In today’s world, staying ahead of the curve is a challenge for any business. The online world is constantly changing and businesses that don’t keep up are left behind. To stay on top of things, you need to be thinking about the future and coming up with new ways to improve your business.
Whether you have an existing business or are thinking about starting your own company in the near future, it’s a good idea to consider the pros and cons of implementing an online payroll system. Doing so can make your life easier as well as save you time and money.
At the same time, it can also come with its own set of challenges to manage. It might seem like a lot to take in all at once but, if you’re interested in implementing an online payroll system, read on for six tips on how to manage your business like a boss:
Plan ahead
If you decide to switch to an online payroll system, prepare for some growing pains. There’s bound to be some resistance towards the change internally, and some of your older systems may not be compatible with your new software.
In addition, you should also anticipate a learning curve while employees get accustomed to the new system. While these growing pains can be inconvenient, they’re part of any change. They’re bound to happen no matter how badly you want to switch to an online payroll system.
You’ll have a smoother transition if you plan ahead and are as transparent as possible. Let your employees know that the change is happening, why it’s happening, and when it will happen. Also, let them know what to expect during the transition period.
Hire the right people
While an online payroll system can make things easier for everyone involved, it’s important to hire the right people in the first place. Employees who excel in an environment with the stress of constant deadlines and long hours are not always the best fit for an online payroll system.
Conversely, employees who thrive in a slower, regimented environment might not be the best fit for an online payroll system. Most importantly, you want to make sure you hire people who are detail-oriented, organized, and able to work independently.
You need people who are meticulous and will notice things that need to be fixed. You need people who will be able to troubleshoot any issues that arise.
Automate as much as you can
The beauty of an online payroll system is that you can automate a lot of the manual processes. For example, you can create templates for different types of employees (hourly, salaried, contract workers, etc.) and use formulas to calculate bi-weekly pay checks.
It’s also a good idea to automate your tax withholdings and deductions as much as you can. You can also use technology to manage payroll periods, personnel changes, and any other tasks that need to be done regularly. For example, if you regularly hire and fire employees, you can set up a workflow system where notifications are sent at each step of the way.
Again, the more you can automate, the less you’ll have to worry about. This will free up your time so you can focus on more critical aspects of your business.
Be transparent
One of the best things about an online payroll system is that it keeps everything transparent. You and your employees can see exactly what’s happening with the payroll process.
This level of transparency can be a double-edged sword, though. Employees may notice that the system is giving them inaccurate information.
They might notice that their paychecks are incorrect. Or, they may notice that something is broken and needs to be fixed. In any of these cases, you need to handle the situation delicately. Let your employees know that you’re aware of the issue and are working on fixing it as quickly as possible.
This can help prevent any miscommunications or misunderstandings that could lead to frustration or resentment on the part of your employees.
Stay flexible
Employees come with their own unique personalities. Some will be very hands-on and be able to figure out the new system with ease. Others will need more time to adjust. The same is true for your employees. In addition, you never know what kind of situation you might find yourself in.
For example, if you’re hit by an unexpected event like a natural disaster, you may not be able to access your online payroll system. If your business is entirely dependent on this system, you may not be able to pay your employees. If you have built-in flexibility in your system, you can usually get around these issues.
For example, you can pay employees using your paper system until you can get the online system up and running again. Or, you can set up the system so that you can manually add payroll transactions without having to log into the system.
Conclusion
At the end of the day, an online payroll system is just a tool. It will make your life easier, but it won’t make you a better business owner.
If you want to manage your online payroll business like a boss, you have to be willing to adapt. You have to be willing to change and grow, and you have to be willing to put in the time and effort.
At the same time, don’t let the challenges associated with implementing an online payroll system scare you away. Instead, use them as an opportunity to improve your business and yourself.
