ARTICLES

by  Roberta Fiore-Kittell, SPHR, and Linda Gravett, Ph.D., SPHR

You’ve no doubt read about the sophisticated technology that enables global organizations to communicate electronically across thousands of miles.  That same technology can be used effectively closer to home; specifically, within your organization to enhance the Human Resources function.

If your Human Resources Department doesn’t currently operate occasionally as a virtual team, your time is coming.  We’re defining a “virtual team” as any geographically dispersed group of people who must work as a team to achieve results.  The team can be dispersed across town, around the country, or in various parts of the world.  Geographic boundaries can either present insurmountable barriers or be dealt with through the use of technology.  As a Human Resources professional, you can be a leader in showing your organization the capabilities of virtual teaming.

Technology is available that can support many levels of an H.R. team’s activities:  written communications; information-sharing; one-on-one problem solving; group brainstorming; consensus building; and recognition and celebrations.  With the hectic schedules that many H.R. professionals maintain, any savings in terms of travel and meeting time is extremely valuable.  Using technology effectively can also result in financial savings and less turnaround time for decision making.  Do we have your attention yet?!

Networked teams can quickly turn around requests for information from line managers or employees.  Managers from headquarters in an organization we work with recently requested information from their H.R. Director about options for OSHA training on machine safety.  The H.R. Director would’ve taken two-three weeks on his own to research this information because of his workload.  He conducted a virtual meeting using a program called NetMeeting, requesting that his team of H.R. Supervisors in various locations provide input into training options.  In 45 minutes, he had the information he needed!

There are certainly some challenges to employing technology within Human Resources.  Communication across difference can result in misunderstandings and missed cues that face-to-face discussions provide.  When facilitating a teleconference, for example, the lead person should establish an agenda and send it to all participants in advance – just the same as if everyone was coming to the same meeting room.  A Code of Conduct for participation is just as important for a teleconference as for a meeting with everyone in the same room.

Another limitation is the sophistication level of participants in virtual meetings, whether the meetings are via a program such as NetMeeting using the Internet or teleconferencing.  If your department plans to use a particular form of technology, it’s critical that each person is provided with adequate training, experience, and equipment in order to fully benefit from and participate in virtual meetings.

We’ve discovered several applications for virtual H.R. teams that directly benefit employees - beyond online training; online testing; and benefits enrollment.  These are developing and delivering new hire orientations; process improvement;  and project management. 

For new hire orientations, the possibilities are limitless for creativity and customization to your company’s needs.  Let’s say that your planning team for an orientation session is physically located in three or four locations.   MS Word 2000 and later editions contain a program called NetMeeting.  This software program allows users to communicate via the Internet in real time, sharing programs and files and making changes to data while they’re on line together.  Two people or more can be on line at the same time, passing files and messages around the team as quickly as people can type!    We have two additional ideas:  what about developing a virtual tour of your company or a remote headquarters?  how about an online FAQ feature for new employees?

Human Resources can use technology to serve as a catalyst for the organization’s continuous improvement.  H.R. could, for example, coordinate an online suggestion system (replacing the suggestion box of previous years).  The system could automatically acknowledge suggestions, forward them to the appropriate person to respond to the suggestion, and have a tickler for follow-up to circle back to the employee making the recommendation.  A program such as NetMeeting would enable online chats in real time when employees observe a system improvement opportunity, so good ideas aren’t lost through a bureaucracy that takes time and energy.  Basic programs such as MS Outlook can provide employees with updates on improvements implemented via an established addressee list.

One last suggestion:  if you’re a harried H.R. Manager with several projects to manage, with staff at several locations providing input for various stages of those projects, technology can greatly assist your efforts.  GroupWare programs are available that enable online planning sessions in real time; an online calendar and Gantt chart; and an online addressee list for automatic updates to several project participants.

The possibilities are endless, and we hope you’ll explore what technology has to offer in the coming year!

*Click here if you would like additional information about this article or would like Dr. Gravett to contact you.