HR technology is estimated to be an $8.1 billion industry in 2015. The HR Tech conference enjoyed record-breaking attendance last fall. DocuSign and electronic signature transaction management are identified as best practices for human resources management.

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owers Watson projects that HR technology will be an $8.1 billion
industry in 2015. The HR Tech conference enjoyed record-breaking
attendance last fall, and HR tech startups abound. Josh Bersin of Deloitte
by Bersin predicts that technology will play a much larger role in HR in
2013 and cites the rapid growth in HR vendors as evidence. Providers are
reinventing the applicant tracking system (ATS) to accommodate social
media integration, and mergers & acquisitions continue at a rapid pace as
vendors seek well-rounded solutions to help HR do its demanding, multi-
faceted job.
The HR department has moved well beyond its traditional role of
compliance to embrace a more strategic role within the organization.
HR heads are garnering more respect as the C-suite recognizes that
without the right talent in place, a company can’t hope to achieve its
business goals. With this newfound respect comes a greater responsibility,
however. HR is expected to strategically acquire, engage and retain the
best employees out there.
The SHRM Research Spotlight: Future HR Challenges and Talent
Management Tactics lists “creating smooth and efficient HR processes
that ensure a good employee experience” among the top challenges HR
executives will face in the decade ahead. Poorly thought-out or poorly
executed processes create a negative impression and can hurt engagement
and retention levels. In today’s talent-scarce job market, that’s a risk you
can’t afford to take.
T
HR pros must manage multiple
points of contact with current
and future employees regarding a
variety of important issues. Human
Resources has an entire industry
devoted to serving its many needs
and functions.
Which solutions are worthwhile?
We will explore four tools and
technologies that empower HR to
create positive interactions that
lead to greater engagement while
enhancing workflow processes.
Best Practices in HR Technology:
Creating a Better Experience While Improving Efficiency

2. 2
With the profusion of technology solutions available today, HR professionals
don’t have to take that risk. Thanks to enterprising minds, it’s easier than
ever to streamline workflows, increase efficiencies and help employees help
themselves to a better work experience. This article will highlight four of the
best tools and technologies designed to improve the necessary transactions
of today’s work life.
Social media-enabled applicant tracking systems
HR technology thought leader and analyst Jessica Miller-Merrill recently
discussed the evolution of applicant tracking systems from compliance and
database tools to search and engagement tools for job seekers and for
building talent networks. Whereas these systems were originally conceived
to automate recruiting processes, some now have the capability to manage
candidate relationships and facilitate collaborative hiring. These technology
advances are a much-needed boon to both sides of the hiring process, as
candidate interaction has historically left much to be desired. The new
breed of ATS also seamlessly interfaces with the organization’s Human
Resources Management System (HRMS), creating a well-organized
communication and tracking platform throughout the employee lifecycle.
According to the Jobvite 2012 Social Recruiting Survey, 70% of companies
now use social networking or social media to support their recruiting efforts.
Without a social media-enabled ATS, you face untold complexity and
headaches as you post jobs across multiple social networks and manage
candidate communication from separate systems. Fortunately, many
systems, often cloud-based, now exist to streamline expanded talent
sourcing and create an engaged talent community.
A social media-enabled ATS allows users to automatically broadcast open
jobs to multiple social networks and candidates. Some providers offer
matching technology that suggests candidates for a given job based
on their social profile information, and some offer mobile access to a
company’s career portal. That is a feature not to be discounted, as
Comscore research reveals that 77% of jobseekers use mobile job
search apps.
Employee referral remains the number one source of new hires, and a
social media-enabled ATS enables workers to easily and quickly push job
Without a social
media-enabled ATS,
you face untold
complexity and
headaches...

3. 3
postings out to their networks. The system automatically tracks social
recruiting referrals and recognizes employee contributions. This creates a
collaborative atmosphere in which employees feel vested in the recruiting
process—and, therefore, in the organization—and are rewarded for their
participation.
Video interviewing
Many companies now use virtual interviewing, both live and recorded,
as part of their recruiting process. Sarah White & Associates, in their
2012 Video Interviewing Usage Survey, revealed that more than 38%
of respondents used video at some stage of the hiring process. This
percentage is expected to rise over the next three years as usage moves
into the Early Majority phase. A 2012 video usage trends study by vendor
GreenJobInterview noted that for larger companies, that figure goes from
58% (1,001–5,000 employees) video usage to 80% (more than 10,000).
Companies both large and small—and the candidates they engage with—
can benefit from the convenience and cost reductions of video interviews.
Candidates appreciate the any time, anywhere nature of video interviewing.
It means they don’t have to take time off work to travel across town (or
across the country) to interview for a new position. They can now look into
new job possibilities during their lunch break, or after work. With just a
webcam and an Internet connection, candidates can meet prospective
employers face-to-face or record answers to interview questions. Some
vendors even offer mobile interview apps.
Candidates also appreciate the “green” aspect of video interviewing.
This technology cuts out travel, at least in the earlier stages of the
hiring process, which reduces a company’s carbon footprint. In a culture
increasingly aware of the impact human choices have on the environment,
any tool that fosters a green image is valuable to an employer’s brand.
Organizations that use virtual interviewing technology not only provide a
positive candidate experience, but they enjoy cost savings, faster time-to-
hire, and a larger candidate pool to draw from. Additionally, some video
interview platforms can be used for virtual meetings as well. This makes
remote workers feel included and considered, since you’ve made a way for
them to participate without having to travel.
Candidates
appreciate the any
time, anywhere
nature of video
interviewing.

