The largest shake up of employment rights in decades has significant implications for HR compliance.
The Employment Rights Bill, due to be introduced in October, is expected to set out a broad range of reforms aimed at enhancing job security and boosting workers’ rights.
With the government signalling that it wants to bring in more
than 60 significant employment law changes, this legislation is likely to be momentous. Some intentions are already becoming clearer so employers should be thinking now about how they can best prepare.
As businesses and employers wait to see if the package will be as bold as promised, what’s clear is that the measures will have far reaching implications for compliance.
The impact on every company’s HR practice will be considerable, creating additional workload and pressure.
Managers at The Sharp End
Whatever the outcome over the coming weeks and months, HR teams and managers will be at the sharp end of enforcing these new workplace rights. Once the changes and impact on the business have been fully understood, worked out and absorbed, it will be all hands to the pump to get everything in place.
Workforce strategies will need to be reviewed and amended; contracts reviewed; new employment contracts written to clearly reflect the legislation including well-drafted probation clauses; employee handbooks updated; HR documents and policies re-written; procedures reviewed; staff informed; and managers trained to ensure that everything complies with new rules.
Even in the normal course of events, without the reforming zeal of a new administration, staying compliant with HR legislation can be a stressful business. Employers must be careful to follow the legal and regulatory standards, set out in ever changing UK employment law, fulfil contractual obligations with respect to staff and establish a safe work environment.
GDPR is also a risk factor when it comes to handling personal data and ICO regulatory guidance must be followed, or you could be heavily fined.
Continuous vigilance is required because failure to meet responsibilities can result in legal penalties, disgruntled employees and reputational harm.
Support From HR Tech
That’s the reality check. However, the good news for employers is that there are now more digital tools than ever to help support these responsibilities.
The emergence of artificial intelligence and machine learning has seen HR technologies becoming ever more sophisticated and versatile.
While most organisations prefer not to be early adopters, a surge in workplace digitalisation and advances in cloud computing have made integrative HR systems a realistic, flexible and cost-effective option for growing businesses. This is tried and tested software that offers the ability to store everything securely on one platform, with GDPR and data compliance built in alongside streamlined, time saving HR workflows.
Can HR software be a reliable strategy for supporting complex HR compliance? Let’s take a closer look.
Protecting Employee Data
Employers have a vast amount of workforce-related information that needs to be recorded, kept safe and updated. Certain information is deemed ‘sensitive’, such as health and medical conditions, and must be kept more securely. Being able to easily find and track employee data is essential while still ensuring that it’s only accessible to those who need to see it.
Storing everything securely on one platform makes recording, tracking, updating, sharing and securing this information quick and easy. Staff can check and update their records under controlled conditions, avoiding problems with outdated information such as old addresses and bank account details. Privacy settings and user permissions ensure that only the right people have access.
Safeguarding Sensitive Staff Information
Digital HR Files provide protection for the files that matter most with secure, centralised storage for personal records, employment contracts, and other sensitive documents.
Each employee has their own folder so you can instantly organise, store and access their information. Secure access controls ensure managers can only upload documents for people they’re directly responsible for, while staff can only access their own individual documents.
Reassurance for Employees and Employers Alike
With cyber threats on the rise, securing sensitive HR data has never been more crucial. HR software provides secure, role-based access to documents, ensuring that only authorised personnel can view or modify sensitive information. Employee data is encrypted, backups are automatic and require no action on your part.
This layered approach to security sends a clear and reassuring message to staff: their personal information is in safe hands.
A Dynamic Legal Landscape
As outlined earlier, we can soon expect the biggest transformation in employment rights for a generation - with all the pressure and extra work that entails.
Here’s where a digital Document Library is worth its weight in gold.
Usually offered as part of your HR platform services and continuously updated to ensure compliance with current legislation, you’ll find professional quality template documents at your fingertips. Look for a library that is comprehensive and has templates ready for every scenario.
HR Advice and Guidance
Employment advice is often required as part of the compliance process, especially for SMEs without a dedicated HR team. Generic guidance, while being a great starting point, can often paint too much of a broad picture when it concerns a specific situation or sector. Having access to an HR professional, via your platform, can be extremely valuable as they can get to know your own circumstances and tailor advice accordingly.
Whether it’s a quick query or something more complex, Live HR Support provides a confidential service from trusted HR professionals. Being able to call on this indispensable facility for help and support at the times you need it, through accessible online routes as well as by phone or email, means you can be confident you’re doing the right thing.
Centralising HR Policies
For HR policies to be effective, organisations need consolidation and accessibility.
HR software acts as a centralised and secure repository for all your HR documentation, making it easy to check, update and share. This centrality not only helps with compliance but also ensures a unified and cohesive understanding of workplace rules and procedures. Staff find it simple to locate the relevant policies, can read them without time constraints, then save and review at any point in the future.
Archiving Ex-Employee Information
When staff leave, managing their digital departure is as important as their physical one. Offboarding is a necessary part of HR policies and processes and helps ensure a smooth, compliant transition for both the employee and the business.
HR software simplifies the archiving process, providing clear guidelines on how long to retain documents while ensuring ex-employee information is securely stored and eventually disposed of in compliance with legal and company policies.
When your employee leaves your organisation, you should be able to choose how long their data is held before it is automatically redacted. Make sure your HR software complies with GDPR by checking that it holds data no longer than necessary.
Compliance is Protection
Compliance, in all its forms, is essentially about protecting your workforce and business; HR technology must be relevant and responsive to this essential fact.
In a fast-moving digital age, it’s important that we don’t lose sight of the human element that connects us to each other - and new models for managing employees must therefore remain relevant and responsive to what really matters in the workplace.
The best HR software brings teams together while also providing practical measures to help manage the burden of compliance, allowing organisations to function with more efficiency, confidence and engagement.
Everyday Business Software
WorkSmarter is founded and run by experienced business owners with expertise in technology, people management and HR. We know exactly why advanced cloud technology makes the difference in being able to support SME compliance and drive forward business growth.
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