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Whether you realize it or not, your human resources (HR) department is one of the most pivotal sectors within your organization. If managed strategically, your HR department could enhance your business in a number of ways. Moreover, interactive HR dashboard templates offer businesses the means to better understand their personnel, spot emerging problems or issues, and deploy proactive solutions to manage their HR departments in a more fluent, result-driven fashion.
Furthermore, frequent reporting through HR analytics tools helps companies uphold their business culture, attract and retain employees, and provide them with invaluable knowledge while offering the astute ability to perform at their best potential.
Part of being an effective, data-driven organization in today’s hyper-connected digital world is the intelligent application of data analytics through integrated, HR-focused BI dashboards. By leveraging HR KPIs (key performance indicators), which are measurements that enable businesses to track very specific areas of human resources-related data, companies like yours can continuously and consistently improve their HR capabilities.
No matter the size of a company, reports for management as well as team members are a critical part of any business that wants to achieve a competitive advantage in our cutthroat market.
That said, in this article, we consider what HR reports are, what they do, and explore the value of human resources reports in the modern age with the help of professional dashboards. You’ll not only gain a comprehensive insight into the workings of HR analytics reports, but you’ll gain a deeper understanding of HR data-driven online dashboards in a real-world business context.
What Is An HR Report?
Fundamentally, an HR report is an analytical method used to display human resources-related stats, insights, and metrics with the primary purpose of improving workforce performance, recruiting procedures and other relevant HR processes with the help of HR dashboards.
There are various KPI examples, but by working with HR-driven metrics, it’s possible to spot trends, identify inefficiencies, capitalize on strengths, and fortify weaknesses in a number of key areas, making your human resources efforts, activities, and initiatives the best they can possibly be for departments across the organization.
HR is becoming increasingly important and the reporting part is not only crucial in helping professionals to extract the best possible insights but also automating processes that were traditionally performed manually. To put things into perspective, we will focus on the main types of HR reports that look into data from different angles and tell a specific HR narrative that is created with a modern dashboard designer.
What Are The Different Types Of HR Reports?
As mentioned, HR is dealing with various business angles that ultimately help in successfully managing personnel and increasing workforce value. A recruiting report will focus on external and/or internal candidates while talent management will bring analysis into the ways a company deals and manages current employees and talents.
Additionally, you can create different reports based on time; a weekly HR report will show more short-term goals and metrics while the annual will consider broader strategies. The point is to successfully consolidate all the data that HR professionals need to collect and create the best possible HR management processes. To help you in the process, modern KPI software can help in uncovering critical issues, save time, and, ultimately, reducing costs.
To put this into perspective, here are the 3 most prominent types of HR reports: annual, monthly, and weekly HR report which we depicted through various examples.
1. Annual HR Report Templates and KPIs
HR annual reports enable companies to evaluate human resources activities that affect their company’s performance each year to drive competitive strategies and determine if action needs to be taken in your HR environment to increase the dynamics of HR development. The above-mentioned human resources report template can also be utilized for annual reporting needs. However, we have additional examples to enhance the HR annual report requirements.
a) Employee Performance: HR Annual Report Template & KPIs
As mentioned, your employees are integral to the ongoing success of your organization, and it’s up to your human resources department to help encourage and optimize employee performance on a continual basis.
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This particular HR report template helps to form a visual narrative of key performance elements such as absenteeism, overtime, training costs, and overall employee productivity rates throughout the organization. In turn, this employee management reporting sample provides a perfect storm of information for keeping your business as productive as humanly possible. This annual HR report example drills down into important elements of the workforce and its structure in a host of key areas.
These are the KPIs linked to this particular HR report template:
- Absenteeism rate: The above example of an HR report displays employee performance. This enables businesses to measure the engagement level of employees and is an important KPI because it indicates an employee’s level of motivation and engagement with his or her work and the company as a whole. Organizations should keep a close eye on this metric and must always attempt to reduce the number because of the impact on the company. Companies can determine the reason behind employee absenteeism rates over the past month to see if it’s unique to a certain department or if it’s a widespread issue throughout the entire organization.
- Overtime hours: This enables organizations to track employee workloads in greater detail and shows employee dedication as well as work process flaws. This metric directly affects the absenteeism rate metric, and a permanent high workload is sure to reduce employee satisfaction levels, which can result in an increase in absenteeism rates. Permanently high overtime can limit the company’s growth potential while resulting in missing projects or orders.
- Training costs: These metrics are used to calculate the investment that has gone towards on-boarding new hires and upgrading the skill level of the employees. It tracks employee development costs and new skill requirements. Training costs are not limited to new hires and extend to better job development skills and continuous learning.
