Virtual HR | Meaning and Definition

What is Virtual HR?

Virtual hr means the use of online tools and hr technology to manage the various range of hr services without any human interaction. It is managed through platforms like hr software, learning management system and applicant tracking software where employees can directly put the data and skip the process of going through the hr for help.

Key Aspect of Virtual Hr

• Remote work: Virtual hr provides remote work opportunity for employees by providing them with digital platforms for collaboration, communication, and management. These platforms include tools like video conferencing apps, messaging apps and project management tools.
• HR software: Virtual hr facilitates the use of hr software which is employee software tool that automates and digities hr process like recruitment, onboarding and performance appraisal. This tool helps enhance the accuracy and efficiency of the hr related task.
• Cloud solutions: Virtual hr software are basically cloud software solutions so anyone with the internet can access the software from anywhere and at any time. This offers flexibility, scalability and easy updates on all employee related activities.
• Online recruitment and onboarding: with virtual hr software one can facilitate the entire recruitment and onboarding process online from job posting to conducting interviews and providing referrals for new talents. Onboarding process becomes easy as it can be done digitally and ensures a smooth transition for new employees.
• Employee self-service: virtual hr often used employee self-portal where employees can update their personal information, apply for leave, participate in training programs, give feedback to colleagues, and many more.
• Data analytics and reporting: virtual hr leverage online data to analyze insights into hr metrics and trends. This helps organizations make better decisions, decide what’s working for them and create records of past and current experiences for future planning and management.
• Data security: virtual hr prioritize data security and compliance and ensure all the steps are taken to maintain data security, privacy, encryption and confidentiality.

Benefits of Virtual HR:

• Cost Savings:
  – Reduce administrative costs: Automating daily hr tasks like data entry, paperwork can significantly reduce administrative cost.
  – saving on physical infrastructure: virtual hr often reduces the need for physical storage of documents and also reduces office space requirements.
• Efficiency and productivity:
  – Streamlined process: automation and digitization leads to streamlined processes reducing the time and efforts required to carry out each task.
  – Faster decision making: Access to real time data and analytics facilitates quicker and better decision making.
• Global Access and productivity:
  – Remote work support: virtual hr allows employees to access hr services from anywhere supporting remote work and providing flexibility of work.
  – Global workforce management: hr with a global workforce can manage the entire hr process centrally through virtual hr ensuring consistency across different locations.
• Employee empowerment:
  – self service: employees can individually update and access their information, submit requests, apply for leave and provide feedback promoting a sense of empowerment and autonomy.
  – 24/7 accessibility: virtual hr can be assessed from anywhere at any time, allowing employees to manage hr-related tasks according to their schedules.
• Enhanced Communication: virtual hr provides communication and collaboration tools to provide easy interaction with the hr professionals and employees in a remote environment. This also ensures consistent communication within the organization and no delay in task.
• Talent recruitment and onboarding: with the organization working online hr has the opportunity to reach out to a wider pool of candidates enabling them to hire best talents. Virtual hr will not only reduce time and resources but also improves the onboarding also.
• Adaptability and innovation: virtual hr enable organization to adapt to changing work environment and hr landscape. They can experiment on new practices and can stay ahead of talent management through technology.
• Environmental impact: virtual hr significantly reduces the need for paper based processes, contributing to environmental stability.

 Disadvantages of Virtual HR:

• Too much dependence on technology: relying too much on technology makes the hr system vulnerable to technical glitches, system failures or cyber attacks which can disrupt the flow of hr process and hamper the productivity of the employee.
• Employee isolation: lack of face to face interaction with the colleagues may contribute to a sense of isolation and as well reduce the opportunity of peer learning which is possible in a traditional office setting.
• Digital skill gap: employee and hr professional may require to learn new skills and adapt to new technologies and there might arise a situation where older employees might face digital skill gaps within the workforce.
• Security concern: Storing your company sensitive hr data online may raise over online security issues and potential unauthorized access and data breaches.
• Communication challenges: virtual communication tools may lead to misunderstanding or misinterpretation due to the absence of non- verbal cues and followed challenging time zones when you have a global workforce.
• Employee resistance: some people are resistant to virtual hr especially the one who are accustomed to traditional hr.
• Employee burnout: virtual hr may contribute to an “always-on” culture where employees may find it challenging to disconnect from their work and spend time with their family which will lead to employee burnout.
• Cultural challenges: in a global workforce virtual hr can be challenging for people with different cultural norms which can impact the hr practices.

What Services are Offered by Virtual HR?

The specific services offered by virtual hr can vary depending on the virtual hr platform or system, but here are some common services offered by virtual hr:

• Recruitment services:
  – Online job posting
  – Accepting and rejecting job proposal
  – Conducting virtual interviews
  – Managing candidates databases
• Onboarding and offboarding:
  – Facilitating virtual onboarding  for new employees.
  – Managing digital paperwork including sending and accepting offer letter and submission of necessary documents.
  – Managing candidate dashboard
  – Conducting exit interviews and managing the offboarding process.
• Employee self services:
  – Providing employee with their own portals to assess and update information
  – Allowing employees to request for leaves and time off
  – Availing employee training available lms platforms
  – Giving and receiving employee performance feedback.

• Performance management:
  – Implementing digital employee performance appraisal system
  – Tracking and managing employee performance data
  – Setting and managing employee quarterly and annual goals
• Training and development:
  – Offering employee training and development including e-learning modules
  – Tracking employee participation
  – Managing digital training resources and adding more resources.
• Talent management:
  – Identifying and nurturing talents within the organization
  – Implementing succession planning through digital tools
  – Utilizing analytics for hr data analysis.
• Employee engagement:
  – Conducting employee engagement survey
  – Gathering feedback through online channels
  – Providing rewards and recognition for employees to boost motivation.
• Payroll services:
  – Managing the employee payroll digitally
  – Managing tax document submission and deduction.
  – Providing employees with digital pay stubs.

• Analytics and reporting:
  – Generate reports on hr metrics and trends on employee productivity.
  – Using analytics tools to derive insights for decision making.

How do I become a virtual HR manager?

Becoming a virtual HR manager involves a combination of education, experience and hr skills development and a proactive approach to study more about human resource and business landscape. Here are the steps you could take:

• Educational background: individuals who want to work as an HR manager need to have a bachelor degree in human resources, business administration or related field. You can also pursue a master degree for advanced job roles.
• Gain experience: you need to start earning experience by working in an entry level position in hr fields. This includes roles such as hr assistant, coordinator, recruiter. You can also gain experience through internship and grab an idea of what you need to study to grow your knowledge.
• Develop skills: you need to gain proficiency in hr software and other virtual tools commonly used in remote work environments. You also need to develop skill related to data analytics to derive insights from hr metrics. You can also acquire hr certification from SHRM and HRCI.
• Stay updated: one should update themselves with the latest hr trends and advancement happening in hr fields through webinars, workshops and industry conferences.
• Networking: connect with hr professionals through online and offline platforms and join hr related groups or association. This not only helps you learn more about hr fields and update but also present you with opportunity to work in hr roles.
• Remote work experience: gain experience working in a remote or virtual environment as this is essential for virtual hr manager. You also need to demonstrate flexibility and adaptability in managing virtual teams and processes.