Digital business transformation is upon us.
As such, there’s no reason the skilled members of your HR team should be wasting time and brain space on manual tasks like updating, distributing, collecting, correcting, storing, and accessing vital employee documentation.
Paper, Excel spreadsheets, and other risky, inefficient HR systems are out.
Digital, secure, and best of all fast document creation management is in—and it’s all thanks to ServiceNow’s developments to their HR platform.
HR documentation goes paperless
ServiceNow’s Employee Document Management tool helps organizations meet the documentation challenges that come from using disparate tools that waste time and introduce security concerns.
As of the London release of ServiceNow, the powerful HR document management platform provides:
- Easy-to-set document retention rules based on corporate and legal regulations
- Permission settings so you can control who can view sensitive information
- Metadata tagging to quickly call up the right documents—right when you need them
- Reminders to purge documents to keep your workflow lean and organized
- Extensive digital filing capabilities
- Plenty of storage for digital documents
With these digital HR document management capabilities, ServiceNow tapped into the next natural step in the HR service lifecycle—including HR in digital business transformation by digitizing, automating, and uniting paperwork and related tasks in one user-friendly application.
ServiceNow empowers HR practitioners to fully control the document lifecycle within Service-now directly. In addition, they can use the platform to share, publish, or otherwise use the document throughout onboarding, offboarding, and any other employee event—drastically minimizing the number of tools, processes, and steps needed to meet these needs.
By letting HR professionals manage documents end-to-end, organizations will find that employees, prospects, contractors, and other contingent laborers are able to quickly get onboarded, up to speed, and productive. And all of that comes with the assurance that their documentation will be accurate, secure, and compliant thanks to ServiceNow’s Employee Document Management platform.
Create a single knowledge article for countless audiences with digital content blocks
During my years of implementing custom ServiceNow instances, rarely have I seen a feature HR departments enjoy as much as the knowledge tool. However, using it used to come with the overwhelming responsibility of keeping all those knowledge articles up to date and ensuring there was a version that met each audience’s need.
Hours of time often goes into creating a single knowledge article. With something like a benefits campaign where each state might need its own unique content, the writing and maintenance alone can quickly become a cumbersome, full-time chore.
It’s enough to scare any HR professional with a long to-do list away from starting or maintaining a knowledge base—even when their organization could really benefit from one.
However, ServiceNow’s HR Service Delivery knowledge blocks greatly simplify knowledge authoring for writers and consumption for readers.
Knowledge blocks are reusable pieces of content secured by user criteria. This user criteria controls which users can read or not read the block of content—ensuring that you’re able to deliver the right content to the right reader all the time.
This is incredibly powerful. Now for that benefits campaign, instead of writing 50 articles you can create a single article with 50 different content blocks set to appear to the right audience as needed.
This use case barely scratches the surface of the potential of knowledge blocks and I’m excited to see the ways my clients and colleagues dream up using this brilliant yet simple concept.
The HR improvements and feature sets in ServiceNow’s London release are some of the most transformative I’ve ever seen. ServiceNow is sure to be a worthwhile, strategic investment for HR today as well as into the future.
Say goodbye to disparate, out-of-date systems that put HR security and sanity on the backburner. Contact Cask’s team of artisan engineers to digitize HR paperwork and knowledge articles and put the “strategic” back in your strategic growth plan.