- Employee productivity: This determines the effectiveness of your labor force that is calculated by dividing the total sales by the number of employees. Components that factor into this metric include availability and the amount of time when employees are working, employee performance, the quantity of product delivered, and the quality of saleable products produced during a set time period. Productivity metrics enable companies to understand the employee performance and adjust working processes where applicable. You can see a visual example below:
b) Workforce Dashboard: HR Annual Report Template and KPIs
This particular one of our sample HR reports for management explores general workforce-based metrics that will help your business grow, evolve, and develop over time through smarter, more data-driven employee management:
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The insights served up by this HR report template will offer a level of insight that will improve the way you engage your employees, help you better reward good work, save costs in critical areas, and encourage employee loyalty – all of the key ingredients of a successful business.
Here are the primary KPIs associated with this HR report example:
- Part-time employees: indicates the evolution of part-time workers over a specified time period. Part-time workers are good for the beginning stages of companies and don’t acquire much risk. KPIs include the tracking of part-time contracts parallel to metrics like company performance and results as well as employee satisfaction and engagement.
- Female to male ratio: measures the level of gender diversity in your business, which can indicate gender bias. It’s critical to be aware of diversity to acquire differing approaches to business innovation and gain competitive assets. KPIs depend on candidate availability at certain times.
- Internal mobility: internal mobility refers to every initiative or action related to the promotion, appointment, or hire for a position of an employee already enrolled in the company’s workforce. This internal mobility summary displays various figures related to it – promotions to the position of director and managing director, the ratio of positions filled through internal initiatives relative to the total positions, and finally – the percentage of vacancies filled internally.
- Average time stay: indicates the longest time period employees stay with the company and whether the company is good at retaining talent. The metric tracks the average number of weeks, months, or years that an employee stays. The longer the stay, the better for the company’s return on investments for hiring and training. An example can be seen below:
d) Annual HR Report Metrics Examples
We’ve explored HR reports for management as well as the practical workings of an HR annual report template. Now it’s time to look at metrics that can further boost your year-on-year human resources-based activities.
These cost-related metrics can also be used for annual HR reports to show to top-management and the financial department:
- Labor cost per FTE: the average expense of labor that a company spends for each FTE on an annual basis.
- Labor cost revenue percent: the total labor cost as a percentage of the annual business revenue.
- Labor cost expense percentage: the total labor cost as a percentage of the total annual expenses.
- Benefits as a percentage of labor costs: the total cost of benefits as a percentage of the total annual labor costs.
2. Monthly HR Report Template And KPIs
Monthly HR reports offer significant opportunities to connect businesses with new talents while obtaining an overview of the contributions being made by their current employees. A human resources monthly report impacts business outcomes in a variety of ways, from new recruitment and hiring strategies to measure efficiency levels within a monthly time frame.
Here, we’re going to look at a business report example in the form of an HR report sample that focuses on these particular, mentioned areas.
a) Talent Management: HR Monthly Report Template
In order to attract, motivate, and keep high-performing employees, a talent management dashboard can help HR professionals to gain a full overview of processes that are becoming key functions in HR. Today it's not only crucial to attract the right talent but also to keep such employees through measuring their satisfaction levels, turnover rates, and introducing rating systems across the board.
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In our example, we can see that the focus is on a quarterly basis, but this report can serve as a template for monthly and annual talent management strategies too, depending on your company's general rules and processes. You can also use it as a sample HR report to board when you need to expound on costs and question the talent management strategies.
At the top left of the dashboard, we can see a simple overview of the number of employees, monthly salary, and vacancies, continued with hiring stats. These stats can quickly show how much investments you need to make in order to train a new employee and how much time you need to fill out a position. You will always experience costs when hiring a new person but the point is to keep those costs sustainable. Let' see the visualized metrics in more detail:
- Talent turnover rate: The talent turnover rate by the specific department can tell you which area of business needs more attention when it comes to voluntary and involuntary turnover. In our case, we can see that the finance department has the highest voluntary turnover so it would make sense to dig deeper into the reasons. Maybe your competitors offer better working conditions and salaries, or they don't feel like they have proper growth and progression opportunities, lack of recognition for their work, etc.
- Fired talents: This metric will show you how many employees the company had to lay off, depicted by the employment period. In our example, we can see that most employees have been dismissed after the first year of employment. There is a number of reasons for this: organizational adjustments, downsizing a department, poor performance, etc. If you see that this percentage keeps growing month after month, you may have to change requirements during the hiring process because, in some instances, a higher rate can increase business costs.
