What is the Personal Department and how to optimize your processes

The success of a business depends not only on its financial resources, but also on the effective management of its human capital and its legal and labor obligations. Thus, it is remarkable to say that the personnel department is a vital part of running a company, especially when aligned with the organization's culture.

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In this article, we will understand what a Personal Department is, exploring its structure and responsibilities. In addition, we will talk about the importance of this department for organizations, thinking about how to optimize their bureaucratic routines with technological solutions, such as electronic signatures and system integration.

What is a personnel department?

Unlike the Human Resources area, which focuses on attracting, retaining, and developing talent, the Personnel Department (DP) has a more operational and bureaucratic function, focused on managing administrative and legal issues related to a company's employees.

Thus, the Personnel Department deals with the application of labor, social security, and tax laws, ensuring that the company complies with regulations and legal obligations. In addition, it also solves bureaucracy related to employees and ensures the correct management of documents.

His responsibilities include payroll management, hiring and termination processes, vacation control, benefits, registration of medical certificates and leave of absence, management of time registration, and treatment of labor liabilities.

In short, it is essential to guarantee the quality of procedures, focusing on agility and efficiency, and maintaining the organization of the professional records of an enterprise.

Importance of the Personnel Department for a company

The Personnel Department plays an essential role for the proper functioning of a company. After all, by ensuring that labor and social security obligations are fulfilled, it is this sector that avoids legal problems with current and former employees and also possible sanctions.

Along with HR, the DP is the main point of contact between employees and the company, meeting their needs and providing support on issues related to labor rights, internal policies, and career development.

Thus, the Personnel Department supports and contributes to the management of human capital carried out by HR, building a healthy and productive work environment.

Exploring DP: structure and sectors

The structure of the personnel department may vary depending on the size and specific needs of a company. However, it is common for the DP to be divided into sectors that, despite being responsible for a specific area, work together to carry out daily tasks and ensure that processes are conducted efficiently and within legal regulations.

Some of the key sectors include:

Admission of personnel

The personnel admission sector is primarily responsible for carrying out the entire process of hiring new employees, from the collection and analysis of documents to the integration of the professional into the team. This sector deals with bureaucratic aspects, such as filling out forms and taking admission exams, verifying legal requirements, and obtaining necessary documents, such as the Work and Social Security Card (CTPS) and the CPF.

In addition, the personnel admission team works in collaboration with the Human Resources sector, ensuring that all selection and hiring stages are carried out in accordance with internal policies and current legislation. After all, an efficient and well-executed admission process contributes to the formation of a qualified and committed team, essential for the company's success.

Personnel compensation

The personnel compensation sector plays a crucial role in administering and managing employee rewards and benefits within a company. Its primary responsibility is to ensure that employees are adequately compensated for their work, in addition to managing the benefits offered, such as health plans, food stamps, and incentive programs. To do this, it calculates and processes the payroll, taking into account salaries, hours worked and possible legal discounts.

The team in this sector can also carry out salary surveys to ensure that the company offers competitive compensation in relation to the market, contributing to the engagement, motivation, and retention of talent in the organization.

Dismissal of staff

Just as important as the admission sector, the dismissal sector is responsible for conducting procedures related to the departure of employees from the company, ensuring that dismissals are conducted ethically and legally and maintaining a professional and respectful relationship with former employees.

Its activities include the calculation of severance amounts, such as notice, proportional vacation and thirteenth salary, in addition to advising employees about their rights and obligations in this process.

The dismissal department also performs the formal termination, properly documenting the reasons for leaving and ensuring the return of company items, such as equipment, access cards, and uniforms.

In addition, it can provide information and documents necessary for the employee to continue their career, such as the issuance of the reference letter and the updating of the CTPS.

Bureaucratic routines in the personnel department: how can technology help?

Point registration, payroll calculation, issuance of tax slips, vacation control... routines in the Personnel Department involve a series of processes that end up being hampered by red tape, such as excessive paperwork, filling out spreadsheets, and manually updating information.

These operational tasks consume precious time and resources, shifting focus away from strategic activities that could add immeasurable value to the business. In this scenario, the advancement of technology has provided efficient solutions that assist in simplifying and optimizing the activities of the personnel department.

According to data from Forbes, after companies remove manual processes and adopt digital technologies, it is possible to notice a improvement of up to 80% in the efficiency of general processes.

Learn how the solutions of Clicksign are aligned with this proposal:

Streamline contract signing with Clicksign Subscription

Through the implementation of electronic signature in personnel department processes, it is possible to gain agility in signing digital documents, which can be sent, signed and returned in a matter of minutes. This eliminates the need for paper use and physical travel, considerably reducing the time and resources spent on the process.

In addition, Clicksign's electronic signature allows you to trace the document throughout the signing process. This brings more transparency and security to the procedure, avoiding possible failures or delays and eliminating the risk of loss or loss of documents.

37 minutes It is the estimated time to complete the electronic signature signature process, compared to 5 days if traditional methods are used, according to LunarPen.

Another advantage is the storage of signed documents in the cloud, providing a easy management and access protected by the principles of Information Security, in addition to ensuring the preservation of the archives in the long term.

Taking into account the sensitivity of the information handled by the DP, it is worth noting that Clicksign has built a security policy with practices that strengthen the confidentiality and integrity of the data that circulates on its platform. No wonder, it is the only Brazilian company in the electronic signature market with ISO 27001 certification.

Connect systems with Clicksign Integration

A Clicksign Integration is another alternative that can contribute significantly to optimizing the activities of the Personal Department. With this solution, it is possible integrate systems via API in order to connect different sectors of the company and centralize important data in a single place.

With the Clicksign Integration, the DP can connect its internal systems, such as people management systems (ERP), payroll systems, and other software used in human resources management.

This integration allows the automatic exchange of information, eliminating the need for manual data transfer between systems and facilitating decision-making based on up-to-date and reliable information.

In addition, the solution is White Label, allowing the platform to assume the visual identity of your company and generate trust and familiarity for your employees.

Learn more about Clicksign Integration:

https://www.youtube.com/watch?v=LVUxthdJ7e8

Automate tasks with Clicksign Automation

By automating tasks, it is possible to reduce errors and streamline processes, allowing professionals to focus on more strategic activities with greater added value for the company.

With the solution Clicksign Automation, it is possible to automate the document creation and management process through intelligent data collection, eliminating the need for manual filling. This solution allows you to define the necessary fields and information for each type of document, offering the personnel department the opportunity to include employees' personal data, contractual information, benefits data, and others.

Based on the answers provided in a form or spreadsheet, the system automatically generates the document, incorporating the information collected in the appropriate places. This approach avoids filling out errors and speeds up the process of creating documents in the personnel department.

In addition, the automation of the document creation process offered by Clicksign Automation brings benefits in terms of standardization and consistency. By defining the necessary fields and information for each type of document, it is possible to ensure that all generated documents follow the same structure and contain the relevant information in a consistent manner.

Learn more about Clicksign Automation:

https://www.youtube.com/watch?v=6-K4IqyVqwU

Optimize your personal department now! Streamline bureaucratic routines and free up time and resources for what matters most. Click here to speak to an expert and understand how Clicksign can provide greater efficiency and precision in your company's processes.