Top Features to Look for in an Employee Self-Service Portal

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User-Friendly Design

In the age of mobile and cloud, people expect a digital experience that is streamlined, convenient, and user-friendly. Self-service portals give employees this power, allowing them to change personal information instantly, generate salary statements, access training modules, and submit expenses without waiting for an HR team member to be available on the phone. It increases productivity and reduces costs.

Table of Contents

Depending on the size of your organization, an employee self service portal may offer a wide range of services. These include personal information management (like updates to emergency contact details), time and attendance management, payroll and compensation management, and benefits management. In addition, many ESS tools also include social collaboration features, like forums and announcements, that allow teams to connect, improving overall workplace communication.

When designing your ESS, it is vital to remember how different employees will use it. Some will be clickers who browse articles to find what they are looking for, while others will want the answer quickly and prefer to “google” it. The layout of the ESS should reflect this and be designed to make it easy for all types of users to find what they need.

An important feature to add is a question at the end of each article asking employees whether they found it helpful. It will give you an instant insight into whether the content resonates with your team.

Easy Navigation

Employee self-service portals can be a time-saving juggernaut, but they only work when employees know where to find the correct information. That is why it is essential to design a portal with easy navigation. Whether via an intuitive interface or a search function, your users will expect a low-effort experience.

From an HR perspective, incorporating an employee portal allows you to shift your focus away from answering low-value questions and towards more strategic initiatives. It also gives employees a more robust sense of control over their information and professional needs, boosting morale.

For instance, if an employee asks about the status of an IT ticket they’ve submitted, a portal with clear account visibility will allow them to log in, keep tabs on progress, and get updates at their convenience. It can reduce the 1:1 interaction your IT team has with employees, freeing up your resources for more high-value tasks.

Employees can also use self-service tools to directly manage their information, such as scheduling and vacation requests or updating their personal contact information. It can eliminate the need to update HR records manually, which saves valuable HR time and helps ensure the accuracy of the data. It can also be a great way to communicate with employees about training and other professional development opportunities.

Powerful Search System

Employee self-service portals are a great way to provide employees with 24/7 access to their HR information and tasks. It enables employees to handle routine HR questions and tasks instead of calling their manager or HR team for assistance. It helps reduce the administrative burden on your HR team and improves employee satisfaction and productivity.

A good ESS platform will include an easy-to-use search system that lets employees find the information they need quickly and easily. It is significant for a remote or hybrid workforce, as employees may not be able to come to the office to get answers to simple questions. An ESS that uses a responsive design will automatically adjust to the size of the user’s screen, making it easy for everyone to access and use.

ESS technology platforms can also help streamline and automate compliance reporting. It is conducive for companies dealing with government regulations like EEO, FMLA, and OSHA. It will make it easier to ensure that all employees receive the same information and know all policies and procedures, regardless of their location or job title.

Some ESS portals can even allow employees to update their personal information such as address, phone number, and email. They can also access their work schedule, submit vacation or sick leave requests, and view past payslips. Other features of an ESS include a company directory, performance management tools, and a suggestion box or feedback system.

Secure

An employee self-service portal is a convenient way for employees to access all the information they need. It can also act as a hub for communication and team collaboration. It can include a social platform, allowing teams to react to announcements and forum posts, or even have in-platform chat to share ideas and information. This feature is vital in a remote workforce, where communication can be challenging.

ESS can help reduce HR workload by allowing employees to update their information and perform tasks such as submitting leave requests without human intervention. It helps businesses achieve greater efficiency and accuracy and improves employee satisfaction.

When employees have all the information they need, they can take a more proactive approach to their professional development and career growth. It can also help them save time, as they won’t need to search for information or raise questions with HR constantly.

Many ESS systems are mobile-friendly, allowing employees to log in from anywhere at any time. It means that employees can access their work data on the go, whether working from home, at a coffee shop, or even during travel for business. This flexibility benefits remote workers and employees who may change shifts or locations during the week.