How Can I Manage Employee Information for a Manufacturing Company Without a Complicated HR System?

If you’re running a manufacturing company, you know the challenges of managing employee information across multiple systems and platforms. How can you manage employee data in a way that’s streamlined, secure, and efficient without investing in a costly or overly complex HR system?

When managing a large workforce, particularly in industries like manufacturing, you might find yourself struggling with keeping employee records up to date, ensuring compliance with labor regulations, and managing access to sensitive data. Many companies often juggle manual spreadsheets, paper files, and piecemeal digital solutions that don’t quite integrate smoothly. But managing employee information shouldn’t be a headache. There are software solutions that promise to streamline the process—however, choosing the right one for your industry is crucial.

The Problem: Fragmented Systems Create Inefficiencies

Manufacturing companies face unique challenges when managing employee data. Shifts are dynamic, and roles can vary from factory workers to office staff, each with different requirements for time tracking, certifications, and training records. It can be easy for details like certifications, performance reviews, or employee benefits to slip through the cracks when relying on fragmented systems like spreadsheets, manual entry, or outdated software. Plus, with strict safety regulations and compliance requirements in the industry, the risk of errors or missing documentation can be costly.

On top of this, manufacturing companies often deal with high turnover rates and seasonal workers. This means you’re frequently onboarding and offboarding employees, which can be a labor-intensive process if managed manually.

Manual Solutions: A Stop-Gap Measure?

Many manufacturing companies initially manage employee data with manual systems like Excel or Google Sheets. These solutions allow for some customization, but they also introduce several challenges. Manually inputting employee information is prone to errors, lacks scalability, and makes it difficult to track changes in real time. Version control also becomes an issue, especially when multiple managers or HR staff are handling updates.

More complex HR tasks, such as tracking training certifications or managing shift changes, require additional layers of organization that manual systems struggle to provide. While these manual systems can work for small teams, they become increasingly inefficient as your company grows.

Available Software Solutions: Weighing Up the Pros and Cons

Let’s compare some of the more common software options on the market to see how they stack up in terms of managing employee information for manufacturing companies.

1. BambooHR
   • Pros: BambooHR is an excellent cloud-based HR solution for small to medium businesses. It offers employee records, time-off tracking, and performance management in a user-friendly platform.
   • Cons: BambooHR lacks industry-specific features that would benefit manufacturing companies. For instance, it doesn’t offer much in terms of compliance tracking for certifications or licenses, and its scheduling tools are more geared towards traditional office settings rather than dynamic shift work.
2. SAP SuccessFactors
   • Pros: SAP SuccessFactors is a robust HR tool that integrates with many systems and offers comprehensive employee management features, including onboarding, learning management, and performance tracking.
   • Cons: Its complexity can be overwhelming, especially for mid-sized businesses. Implementation is costly, and while it’s a powerful tool, it might feel like overkill if your primary focus is managing employee information and scheduling shifts rather than an all-in-one enterprise solution.
3. ADP Workforce Now
   • Pros: ADP is well-known for its payroll capabilities and offers HR management features as well. It’s a good choice for companies looking for an all-encompassing system.
   • Cons: The user interface can be less intuitive, and the system may feel cumbersome for HR departments that don’t have dedicated staff for managing and learning complex systems. Also, the price can quickly escalate, especially for smaller manufacturing firms.

The Best Solution: Workable’s Employee Information Management Feature for Manufacturing

Among the available options, Workable provides a unique balance for manufacturing companies looking for simplicity without sacrificing functionality. Its employee information management feature is especially suited for businesses in this industry because it focuses on streamlining core HR tasks—like managing employee records, tracking certifications, and facilitating compliance—in a way that’s user-friendly and affordable.

Here’s why Workable stands out:

• Customizable Fields for Industry-Specific Needs: Manufacturing companies often have different categories of employees, such as shift workers, temporary staff, and contractors. Workable allows you to customize employee records with fields that are relevant to your industry, such as certifications for operating machinery, safety training completion, or medical records. This customization is incredibly useful in ensuring compliance with industry regulations.
• Centralized Employee Information: You can store all employee data in a single, cloud-based system that can be accessed by HR and managers from anywhere. No more juggling spreadsheets, paper files, or separate systems. All employee information, including performance records and time-off requests, is stored in one place.
• Compliance Tracking: Workable’s feature includes tracking and reminders for certifications and compliance requirements, which is essential for industries like manufacturing. This helps prevent any lapses in certifications that might affect worker eligibility or compliance with safety regulations.
• Cost-Effective and Scalable: Workable is designed to grow with your company. You can start with the employee management feature and add on other HR capabilities as needed without jumping into a massive, expensive HR system right away.

Example Scenario: How a Manufacturing Company Can Use Workable’s Feature

Imagine a medium-sized manufacturing company with 100 employees, including machine operators, quality control technicians, and administrative staff. The HR manager has been struggling to keep up with the renewal of safety certifications, monitoring time-off requests, and ensuring that employee medical records are up to date.

Using Workable, the HR team could:

• Create custom fields for certifications like OSHA safety training, forklift licenses, and machinery operation certifications.
• Set automated reminders for certification renewals, ensuring that employees remain compliant without manual tracking.
• Store all employee medical records securely and track any required updates or renewals, such as health and safety assessments.
• Manage time-off requests and shifts in a way that’s visible to managers across different departments, improving communication and reducing scheduling conflicts.

Conclusion: Why Workable is the Ideal Choice for Manufacturing Companies

If you’re looking for a streamlined, cost-effective way to manage employee information in your manufacturing company, Workable’s employee information management feature is the perfect solution. It balances the need for customization, scalability, and industry-specific compliance tracking, without the overwhelming complexity or high costs associated with more comprehensive HR systems.

By switching to Workable, you’ll eliminate the inefficiencies of manual systems, reduce compliance risks, and give your HR team the tools they need to manage employee information effectively.