How to Create a Sharepoint HR Portal to Grow Your Business

What do you think is the quickest way to add value to a growing business?

A well designed HR portal can improve employee productivity by up to 43%, which can be an amazing way to add value into your business.

Of course, a bad portal can end up a water cooler laughing stock.

In this article you’ll learn how an effective HR portal can grow your business, and how to use Sharepoint to create an amazing HR portal for your own organization.

What Is an HR Portal?

An employee HR portal is an online platform primarily designed for use within a business or organization to provide employees with access to various human resources-related services.

This portal enhances efficiency by reducing the administrative burden on human resources departments and empowering employees to manage many of their own HR-related tasks. It also ensures that employees have easy access to important information and resources, which can improve overall engagement and satisfaction.

“These things used to be handled by people. Now, employees can handle them on their own,” says Kristie White-Evans, CEO of HRPMO Inc., when Smartsheet.com asked about the importance of HR portals.

Evans says her company measures success of an HR portal by the number of requests for information her HR staff receives. Fewer requests mean people are finding what they need on their own. This means it’s become one of the top tools recommended for startups.

Key aspects of an employee HR portal include:

  • Personal Information Management
  • Access to HR Documents
  • Benefits Management
  • Time and Attendance Tracking
  • Performance Reviews
  • Training and Development
  • Payroll and Compensation Information
  • Internal Job Postings
  • Internal Communication

How a Well-Made HR Portal Increases Business Value

A well-designed HR portal is an invaluable asset in the modern business landscape. It revolutionizes workplace efficiency by offering a user-friendly, mobile-compatible interface for employees to manage personal information and access company policies.

Here’s a few ways this simple tool can increase your business value:

  • It fosters employee growth and engagement through integrated learning modules and performance management tools.
  • It’s a central communication channel, building organizational cohesion and ensuring everyone is informed.
  • Its analytical capabilities provide critical insights into workforce trends, aiding in strategic decision-making.

As companies expand, the challenge of managing employee information and HR processes also grows. Using an HR portal simplifies these tasks by automating processes that were traditionally done manually. This not only makes the HR team’s job easier but also reduces the chance of errors.

For employees, an HR portal is like a one-stop shop.

They can find company policies, manage their benefits, and even handle time-off requests without having to go through human resources for every little thing. Not to mention the advantages of having an always accessible employee onboarding knowledgebase. This self-service aspect is a big plus, especially in today’s environment where people are used to managing things online.

These portals are great for companies that need to stay on top of compliance and record-keeping. They’re a boon for data-driven HR teams, offering insights and analytics that help in making informed decisions.

Improved Employee Productivity

As an investor and startup founder, I’ve observed the critical role of employee engagement in driving business success.

The shift towards remote work and the existence of multiple office locations pose a challenge in maintaining uniformity in communication. An HR portal addresses this by offering a centralized, accessible platform for consistent information, ensuring all employees, regardless of their location, stay informed.

This leads to happier employees.

Happier employees are not only more content but markedly more efficient. According to a study by The Hay Group, engaged employees can boost productivity by up to 43%.

This highlights the immense possibilities that stem from fostering a positive workplace atmosphere.

Creating such an environment is surprisingly straightforward.

How To Create an Employee HR Portal With SharePoint

Creating employee HR portals doesn’t have to be a complicated process. Here’s a quick guide on how to create an HR portal powered with Sharepoint.

1. Create a Sharepoint Site

First, create a Sharepoint site. We won’t go into too much detail about it in this article, as the exact steps change slightly based on how your organization IT is structured. It should be pretty straightforward though. Here are the basic steps:

  1. On the SharePoint homepage, click “Create site” and choose Team Site.
  2. Set title and site address.
  3. Set the site visibility to public so everyone in the organization can see it.
  4. Choose a site design template. You can also choose a template specifically designed for Sharepoint HR.
  5. Set up permissions and roles. You can add individuals, groups, or everyone in your organization. Assign roles (like owner, member, or visitor) based on the level of access you want to provide.

If you need more assistance, check out this video by Competitive Computing Consultants Inc.

2. Add Relevant Content To Create HR Portal

Sharepoint is great for building sites, but only with specific content does it become an asset to your HR team. When designing an employee portal, the content should be comprehensive and relevant to meet the needs of both the HR department and the employees.

Here are key types of content to include:

  • Company Policies and Procedures: Clearly articulated policies on various aspects like work hours, remote work, leave policies, dress code, and ethical guidelines.
  • Employee Handbook: An accessible digital version of the employee handbook that outlines company culture, values, and expectations.
  • Leave management: Integrate a system for managing leave requests and approvals with a Sharepoint add-on. Display leave balances and allow employees to submit time-off requests directly through the portal. You can also use an HRMS like Lanteria for this purpose.
  • Benefits Information: Detailed descriptions of employee benefits offered, such as health insurance, retirement plans, wellness programs, and how to avail them.
  • Training and Development Resources: Materials for professional development, including online courses, workshops, webinars, employee onboarding, and career advancement opportunities.
  • Performance Management Tools: Resources for goal setting, performance appraisals, feedback mechanisms, and personal development plans.
  • Health and Safety Resources: Information on workplace safety protocols, emergency procedures, and health and wellness tips.
  • HR Forms and Templates: Easily accessible forms for leave applications, expense claims, travel requests, and other HR-related processes.
  • Payroll Information: Access to payslips, tax forms, and information about payroll schedules, overtime policies, and bonus structures.
  • Job Openings and Career Opportunities: Current job openings within the company, application processes, and career progression paths.
  • Employee Database and Organizational Chart: A directory of employee data, contact information and an organizational chart for understanding company structure and reporting lines.
  • Feedback and Survey Tools: Mechanisms for employees to provide feedback on their workplace experience, employee requests, HR services, and suggestions for improvement.
  • News and Announcements: Updates on company news, events, milestones, and achievements to keep employees informed and engaged.
  • Community and Social Features: Forums or platforms for employee interaction, discussion groups, and social engagement to foster a sense of community.
  • Diversity and Inclusion Resources: Information and resources that support diversity, equity, and inclusion in the workplace.
  • Emergency Contacts and Support Services: Critical information for emergency situations, including contacts for mental health support, medical emergencies, and HR assistance.

