Use of Flowcharts in Payroll and Employee Management

by | Apr 26, 2018 | Customer Service | 0 comments

Payroll and employee management are vital functions that operate inside the modern business enterprise. Both functions pertain to human beings, their myriad training needs, and other requirements at the workplace. Payroll can be automated by using software packages; however, employee management is a much bigger concept that attracts attention around the world. A business that wishes to succeed commercially must manage its employees well in a bid to realize their full human potential. Flowcharts and similar digital diagrams can help businesses to manage certain aspects of payroll and employee management in the modern workplace.

A flowchart that focuses on payroll systems inside an organization can serve as a template to review employee attendance and payments. This flowchart can start with a review of the completeness of the data accumulated throughout the week and month. This aspect of employee management considers whether all employees have reported in terms of attendance, days off work, etc. This stage is vital because subsequent stages flow from this stage. The stages that follow instruct readers to contact employees that have not submitted full information in terms of the above, whether their overtime pay meets expectations, facts about time off, etc. These stages are consecutive and may have provision to cover disputes in case of inconsistencies in company records. Error correction and sending complete data to the payroll processor are some of the subsequent stages in this flowchart. In light of the above, we state that flowcharts are an important aspect of operating payroll processes in modern organizations.

New employee information is vital for company records inside every organization. The administrative personnel can design a flowchart in a bid to perfect this aspect of employee management. This flowchart can depict the stages wherein a fresh employee provides the requisite paperwork before commencing his or her assigned duties. The aforesaid personnel can cross-check the validity of the submitted information; this stage should depict the full spectrum of activities that serve to validate such information. Therefore, cross-checking such data with external vendors and former employers and state authorities represent some of the stages in this flowchart. In addition, this diagram should incorporate checks and balances that come into force when inconsistencies emerge in the paperwork submitted by new employees. This flowchart should also offer mechanisms that enable new employees to re-submit accurate information relating to their skillsets and prior work experience, etc. This aspect of employee management is vital because it helps the organization to vet the accuracy of new employee information.

Employee performance assessment and improvement are crucial aspects of employee management in modern organizations. People managers can design flowcharts and assorted digital diagrams to drive these exercises in the wider interests of the business organization. This flowchart commences with the need for a manager to assess the performance of his or her group of employees. The subsequent stages of this flowchart should evaluate whether employees are fully aware of their position within the organization and the duties expected of them. A lack of clarity in this stage should lead to a few short steps wherein the employee is re-instructed in terms of his or her duties. Work procedures, the availability of office equipment, and flexible reward systems comprise some of the subsequent stages of this employee management flowchart. The allocation of additional resources and re-deployment of an employee to a different work position are some of the stages that feed into this flowchart. We note these measures are conditional upon the employee meeting certain performance benchmarks within the organization. In addition, such a flowchart should provide adequate scope to record the statements of employees undergoing a performance assessment exercise.

Deficiencies in payroll systems can be debilitating for an organization in the long run. Brands and businesses must leverage the power of flowcharts to assess the efficacy of their in-house payroll operations and systems. For instance, an insurance service provider can create a flowchart that outlines the current payroll systems for employees and agents. Full time employees and agents working on the basis of commissions represent the two pillars in this employee management initiative. Such a flowchart should map the payments and bonuses due to full time employees, the logic or rationale that drives promotions in the workplace, re-training of employees that fail to meet performance benchmarks, etc. This flowchart should help the reviewer to create a complete picture of the existing payroll and compensation structures in force inside said organization. A separate flowchart can map the compensation structures for agents that work on the basis of commissions. These employee management exercises must ideally be conducted once in two quarters with a view to boost employee morale and reward top performers. Each flowchart must be populated with comprehensive data points mated to the stated business objectives that drive said organization.

Business owners and senior management personnel must periodically invest in employee training processes. This initiative can help the average worker to uplift his or her performance standards, thereby boosting productivity and creating a personal contribution to the business bottom line. A flowchart can map this employee management initiative. The initial stages of this flowchart identify the need to constantly up-skill employees so they can match industry performance standards. The subsequent stages can include managers’ inputs and assessment of the potential inherent in each employee. Employees that exhibit significant potential can proceed to join high-velocity training processes that equip them to rise higher in the business organization. Workers with sub-par skillsets can be directed into re-training programs to help them improve their skillsets. Training priorities and specific training objectives comprise the subsequent stages in said flowchart. Depending on the outcomes, the flowchart should help managers to identify the various levels of employees based on their skillsets. These steps should be graphically mapped into the flowchart in a bid to promote transparency in employee management activities.

Employee retention is a watchword in the corporate world in modern times. Every business organization seeks to retain its best performers with a view to enhance business performance and stem the flow of talent to competing entities in the market. Flowcharts can help businesses to bolster this aspect of employee management securely and transparently. For instance, a publishing house may choose to design a flowchart with strong elements designed to retain the workforce. Each step in this flowchart must interrogate the organization’s commitment to employee retention, reinforce the concept of rewarding the best employees, and set benchmarks in terms of employee retention methods and practices. Enhanced work responsibilities, monetary and non-monetary rewards, employee engagement tactics, imparting training for new skillsets, and extended time off from work can represent some of the steps in said flowchart. Each step can be connected to a binary in terms of yes/no to map the employee’s response. In addition, business managers must polish this aspect of employee management in the wider interests of retaining performers and boosting the human capital base of the business organization. In light of these steps, we may state that flowcharts represent a crucial business tool that reinforces the business case for modern employee management techniques.

We have discussed certain aspects of using flowcharts in payroll and employee management in the modern organization. Every employer can work to refine these ideas and techniques and forge ahead in competitive markets.

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