ServiceNow HR: So Long, Paperwork. Hello, Productivity!

Digital business transformation is upon us. Or haven’t you noticed it in your organization?

Today, there’s no reason your skilled HR team should waste valuable time or brain capacity on mundane busywork.

Inefficient systems based on paper, Excel spreadsheets, and other risky, manual methods are so 1999. (Remember when that was the future?)

Tedious, time-consuming tasks like updating, distributing, collecting, correcting, storing, and locating employee documentation can now be performed more efficiently when digitized and automated.

Fortunately, the trend toward digital, secure, and (best of all) fast document creation management continues to gain momentum, thanks to the ServiceNow HR platform.

Making HR Documentation Paperless

Avoid wasting time and prevent the introduction of new security concerns with the ServiceNow Employee Document Management tool, which helps you address the challenges associated with the use of disparate tools.

ServiceNow HR document management platform provides:

  • Easy-to-set document retention rules based on corporate and legal regulations
  • Permission settings to control who can view sensitive information
  • Metadata tagging to quickly call up the right documents as needed
  • Reminders to purge documents, keeping your workflow lean and organized
  • Extensive digital-filing capabilities
  • Plenty of storage for digital documents

 

The Move to Digital Transformation

With digital HR document management capabilities, ServiceNow has tapped into the next natural step in the HR service lifecycle. Help your HR team make the move to digital business transformation by digitizing, automating, and uniting paperwork and related tasks in one user-friendly ServiceNow application.

HR practitioners can fully control the document lifecycle within ServiceNow directly. What’s more, your HR team can use the platform to share, publish, or otherwise use the document throughout onboarding, off-boarding, and other employee events, while minimizing the number of tools, processes, and steps.

When organizations allow HR professionals to manage documents end to end, they find that their employees, prospects, contractors, and other contingent laborers can quickly get onboard, up to speed, and productive. All those benefits come with the assurance that documentation will be accurate, secure, and compliant, thanks to the ServiceNow Employee Document Management platform.

Get to Know the Knowledge Tool

In all my years of implementing custom ServiceNow instances, I have rarely seen a feature that HR departments enjoy as much as the knowledge tool. However, the people who first used the tool faced an overwhelming responsibility: keeping all the knowledge articles up to date and maintaining versions for each intended audience.

A single knowledge article can take hours of time to create. For something like a benefits campaign, in which each state might need its own unique content, the writing and maintenance alone can quickly become a full-time chore.

All that extra work is enough to deter any HR professional with a long to-do list from starting or maintaining a knowledge base—even when the organization would clearly benefit from one.

 

The Case for Knowledge Blocks

You can greatly simplify the writing and consumption of knowledge articles through the use of ServiceNow HR Service Delivery knowledge blocks.

Knowledge blocks are reusable pieces of content secured by user criteria. The user-criteria controls the access a block of content, regulating which users can read (or not read) each one—thereby ensuring delivery of the right content to the right reader, every time.

 

50 Reasons to Digitize

Knowledge blocks can be incredibly powerful. Instead of writing 50 separate articles for your benefits campaign, you can create a single article using 50 different content blocks that appear to the right audience as needed.

This use case barely scratches the surface of the potential value of knowledge blocks. But already, I’ve been excited to see the many creative uses my clients and colleagues have dreamed up with this brilliantly simple tool.

So say goodbye to those disparate, out-of-date systems that have held back your HR security and peace of mind. If recent improvements and feature sets are any indication, ServiceNow will continue to be a sound, strategic investment for HR well into the future.

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