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How Access to Personal Information Makes for a More Engaged Workforce

Human Resources

Cloud-based technology, digital documents, and electronic payment processing have improved operational efficiency for many employers, but the shift to digital recordkeeping has increased the amount, breadth, and scope of personal information an employer has on file for employees.

Here are three ways that giving employees easier access to their personal employment-related information via a self-service system can play a key role in satisfaction, retention, and overall morale.

Give employees the right to keep life events private. Employees may need to access personal information related to their employment agreement for any number of personal reasons they would prefer to keep private, including the purchase of a home, divorce proceedings, prenuptial agreements, disputes over alimony or child support, or for tax reasons.

Requiring that an employee disclose personal details to access the formal employment documents needed to address private matters can limit the employee's ability to take action or make decisions independently. Provide employees with secure, password-protected access to their personal information to communicate that you respect their privacy, and want them to have the tools they need to feel empowered.

Empower employees to feel financially successful. A recent Paychex survey revealed that 42 percent of employees have little to no savings, and 35 percent report not being able to save more than five percent of their income. Financial insecurity can cause employees to feel anxious, distracted, and in turn, unable to be fully productive on the job. By simply providing employees with access to the information they need to take control of their personal finances – including what they earn each pay period, what they pay toward other financial commitments like health insurance premiums, flexible spending accounts, and retirement savings plans – you provide them with an opportunity to regain control of their financial life.

Ideally, seeing the compensatory value of their hard work could also make them more motivated to succeed in their jobs, and determined to pursue promotions and roles with greater responsibility.

Encourage employees to track paid time off. Employers set the tone for whether employees feel comfortable to use the time off they've earned, both in words and actions. A lack of access to how much time off an employee has earned or taken can create a "shame" culture about vacation. When employees must ask a manager or HR how much time they've earned, they may fear they'll be perceived as lazy – or resist asking the question entirely. In the best case, not using vacation time could mean overworked employees; in the worst case, they could burn out entirely.

By empowering employees with access to their company and personal employment information, you can help boost the level that employees are actively engaging with the company — which may positively impact retention and productivity levels.

This website contains articles posted for informational and educational value. Paychex is not responsible for information contained within any of these materials. Any opinions expressed within materials are not necessarily the opinion of, or supported by, Paychex. The information in these materials should not be considered legal or accounting advice, and it should not substitute for legal, accounting, and other professional advice where the facts and circumstances warrant.
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