29 Apr A Human Resource For Human Resources
Has the Human Resources function changed because of the coronavirus crisis, or just the processes enabling it to fulfil its role of protecting the wellbeing of a company’s employees – the physical, the mental and the financial?
Human Resources is comprised of many moving and often constantly changing parts. The ‘yang’ to this enginery ‘yin’ is the constant, permanent presence of records and notes – vital information required for legal, ethical and reference purposes within this area of a business – but are these all being captured efficiently in a world of virtual meetings, working from home (some with home-schooling added to their day job) and furloughing?
How are new technologies like dictation and intelligent transcription services helping Human Resources departments?
The provision of quality, comprehensive and professionally proofed documents is key to documenting Human Resources calls and meetings – whether face-to-face or in the new virtual world – but carried out correctly, this take a great deal of time and provides evidence in any future legal or compliance needs after the event.
Some examples of specific documents HR departments use a transcription service for are, but are not limited to: performance reviews (verbatim or retrospective) and KPI developments; typing up of new or proofreading of existing contract templates; on and off-boarding documentation; and any sensitive communications that you may prefer to outsource for safe, secure transcription to avoid doing in-house.
Human Resources and COVID-19
The exceptional circumstances that businesses find themselves adapting to at present call for increased diligence when it comes to documenting any meetings, conversations and/or events that affect day-to-day operations. With solely virtual meetings happening, there is a new dynamic to communication between employers and employees and employees and clients. The health and welfare of workers is paramount; if your business is lucky enough to still be operating during these testing times, employers have a duty of care to their employees, leading to an increased need to conduct meetings in-house and hence more recording of outcomes and any next steps.
The requirement for quality data and records within a business is, if possible, even more important now as we navigate this storm and, indeed, will be in the months and years ahead when we reflect on, and learn from, our actions during this time, which will prove invaluable as we inevitably focus more time and resource on preparing for extreme events such as COVID-19.
How much time does it take to set up a dictation/transcription service?
Whether uploading files or using a secure dictation tool, it doesn’t take long. Time should be taken on due diligence to make sure the confidentiality of the service provider matches your own ethics and requirements.
Established and up-to-date transcription companies have their own smart systems where you can dictate a summary of a meeting using your phone to a secure system, where it is typed and proofread by a human proofreading team to ensure accuracy, and then emailed back to you. This is call reporting.
You can also upload/send in audio files to the same secure system – this could be a recorded phone call or video conference call, etc.
How long does it take to turn around meeting notes?
It depends on the expertise of the service and how they are set up. Some are experts in call reporting and deliver notes back before you’ve made your coffee! Generally, longer turnaround times – 48 hours – are common.
What to look for when choosing a transcription company
A track record of supplying top-quality records, transcripts and other written documents to highly professional clients in the safest and most secure way possible. An understanding that Human Resources is a multi-faceted and changing environment in a business, but its fundamental purpose of ensuring continuity of operations and functionality will always remain; transparency and clarity through record-keeping will always be needed to facilitate this, and a go-to transcription company could be the perfect complement.
Also look for a client list to see the credibility of firms willing to be listed as clients – for our client list please click here https://voicenotes.co.uk/our-clients/.
How safe is outsourcing data to transcription companies?
If fully ISO 27001 compliant, they should operate to the strictest of security standards. Systems should be VPN, password and two-factor authentication protected. As a transcription company is responsible for sensitive client data day in, day out, private and confidential information, legal information/evidence and material of a sensitive nature pertaining to employees or employee/client disputes, etc should be held in the strictest confidence.
Author: Sarah Wildblood – Marketing Manager & Proofreader for VoiceNotes Ltd – a secure and accurate (human) transcription company specialising in meeting notes from face-to-face and virtual online meetings plus transcription of audio files for legal and compliance record-keeping purposes.
Sarah.firstname.lastname@example.org – 02071170066 – www.voicenotes.co.uk
Please contact us for a FREE trial or to discuss your project.