How to Provide HR Services Online: A Guide for HR Professionals

The rise of remote work and digital transformation has reshaped the way businesses operate, and Human Resources (HR) is no exception. HR services, traditionally conducted in person, have increasingly moved online to accommodate the needs of remote teams, global workforces, and the growing demand for flexibility. From recruitment and onboarding to payroll and employee development, providing HR services online has become essential for modern HR professionals. In this guide, we’ll explore how to effectively deliver HR services in a virtual environment.

1. Leverage HR Management Software

The foundation of providing HR services online is using the right HR Management Software (HRMS). These platforms streamline a wide range of HR functions, making it easier to manage remote teams and offer support from anywhere.

Popular HRMS platforms include:

• BambooHR: An all-in-one platform offering employee management, time tracking, and payroll services.
• Zoho People: A cloud-based HR software that covers everything from recruitment to performance management.
• ADP: A widely-used platform that focuses on payroll, employee benefits, and compliance management.

Benefits of HRMS:

• Centralized system for managing employee records, benefits, payroll, and more.
• Easy access for both HR teams and employees to request and process information.
• Automation of repetitive tasks, saving time for HR professionals.

By using HRMS platforms, you can provide seamless HR services online, reducing paperwork and improving efficiency.

In addition to the HRMS, you can use a platform like Schemon to schedule interviews, conduct interviews remotely 1:1, share files and track progress.

2. Recruitment and Talent Acquisition Online

Recruiting and hiring new employees is one of the most important aspects of HR, and this process can be effectively conducted online. Here are some key steps for providing recruitment services in a virtual setting:

• Use online job boards: Platforms like LinkedIn, Indeed, and Glassdoor allow you to post job openings and attract a global pool of talent. These platforms also offer tools for filtering and screening candidates.
• Leverage Applicant Tracking Systems (ATS): Using an ATS, such as Greenhouse or Workable, helps streamline the recruitment process. These systems organize applications, schedule interviews, and track candidate progress all in one place.
• Conduct online interviews: Online interviews are essential for remote recruitment. Use platforms like Zoom or Google Meet or Schemon to conduct interviews with candidates, ensuring you have a structured process and clear communication throughout.
• Remote skill assessments: Incorporate online tests or assignments using platforms like HackerRank (for technical roles) or TestGorilla (for general skills) to evaluate candidates’ abilities before moving forward with the hiring process.

By digitizing recruitment, you can reach a broader audience, streamline your hiring process, and make data-driven decisions.

3. Onboarding and Employee Orientation

Once you’ve hired a new employee, the onboarding process can be handled completely online. Effective virtual onboarding helps new hires feel welcome, learn the necessary tools, and integrate into your company’s culture.

Here’s how to provide online onboarding:

• Create an onboarding portal: Use HR software to create an onboarding portal where new hires can access essential information like company policies, training materials, and organizational charts.
• Schedule virtual orientations: Host virtual orientation sessions via video conferencing tools. Introduce the new hire to team members, review company values, and explain their role and expectations.
• Use e-learning platforms: If your onboarding process includes training, use platforms like Udemy for Business, Coursera, or your HRMS to deliver self-paced courses and assessments.
• Assign a mentor or buddy: Pair new hires with an experienced colleague who can guide them during the onboarding period, answering questions and helping them navigate company culture.

By using online tools and structured processes, you can provide a smooth and engaging virtual onboarding experience.

4. Manage Payroll and Benefits Online

Managing payroll, benefits, and employee compensation can also be done entirely online. HR professionals can streamline these functions by using payroll and benefits management tools that integrate with HRMS platforms.

Steps to manage payroll and benefits online:

• Automate payroll: Platforms like Gusto, Paychex, or ADP handle payroll processing, tax calculations, and direct deposits. These tools ensure accurate payments and compliance with tax regulations.
• Offer self-service portals: Employees can access their payroll information, view pay stubs, and make changes to tax withholdings via self-service portals. This reduces the HR team’s administrative burden.
• Manage benefits online: Use benefits administration platforms like Zenefits or Rippling to manage health insurance, retirement plans, and other employee benefits. Employees can enroll in or update their benefits online.
• Monitor compliance: Ensure that your payroll system complies with local labor laws and tax regulations by using HRMS tools that automatically update changes in employment laws.

By automating payroll and benefits, you can save time and ensure accuracy while providing employees with easy access to their compensation and benefits information.

5. Performance Management and Employee Development

Managing employee performance and fostering growth can also be done effectively in an online environment. Here’s how to manage these tasks remotely:

• Set clear goals and expectations: Use goal-setting and performance-tracking tools within HRMS platforms to set measurable goals for employees. Platforms like Lattice and 15Five help managers track progress and align individual goals with company objectives.
• Conduct virtual performance reviews: Schedule regular virtual performance reviews using video conferencing tools. Make use of performance data collected throughout the year to discuss achievements and areas for improvement.
• Offer continuous feedback: Use employee feedback tools like CultureAmp or Officevibe to gather and share feedback with employees regularly. This keeps employees engaged and helps them improve continuously.
• Provide online learning opportunities: Promote employee development through online courses and training programs. Platforms like LinkedIn Learning, Skillshare, and Udemy for Business allow employees to upskill and grow in their roles.

By leveraging digital tools, you can manage performance effectively and help employees reach their full potential, even in a virtual setting.

6. Foster Remote Team Culture

One of the challenges of providing HR services online is maintaining a strong company culture when employees are remote. Here are some strategies to keep remote employees engaged and connected:

• Host virtual team-building activities: Schedule regular virtual team-building sessions using tools like Zoom or Slack to bring employees together and build a sense of community. Games, quizzes, or online workshops can help break the ice.
• Encourage communication and collaboration: Use collaboration tools like Slack, Microsoft Teams, or Trello to foster regular communication and teamwork. Set up channels for both work-related discussions and casual chats.
• Celebrate milestones and achievements: Recognize employee achievements, work anniversaries, and personal milestones in virtual meetings or through company-wide emails. Sending digital gift cards or organizing virtual celebrations can boost morale.
• Survey employees regularly: Conduct anonymous surveys using tools like SurveyMonkey or Google Forms to gather feedback on employee satisfaction and areas for improvement.

A strong remote team culture ensures that employees stay engaged, feel supported, and remain aligned with company values, even when working from different locations.

Conclusion

Providing HR services online is now a necessity in the modern workplace, and with the right tools and strategies, it can be just as effective as in-person HR. By using HR management software, conducting remote recruitment, and offering virtual onboarding and development, HR professionals can streamline their processes and support remote employees effectively. Embrace the digital shift, and create a seamless, supportive experience for your employees, no matter where they are.

Schemon helps you out through the interview process, onboarding process and after the interview process as a tool to communicate with hired personnel effectively. Signup to Schemon for free now and discover.

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