By Megan Morreale, HR Specialist
Human resource professionals frequently fill out a lot of forms and keep track of many types of data, ranging from employee benefit plans to career development programs. Now you can use technology to simplify these tasks, and spend more time on people and less time on paper.
With the Microsoft Office System, you have tools to make your job easier. You can be more productive, share information with confidence, and communicate efficiently.
Recycle your work with Word templates
A template is like an online blank form. The unchanging parts are there automatically, and you enter only the information that changes from one time to another. Many of your forms, letters, and checklists are standardized. Why retype everything each time?
For example, recruiters can use Word templates for such things as:
- Employment applications
- Applicant tracking
- Candidate evaluations
- Employment verification forms
- Offer letters
- Rejection letters
And HR generalists can use them for things like:
- Counseling memos
- Employee handbook acknowledgements
- Performance review forms
- Employment separation checklists
- Termination letters
- Performance action plans
A Word template can automatically check information such as employee number, date of hire, or other personnel data. Plus, you can make your templates available for people to use online. And all that saves time.
Use Excel to track and report your HR data
Tracking and reporting data is a big part of an HR professional's job.
For example, recruiters must track information about:
- Incoming resumes
- Applicant sources
- Numbers of candidates interviewed
- Interview-to-offer ratios
- Reasons for declining candidates
Generalists need to measure, analyze, and report on statistical information such as:
- Employee demographics
- Employee relations
- Turnover rates
You can develop, manage, and track all of these activities quickly and efficiently by using Excel.
Organize meetings, interviews, and e-mail with Outlook
You can use Outlook to organize meetings and streamline communication. Calendar features can help schedule meetings such as exit interviews, employment interviews, and employee relations meetings.
Recruiters can use e-mail to route resumes and exchange interview feedback.
Generalists can use e-mail to answer questions from employees quickly and to communicate with managers.
And Outlook can make it all easier:
- Color-code Calendar items to highlight important entries.
- Flag e-mail messages that require action or follow-up.
Create charts and presentations with Visio and PowerPoint
Visio makes it easy to create and share organizational charts.
PowerPoint helps you develop things like:
- Classroom training materials
- Hiring guides
- New-employee orientation materials
- Employee handbooks
- HR contact lists
Templates in Visio and PowerPoint make creating organization charts and presentations a breeze.
Microsoft Office tools are designed to work together to make your office tasks as efficient as they can be. See the Microsoft Office Online Assistance Web site to find tips, tricks, and tools to help your HR department run smoothly.
About the author
Megan Morreale is a Senior HR Manager with the Microsoft Information Worker group. Prior to her current position, she was the Director of Technical Recruiting for the Business Groups for Microsoft. She holds a Bachelor of Arts degree in Psychology from the University of California — Los Angeles.