allows you to submit documents digitally, but also manages all the following questions:

· who can see the employee’s file, who can change it?

· who and when can initiate the preparation of the employment contract?

· who prepares the contract?

· who and when approves the employment contract?

· who and when signs the employment contract?

· who is informed about the progress of this process and at what stage?

· to whom is the signed contract sent?

· who and when conducts work briefings? how is familiarization recorded?

· who initiates changes to the contract and when?

· who and when approves/signs changes to the contract?

· what processes are initiated in the event of contract termination (e.g. accounting information, transfer of work tools, suspension of access to information)?

· how do all these rules change depending on the level of duties/responsibility?

· when is the contract transferred to the electronic archive?

· many other organization-specific steps.

Looking at this long list of steps in just one process, it’s hard to imagine how it could fit in the minds of HR staff in larger organizations. Therefore, it is natural that the HR team is often the first to look in the directions of automation or robotics named by Terence Mauri. This is partly why we received the support of the HR community during development NeatMonday.

It was the interviews with HR professionals that allowed us to understand how best to deal with the nuances of confidentiality and certain specific conditions through automation.

The research also led to the idea of ​​a fundamental facilitation – using the NeatMonday solution, employees perform tasks according to their role (e.g. director – signing the contract). They don’t need to think about who should do what – the system thinks for them.

Advanced processes also become a component of reputation

We cannot forget that technology can not only make work easier, but also becomes a matter of prestige. And where else can a prospective employee be convinced of the progress of your company, if not by encountering the HR department?

The HR professional and the HR infrastructure are the main points of contact through which newcomers form an opinion about the organization. Therefore, when claiming the status of a successful and sought-after employer, attention should be paid to the following elements. A necessarily “live” job interview or a request to deliver paper documents can often make a younger employee wonder if he has really entered the “dynamic environment” that most job ads lure.

About NeatMonday

NeatMonday is a SharePoint solution that also includes a human resources management module. With this module, it is possible to replace paper documents with electronic ones and physical processes with digital ones. The entire sequence of created processes is managed by the system and employees perform only electronic submission – visa – approval – signing actions. NeatMonday is created by Blue Bridge Code, a company that helps organizations transform business processes into digital and automated ones.

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