Note that you should implement these features in stages. Start small and implement more features based on employee feedback.

Now that you’ve populated your HR Sharepoint site with relevant features and content, it’s time to start testing.

3. Review, Test and Train With Your Organization

Creating a SharePoint HR portal that everyone loves to use boils down to two things: it has to be easy to use and filled with content people actually need. It has to be a dynamic site, built on what the user wants and not the other way round.

If your staff can find what they’re looking for without a hitch, then you’ve nailed it.

Here’s how to make it happen:

Try It Out With a Small Group First

Roll out the portal to just a small test group to start with. Mix it up – get some HR staff, senior employees and new hires. The feedback from multiple demographics is priceless.

Get Started With No-Pressure Training Sessions

Set up some no-pressure training sessions to show everyone how the site works. These aren’t just for learning where everything is, but also for showing off all the helpful stuff the portal can do.

Listen and Tweak

Now, listen to feedback and improve accordingly. It’s all about making sure it’s just right for the people who use it every day.

This approach keeps things grounded and focused on what really matters – making life easier for everyone at work.

4. Launch Your Sharepoint HR Portal

Launching an employee SharePoint HR Portal for is a big deal, and it needs a bit of planning and effort to get it right.

Here’s a straightforward three-step method to make sure your launch goes smoothly:

Tell Everyone About It

Get the word out about your new portal. You could use company-wide emails, your newsletter, or even bring it up in meetings. Make sure to highlight what’s great about the portal and how it can make everyone’s work life a bit easier.

Offer Help Where Needed

People might need a hand getting used to the new portal. Set up a way for them to get help, like a helpdesk, a list of frequently asked questions, or someone they can reach out to directly.

Keep an Eye on Things

After the launch, keep track of how people are using the portal. Are they finding it helpful, or is it easier just to contact the HR team? Is there anything they’re struggling with? Regularly ask for feedback and use it to make the portal even better.

And don’t forget to keep the information on there up to date.

By following these steps, you can help ensure that your SharePoint HR Portal launch is successful and that the portal becomes a valuable resource for your team.

Why Build a Sharepoint HR Site Instead of Google Drive?

Choosing SharePoint to build an HR portal, as opposed to relying solely on a Google Drive folder or other Google products, offers distinct advantages.

Especially for businesses seeking a comprehensive, integrated, and scalable HR management solution, Sharepoint is a much more flexible platform to build on.

Designed For Team Interaction

Unlike Google Drive, which primarily functions as a file storage and sharing service, SharePoint offers a more robust platform for building a dynamic HR site.

In addition to document management, it allows for the creation of a dedicated space where employees can not only access documents but also engage with interactive features like forms, surveys, and discussion boards. This interactivity is crucial for fostering a sense of community and enhancing employee engagement.

Integrates Seamlessly With Microsoft Office

SharePoint integrates seamlessly with the broader suite of Microsoft Office tools, which many businesses already use.

This integration provides a unified experience, allowing for smoother workflows and better data management.

For instance, data from Excel or insights from Power BI can be directly incorporated into the HR portal, providing a more cohesive and efficient user experience than transitioning between Google products and other tools.

Superior Customization and Scalability

While Google Drive has limited customization options, SharePoint can be tailored to meet the specific needs of a business.

This customization extends to branding, layout, and functionality, ensuring that the HR portal aligns with the company’s identity and evolves with its growth.

Robust Security and Compliance

Security and compliance are also key considerations. SharePoint, being a part of the Microsoft ecosystem, offers robust security features and compliance with various data protection regulations.

This is particularly important for human resources portals, which handle sensitive employee data.

Superior Content Management

SharePoint provides more sophisticated options for organizing, tagging, and managing documents.

This is crucial for human resources departments that deal with a large volume of documents and need efficient ways to store, retrieve, and track employee information and resources.

While Google Drive and its associated products are excellent for straightforward file storage and sharing, SharePoint is a more comprehensive solution for businesses looking to develop a full-fledged HR portal.

Conclusion

Keep in mind that employees who are really into their jobs tend to do way better work. Having a solid HR management portal is one smart move to boost that kind of engagement, and it brings a bunch of other perks too.

You’ve just gone through the process of setting up a HR SharePoint site. If you’re thinking about beefing up your HR team’s skills or linking your shiny new HR portal with your existing HR management system, here’s another article that’s got you covered.

Best of luck with your adventures in human resources!

Jay Maverick

Jay Maverick

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