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Electronic signature transaction management
Every stereotype has its roots in reality, which is why HR professionals
were seen for so long as merely “paper pushers.” The paper required just
to fulfill legal requirements could fill a binder for each employee, and the
burden seems to increase each year. That’s to say nothing of offer letters,
onboarding packets, requests for vacation time, employee performance
plans, and on and on. All this paperwork is a necessary part of doing
business, but it’s time-consuming, detail-oriented and burdensome.
And one missing signature or missing document could land you in legal
hot water.
Legislation such as The Electronic Signatures in Global and National
Commerce Act (The E-SIGN Act), signed in 2000, opened the door to
processing HR’s many transactions digitally. An electronic signature carries
the same weight and legal effect as a traditional paper document signed
using pen and ink. A legally compliant eSignature service will include a
complete audit trail and tamper-proof virtual seal of the signed documents,
as well as through a secure and encrypted Web page.
In addition to being legally enforceable, eSignatures offer a host of
efficiencies and cost savings. Gartner’s 2012 eSignature study revealed two
key points:
• Enterprises’ and consumers’ recognition of the benefits gained from
adopting eSignature software and services led to 48% growth in this
market in 2011, with continued growth expected.
• The ease of implementation of the Software-as-a-Service (SaaS) delivery
model will continue to drive adoption of eSignatures and will establish
SaaS as the predominant global eSignature delivery model.
HR professionals will immediately grasp the benefits of using eSignature,
which mirror those of online benefits enrollment. They include savings on
paper, printing, and postage costs; faster and more efficient processes;
and reduction in administrative burden. Which sections of a document
need to be filled out and where users need to sign are tightly controlled,
so documents are returned without errors. This reduces back-and-forth and
enables faster turnaround. HR staff who have until now been tasked with
“paper pushing” can be reassigned to more strategic tasks. Employees and
One missing
signature or
missing document
could land you in
legal hot water.

5. 5
candidates can sign once and go on their way; a smoother paperwork
process improves satisfaction levels.
eSignature is a great benefit to employees as well, who can also be
overwhelmed with paperwork. For instance, the entire onboarding process,
including I-9 and tax forms, non-disclosure agreements and more, can be
delivered and signed electronically. This can even be done in advance of an
employee’s first day, allowing the employee the time to thoroughly read all
documents instead of feeling rushed in that first-day frenzy of activity. For
current employees, periodic notices can be received via email or an online
employee portal. It’s a process that shows respect for employees’ time with
anywhere, any time access—and it fosters good communication. Solution
providers, such as DocuSign (www.docusign.com), provide the electronic
signature transaction management tools HR needs.
Online benefits open enrollment
The benefits open enrollment season is one that is met with both
anticipation and dread—anticipation from employees who want new
or improved benefits coverage, and dread from not only those same
employees, who have to wade through seemingly endless jargon-filled
paperwork, but also from the benefits administrators, who have to explain
all that paperwork and then process it all. Health care coverage is indeed a
benefit to employees, but this process can feel like an agonizing chore.
Technology once again comes to the rescue, this time in the form of online
benefits open enrollment. Electronic delivery turns enrollment into a
paperless process, saving time, money and confusion. Employees can log
in to their benefits system, compare their personalized benefit options and
enroll with just a few clicks. The system can show them where their closest
plan-approved providers and care facilities are, reducing the frustration of
denied coverage. Instead of employees having to enroll on-site during
business hours, they can discuss plan specifics with family members at
home to determine what will work best. It’s even possible to upload
documentation for dependent eligibility verification.
Online accessibility is good for benefit administrators as well. Gone are the
papers to copy, fax, mail and file; the spreadsheets; the missing forms; and
the errors due to semi-legible handwriting. Communicating with employees
Electronic delivery
turns enrollment
into a paperless
process, saving
time, money and
confusion.

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at multiple locations is easier—even automated in some cases. A financial
investment is required, but it’s quickly offset by the money saved on paper,
mailings and administrative effort. Benefit administrators become more
available to answer questions and resolve issues one-on-one, which further
enhances the employee experience.
HR Technology Serves Everyone in the Organization
CedarCrestone’s 2012-2013 HR Systems Survey examined 1,246
companies around the world and identified the 50 Top Performers. Among
their differentiators, Top Performers have more technology in place than
other organizations and “make an active effort to maximize the strategic
value from each solution.” They ensure that “employees and managers are
maximizing self service options, taking the burden from the HR department,
but more importantly empowering employees.” This group is also far more
financially successful than its peers.
The lesson of this study is that HR best practices include implementing tools
and technologies that streamline workflows and create efficiencies. These
efficiencies include significant cost savings and better candidate and
employee interactions and experiences. Both of these results are strategic:
• Money saved on materials and administration can be redirected from
transactional to strategic initiatives.
• HR is freed up to focus on keeping candidates and employees engaged
and retained. Maintaining a talented workforce is a tremendous strategic
advantage that enables organizations to not only meet business goals but
to innovate as well.
About DocuSign Inc.: DocuSign®
is the global standard for eSignature. DocuSign
helps customers accelerate transaction times to increase speed to revenue, reduce
costs, and enhance customer satisfaction with the easiest, fastest, most secure
global network for sending, signing, tracking, and storing documents in the cloud.
For more information, visit www.docusign.com or call 1.877.720.2040. Visit the
DocuSign blog at www.docusign.com/blog and follow DocuSign on Twitter, LinkedIn
and Facebook.
Top Performers
have more
technology in
place than other
organizations.