Employees are considered the strength of the organization, especially in the case of business growth and development. Therefore, it is essential to ensure that the employee aspect of a company is well-handled. As organizations grow, the number of employees continues to grow, and so are their concerns. Therefore, it becomes difficult for human resource managers to monitor the operations of each one of the employees. In this case, the employee management system has become the new savior for businesses. The adoption of the system makes the whole new difference considering it is essential for the modern business world and excellent features that make it desirable to implement.
Unique features of the Employee Management System
The decision of the management of any organization to adopt the use of the employee management system is based on the suitability of the technology. The employee management system has several factors that appeal to organizations hence making them consider the technology better than the traditional way of employee management. The system is user friendly in that it enables employees and management. It is also easy for workers and the management to operate. According to Bartram (2011) , the system can record the information of employees automatically and update them. The system is usually used in recording employee number as per their divisions and departments with the automatic updating of employee numbers when they are employed or leave the organization. Being an online system provides a search feature that enables one to find information by merely keying in keywords. For instance, one can use the employee number to search for an employee.
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An employee database facilitates accurate recording for efficient management. It functions as the digital filing cabinet as it stored employees' information hence making it easy for the administration to track more detailed information ( Doshi et al., 2020) . Custom employee data, such as certification, skills, and even favorite activities, can be stored in the database. Generally, the online cabinet mitigates the risk posed by the use of the traditional paper file method.
The employee self-service portal allows employee management of the information through self-filling. It allows workers to take care of various human resource issues that may have been required to be conducted by human personnel ( Diamantidis & Chatzoglou, 2019) . It allows employees to update their personal information, including contact, addresses, and bank accounts. It also allows the interaction between the management and employees outside the working times. This saves time as well as create a written record of communication between them.
The system has security features that help in data protection. Employees and the management can access personal data through the use of data inscription and the multi-factor authentication that helps in safeguarding the information from unauthorized access. The last feature is the absence and leaves management features. Managers and workers use the feature to access details that help them in planning for their time off the organization. The system ensures the availability of information on the attendance and absence of employees. It also acts as the informing platform where all workers get information on their privileges and policies regarding vacations, family emergency, leaves, as well as absence. Therefore, it ensures compliance with the set of rules and regulations.
Benefits of Employee Management System
The most significant benefit of using an employee management system is improving the efficiency of managing the workforce. Usually, relying on the manual process to manage employee may be tiresome. Tracking and filling information on the company does not only increase the chances of human error but also expose the company to particular compliance risks. In the current business world, technological systems allow the management to switch between accessing different products and information without the need for physical movement ( Laundon et al., 2019) . Another benefit is an increase in employee engagement and retention. Tools such as performance management offer companies with modern and up-to-date techniques for tracking and evaluating the performance and development of employees in the firm. The system not only helps the management to work with employees to develop goals but also facilitate the relationship and ensure that the workforce feels valued for their contributions in the entity ( Audenaert et al., 2019) . Acquiring a tool that promotes employee engagement is essential as it ensures that they remain motivated in their duties and achieving their goals.
The insurance of employee information is another benefit for the system. The system can maintain the privacy of the specific employee data sent through the private channel and ensure that it is only available to the head of the organization and the administrator of the system. Unlike the hardcopy documentation, employee information entered in the system is easier to secure by allowing access to just the essential members ( Diawati et al., 2019) . It also facilitates updating of the time-bound information, accuracy, and efficiency. It eliminates the massive workload that human resource personnel gets to go through while managing paperwork. The availability of data online as long as an internet connection is accessible makes it efficient for human resource personnel. One does not need to go to the physical office for them to access the importance of employee information.
Categories of employee Management Software
Employee management software is categorized based on the areas of business operations. The first type is hub staff, which is all about time spent in completing their jobs. The software is used in helping employees in time management to ensure efficient productivity. Technically, this type of system enables companies to reach substantial profitability. It monitors employee performance to ensure that they attain their goals and those of the company ( Diaz ‐ Carrion et al., 2020) . The second category is the performance management system. The software is intended to monitor and evaluate the performance of employees to keep them connected. The performance management system inspires employees to attain their set goals through increased productivity ( Audenaert et al., 2019) . Another one is the time management system, which deals with the productivity of the team. It monitors the completion of the project concerning the time spent. When using a time management system, the most efficient employees are those that can meet their goals with fewer barriers and delays.
Conclusion
Generally, the decision to adopt the use of technology and improve the management of the organization is based on the urge to enhance the productivity of the entity. Employees, being inessential part of the business's success, deserve to be managed with a high level of intelligence. Today, business management is impressed by the unique features and characteristics of the employee management system. Technically, these features enable the technique to be more effective than the traditional management of the workforce. The implementation of the employee management system enhances effectiveness, efficiency, as well as improved productivity. Electronic management reduces the cases of employee errors, thus improving the process. Also, the system can be in different categories, including performance, time, and hub staff. The form and kind of system that the organization chooses are often based on their needs. The truth is that all employee management systems are aimed at enhancing the company productivity and revenue at large.
References
Audenaert, M., Decramer, A., George, B., Verschuere, B., & Van Waeyenberg, T. (2019). When employee performance management affects individual innovation in public organizations: The role of consistency and LMX. The International Journal of Human Resource Management , 30 (5), 815-834.
Bartram, T. (2011). Employee management systems and organizational contexts: a population ecology approach. Management Research Review .
Diamantidis, A. D., & Chatzoglou, P. (2019). Factors affecting employee performance: an empirical approach. International Journal of Productivity and Performance Management .
Diawati, P., Paramarta, V., Pitoyo, D., Fitrio, T., & Mahrani, S. W. (2019). Challenges of implementing an employee management system for improving workplace management effectiveness. Journal of Environmental Treatment Techniques , 7 , 1200-1203.
Diaz ‐ Carrion, R., López ‐ Fernández, M., & Romero ‐ Fernandez, P. M. (2020). Sustainable human resource management and employee engagement: A holistic assessment instrument. Corporate Social Responsibility and Environmental Management .
Doshi, V., Matharu, R. S., & Pathak, V. (2020). Employee management system (No. 2800). EasyChair.
Laundon, M., Cathcart, A., & McDonald, P. (2019). Just benefits? Employee benefits and organizational justice. Employee Relations: The International Journal
