Lotus Notes and Domino for Human Resources: Employment Empowerment and Self-Help
This is part two of a four-part series on using Lotus Notes and Domino for Human Resources. Last week's Lotus411 Executive Briefing on Notes Technology column focused on how HR departments can use Notes and Domino for recruiting and applicant tracking. This week's looks at how Lotus Notes and Domino can foster employee empowerment and self help.
Access to policies and benefits information:
Notes serves as a more efficient way to share corporate policies and benefits information with everyone in the entire organization, no matter where the employees are located or what computer platform they use. (Note: While Domino will work on any platform, Notes only operates on MS Windows 95, 98, 2000 and Mac platforms.) Thanks to Notes Replication technology, employees who travel frequently can access documents and update information in Domino databases when they need to. This allows employees to be in touch at all times and provide feedback on the information your company provides at any time. Notes and Domino can also allow access to general information to others outside your immediate organization.
The answer to any question:
Answering questions and fulfilling requests are key functions of any HR professional. But answering the same questions repeatedly is a leading cause of HR frustration and burnout. Handling these tasks efficiently is important to the productivity of any HR group. Notes databases can contain a wide range of information, Frequently Asked Questions (FAQs) and more. With Notes, employees and managers can access the information they need when they need it -- from work via a PC or an information kiosk, or from home via Notes dial-in capabilities or a Web browser. Employees can find answers to their own questions -- from checking their 401(k) plan to finding out more about job sharing.
Electronic employee change records and HR forms:
With the multitude of demands on their time, the HR staff cannot afford to get bogged down in paperwork. Forms databases in Notes can help employees initiate simple record changes in seconds. Managers can also initiate critical events, like leaves, promotions and more. Organizations use Notes to allow employees to make changes to their 401(k) or stock ownership plans, enroll in training courses and more. Besides being a more efficient solution for making changes, Notes allows organizations to foster a working environment where employees feel empowered and in control -- which can contribute to higher morale. With Notes, HR groups can focus on more specific questions and issues, rather than repetitive general inquiries. And mail-enabled or phone-enabled Notes applications allow employees to contact the HR group quickly for more personal attention.
It's important that HR departments are in constant contact with employees and are as efficient as possible. By automating many the HR tasks with easy-to-use technology, Notes can help foster an efficient HR department by significantly reducing the HR workload and providing an effective means of communication throughout a company.
This was first published in October 2000