September 11, 2024 - Oleksii Sribnyi
When I'm tasked with organizing employee documentation, having a reliable employee documentation software is essential.
This type of software allows organizations to streamline the process of creating, managing, and maintaining essential employee records.
From my perspective, using tools like Folge makes it much easier to ensure that all documentation is accurate, up-to-date, and accessible, saving time and reducing confusion.
Employee documentation refers to all the records, files, and documents that track important information about an employee's employment history, performance, and compliance with company policies. This documentation includes onboarding materials, training records, performance reviews, disciplinary actions, and any legal or compliance paperwork that needs to be kept on file.
In my opinion, properly managing employee documentation is critical for compliance, internal efficiency, and ensuring that employee records are accurate and easily accessible. Unfortunately, 45% of small-sized businesses still rely on traditional paper-based document management, which can be time-consuming and prone to errors. With the help of employee documentation software, organizations can reduce the time spent searching for documents and focus on more important tasks.
When I'm managing employee documentation, I often categorize it into different types to ensure it is organized properly. Here are the main types of employee documentation:
Onboarding Documents
These include offer letters, contracts, tax forms, and any other paperwork required when a new employee joins the company. I recommend using employee documentation software to streamline this process and ensure that everything is in one place.
Training Records
This type of documentation tracks an employee's training and certifications. Keeping these records up-to-date ensures compliance with internal policies and industry regulations.
Performance Reviews
Employee evaluations, feedback, and performance improvement plans fall into this category. I've found that having a clear record of performance reviews helps ensure transparency between employees and management.
Disciplinary Documentation
If an employee faces disciplinary actions, records of these incidents are critical for ensuring due process and legal compliance.
Compliance Documents
This includes anything related to legal or regulatory compliance, such as safety training certificates or documentation related to industry standards.
From my perspective, organizing these different types of employee documentation with the help of software like Folge helps to improve accuracy and efficiency. Without a proper document management system, employees spend an average of 2 and a half hours per day searching for documents, a significant time drain that can easily be avoided.
I've always believed that well-organized and clearly written employee documentation is key to maintaining an efficient and compliant organization. Here are the best practices I recommend when producing employee documentation:
Clarity & Simplicity
When I'm creating employee documents, I try to ensure that the language is simple and clear. Avoiding overly technical terms and jargon makes the documentation accessible to all employees, ensuring that everyone understands the procedures and policies they need to follow.
Consistency in Formatting
From my experience, maintaining consistency in the formatting and structure of documents helps employees navigate the material more easily. Using templates in employee documentation software like Folge can ensure that every document follows the same format, making it easier for employees to locate the information they need.
Centralized Storage
Centralizing all employee documentation in one location ensures that employees and HR departments can access the latest versions of all documents. Centralized systems also reduce the risk of multiple versions of the same document being in circulation. A centralized system like Folge ensures that everyone is on the same page. It's reported that Fortune 500 companies lose an average of $12 billion per year due to inefficiencies caused by unstructured document management.
Regular Updates
Employee documentation is only useful if it is accurate and up-to-date. I think you should schedule regular reviews of all documents to ensure they reflect the current policies, legal requirements, and employee statuses. This practice minimizes errors and improves compliance with both internal and external regulations.
Automation Where Possible
Whenever I'm managing documentation, I like to automate as many repetitive tasks as possible. Employee documentation software like Folge can automate document creation, ensure files are stored correctly, and send reminders for updates or revisions. This reduces the chances of human error and frees up time for other tasks. According to a study by AWV, regular-sized companies can save up to 80% of the time spent on manual file sharing when using document management systems.
If I'm under pressure to create employee documentation quickly, having a reliable system like Folge in place makes all the difference. Here’s how you can use it to speed up the process:
Use Templates
I usually start with templates for onboarding, performance reviews, and compliance documents. This saves a lot of time and ensures consistency across all documentation.
Capture Processes In Real-Time
Folge allows you to easily capture screenshots and document employee processes for training manuals or guides, reducing time spent on manual documentation. I find that this feature is particularly useful for creating training materials.
Collaborate Across Teams
Leverage collaborative tools in employee documentation software to gather input from HR, management, and legal departments simultaneously. This streamlines the review process and ensures accuracy.
Automated Reminders
Use automated reminders to ensure that deadlines for document submissions, performance reviews, or compliance training are met on time. This reduces the likelihood of missing important deadlines, and without a reliable system, 83% of employees end up recreating missing documents.
I often recommend Folge as an employee documentation software because of its simplicity and feature-rich interface. Here’s how you can get started quickly:
Download & Install Folge
Head to the Folge website and download the software. Installation is quick, and you’ll be ready to create and manage employee documentation in minutes.
Create A New Project
I usually recommend starting by selecting a template suited to the type of employee documentation you need, whether it’s for onboarding or performance tracking.
Capture & Document
Use Folge’s intuitive interface to capture screenshots and document processes as needed. This is especially helpful for creating training guides or workflow documentation.
Organize & Store
Arrange your documents in logical folders and ensure that they are accessible to the right people. Centralizing your documentation in Folge ensures that everyone has the most up-to-date files at all times.
Export & Share
Once everything is complete, Folge allows you to export documents in various formats such as PDF or HTML. Sharing documents is easy, whether with individual employees or company-wide.
In my experience, using a tool like Folge can drastically reduce the amount of time spent creating and managing employee documentation. It’s also important to note that 8 in 10 employees say they need access to corporate documents on mobile devices, and Folge supports mobile access, making it easy for employees to retrieve documents on the go.
I've found that using employee documentation software like Folge can revolutionize the way organizations manage their employee records and streamline workflows. By adopting best practices such as clarity, consistency, and centralized storage, you can ensure that your employee documentation is accurate, up-to-date, and easy to access.
Considering that businesses lose significant time and resources to inefficient document management — with data entry errors alone costing businesses over $600 billion annually — investing in employee documentation software is not just a good idea, it’s essential for long-term success. In my opinion, using Folge simplifies the entire process and ensures that your organization is well-prepared for the future.
Get started with Folge today for free.
