Ask any human resources department about how much overall productivity is lost by employee turnover and you’ll likely get the same answer – a lot. The hiring and firing of employees create a ripple effect that is felt throughout an organization and impedes workflow due to confusion and lack of communication. However, an effective automated turnover process with SharePoint can mitigate this loss in production.

Automation ultimately facilitates a work process and also helps in decision-making. SharePoint solution offers a complete set of tools to automate and streamline business processes, allowing communication among different apartments to flow swifter and smoother. Here is how managing the hiring and termination process through SharePoint can be easier and more manageable.

Hiring and Termination Process Using SharePoint

SharePoint can be a useful tool for managing the hiring and termination process within an organization. Here's how SharePoint can be utilized for these processes:

1. Hiring Process

SharePoint development simplifies the process of hiring new employees by reducing the process to just a few steps. An HR manager can add new employees by simply filling out a form and adding the details of an employee. Once added, the employee’s information is automatically emailed to the hiring manager.

# Job Posting

The HR team can create a centralized job posting site on SharePoint, where they can publish open positions, job descriptions, and application instructions.

# Applicant Tracking: SharePoint solutions

can be used to track and manage job applications. Each application can be stored in a designated document library or list, allowing HR managers and hiring teams to review and evaluate candidates' qualifications.

# Collaboration and Feedback

SharePoint integration enables collaboration among hiring managers and team members. They can provide feedback, rate candidates, and discuss their evaluations within the SharePoint solution.

# Interview Scheduling

SharePoint calendars can be used to schedule interviews and coordinate availability among interviewers and candidates. Notifications and reminders can be sent through SharePoint to ensure all participants are informed.

# Onboarding

Once a candidate is selected, SharePoint can support the onboarding process by providing a centralized location for necessary documents, policies, and training materials. New hires can access this information through their user profiles.

2. Termination Process

The termination process can be equally streamlined. An HR manager may begin the termination process by filling out a termination form. Upon confirming the details, an email is sent to different departments for further action.

# Employee Offboarding

SharePoint can be used to manage the offboarding process. It can serve as a repository for exit interviews, clearance forms, and other documentation related to employee departures.

# Communication and Notifications

SharePoint can facilitate communication during the termination process. HR managers can use announcements or news web parts to inform relevant stakeholders about an employee's departure and any resulting changes or reassignments.

# Access Revocation

SharePoint allows administrators to easily revoke access to specific resources, documents, or sites when an employee's termination is finalized. This helps ensure data security and compliance.

# Task Assignment

In the termination process, task assignments can be automatically managed. The hiring manager can receive a notice about the employee termination so they can create a new job opening in the organization. The Network Manager can proceed by withdrawing the former employee’s user access and permissions and by cancelling passwords. The Marketing Manager can destroy marketing collaterals pertaining to the terminated employee. The Telecommunications Manager can withdraw desktop systems or VOIP that were given to the former employee.

# Reports

Reports offer a bird’s eye view of the system. An HR manager can scan through various information related to hiring, termination, tasks assignments etc. The HR can even choose to dig deeper into the reports using various criteria like Department, Status and Date to accumulate desired information.

Task Manager

The hiring manager can view the current tasks of employees through the SharePoint dashboard. Here, they can further edit the details of the employees, add designations, notes, and the date of joining. Upon saving the information, an email is sent to the concerned departments for further action.

For instance, the Network Manager can receive task information about setting up the user accounts, permissions, and passwords of the new employee, as well as allocating gadgets as per instructions. The Marketing Manager can be sent task information about issuing marketing collaterals as required. The Telecommunications manager can also be sent information about configuring the desktop system, VOIP, or performing technical training as required. Finally, a welcome email can also be generated introducing the employee to the company and its system along with the required access information into the system.

Advantages of HR SharePoint

The main advantage of using SharePoint integration is better management and collaboration throughout all departments. The above examples demonstrate simple automating hiring and terminating processes through SharePoint. Likewise, the entire HR process can be equally automated for the following advantages:

1. Paperless Environment

SharePoint enables HR departments to transition to a digital environment, reducing paper clutter and the need for physical storage space. Documents such as resumes, agreements, contracts, policies, and templates can be stored and accessed electronically in SharePoint's Document Library. This eliminates the need for manual document handling, improves document searchability, and enhances overall efficiency.

2. Improved Communication and Collaboration

SharePoint promotes better communication and collaboration among different departments within the organization. HR teams can create shared workspaces and collaborate on projects, share information, and discuss ideas. This fosters cross-departmental collaboration and facilitates the exchange of knowledge and best practices.

3. Vacancy Management

SharePoint provides tools for managing the entire recruitment process. HR teams can use SharePoint to store and manage resumes, track candidates, schedule interviews, and maintain an up-to-date list of job openings. This centralization of vacancy management helps streamline the hiring process, improves candidate evaluation, and ensures efficient coordination among HR team members.

4. Team Workspaces

SharePoint allows HR managers to create team workspaces where they can assign individual tasks, share work responsibilities, and collaborate on projects. This enables effective teamwork, enhances productivity, and ensures everyone is aligned with the goals and objectives of the HR department.

5. Seamless Management across Locations

SharePoint's features are particularly beneficial for organizations with multiple branches or locations. HR activities such as performance reviews, reporting, leave approvals, and daily attendance can be managed seamlessly, regardless of different physical locations. SharePoint provides a centralized platform that enables consistent HR practices and information management across the organization.

6. Company Intranet Development

SharePoint can be leveraged to develop an intranet for the organization. This intranet serves as a central hub for employees to access important information, policies, procedures, and company announcements. It enhances communication, knowledge sharing, and collaboration among employees across different locations.

7. Employee Information Management

SharePoint facilitates the efficient management of employee information throughout their employment lifecycle. HR departments can maintain employee details, such as daily attendance, skillsets, tasks assigned, and performance records. Additionally, SharePoint can be utilized for managing the exit process when an employee terminates their service, including conducting exit interviews and collecting relevant documentation.

8. Reports and Analytics

SharePoint's reporting capabilities allow HR managers to generate reports and access various information related to hiring, termination, task statuses, and more. These reports provide a quick overview of HR processes, enabling data-driven decision-making. The reports can be customized with filters to gather specific information based on department, status, date, and other relevant parameters.

Conclusion

Managing employee hiring and termination processes through SharePoint offers numerous advantages to HR departments and organizations as a whole. SharePoint provides a centralized platform for automating and streamlining these processes, resulting in improved efficiency, better communication, and enhanced collaboration. By leveraging SharePoint's features such as job posting, applicant tracking, collaboration tools, document management, task assignment, and reporting capabilities, HR departments can simplify and optimize their operations.

At Simtekway, we offer end-to-end SharePoint services, including consulting, development, customization, integration, and ongoing support. Our expertise in SharePoint development allows us to create intuitive and user-friendly interfaces, design robust workflows, and ensure seamless integration with existing systems. We can help you leverage the power of SharePoint to automate and streamline your employee hiring and termination processes, resulting in improved productivity and efficiency.

Hire Simtekway developers to discuss your HR process automation requirements, and let us help you harness the full potential of SharePoint for managing your employee lifecycle.

Call us at 484-892-5713 or Contact Us today to know more details about the managing employee hiring and termination processes through SharePoint