- Talent satisfaction: Today it's important to keep employees happy, engaged, and productive. Many companies have issues with finding the right candidate, but keeping them is another challenging part of HR. The talent satisfaction, in the example above, shows a simple overview through the net promoter score (NPS). It's based on a simple question on how likely the team would recommend your company to someone (friend, family, etc.). If the NPS is improved and employees want to recommend your company as a good workplace, you will reduce the turnover rates and keep the labor costs down.
- Talent rating: This metric will help you in developing a comprehensive report and make sure you base your decision both on clear data but also on the human perspective of employee rating processes (real-world feedback talks). In this case, we can see that the rating is divided by the employment period and category on a longer period of time, but you can use this HR reporting and analytics template to develop weekly ratings, monthly, quarterly and/or annually. Here is a detailed visual example:
b) Recruiting HR Report Template and KPIs
This priceless HR monthly report template below drills down deep into the acquisition of fresh new talent that will help drive the business forward. Your staff is the people who can make or break your business, which means that hiring the right talent for your company is essential.
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The recruitment report has the potential to match your organization with the right people for specific job vacancies. Additionally, by working with a mix of targeted KPIs, you’ll also be able to make your recruitment processes more efficient both in terms of cost, time, and turnover.
Here are the most prominent recruitment metrics that are affiliated with this specific HR monthly report template:
- Cost per hire: Indicates everything you need to find the perfect personnel for your business and measures the amount of resources that are invested for each new employee. This includes all the expenses from the recruitment processes – such as advertisements, marketing, referral incentives – and the training cost – such as the time of managers, instructors, and materials. The company budget needs to be considered during the hiring process. Therefore, investments in talent will bring back value. KPIs include costs per hire according to the recruitment score to see which is the most or least expensive.
- Recruiting conversion rate: This enables businesses to discover the best method for recruitment and focuses more on HR executives than regular employees. KPIs measure the ratio of the total number of applicants who convert to hired employees at the end of the recruitment process. Ratios are dependent on region, sector, and company. The main purpose of this metric is to find the source that provides the best candidates at the lowest cost.
- Turnover rate: This metric enables businesses to track their retention efforts and measures how many employees must leave the business. It tracks retention efforts and facilitates plans for talent replacement. Root causes for turnover rates can be monitored so that potential problems can be identified and fixed in the early stages.
- Time to fill: Track how long your company needs to find a new employee by measuring the time elapsed between the time a job offer is posted and the time a new employee is hired. This informs the realistic business planning process, such as layoffs and employees who are quitting. KPIs include reaching an objective and evaluating a process rather than lowering numbers at all costs like shown in the example below:
c) Monthly HR Report Metrics Examples
In addition to the KPIs linked to our recruitment human resources monthly report template, there are other metrics you can use to enhance your HR monthly reports:
- HR FTE (Full-Time Equivalent) ratio: the number of FTE per individual HR FTE on a monthly basis.
- HR costs per employee: this is the HR expense for each employee on a monthly basis dependent on headcount.
- HR costs per FTE: the HR cost for each FTE on a monthly basis.
- HR headcount ratio: the number of staff per individual HR staff person.
- Total HR costs as a percentage of overall labor costs: the total cost of HR as a percentage of total labor costs on a monthly basis.
- Total HR costs per employee for permanent and non-permanent employees: the total cost of HR for each employee on a monthly basis.
- Union percentage: in terms of a human resources monthly report template, this includes the number of employees belonging to a union as a percentage of the overall headcount.
- Issue Resolution Cycle Time: this measures the average number of hours needed to settle different concerns – general issues, serious issues, potential lawsuits, labor conflicts.
3. Weekly HR Report Templates
A weekly report should focus on metrics that need to be checked more regularly in order to avoid potential monthly or quarterly HR surprises. Here we take a look at some examples that can be tracked on a weekly basis.
a) Monitoring Overtime Hours:
One example could be the number of overtime hours that helps HR professionals to spot if there is a temporary higher volume of workload, the staff is under more pressure, or if this metric increases over time and there is a need to examine things on a deeper level:
You can combine the overtime hours with the absenteeism rate to see if a higher number of employees call in sick. If the overtime hours continually increase, there is a strong chance that more people will lose motivation and start skipping work. Consequently, this could lead to serious business issues.
b) Tracking The Recruiting Conversion Rate
A modern dashboard maker will enable you to quickly create interactive metrics such as the recruiting conversion rate, which will enable you to automatically update your data and offer a time-efficient solution to monitor the weekly performance of the HR department. This metric can be used both by internal HR professionals or agencies that need to have a clear overview into their hiring results.
This metric has a focus on the HR department, where professionals can monitor how they performed on a weekly basis, especially freelance talent managers or agencies that need to achieve a healthy conversion rate in order to stay competitive. In our human resources reporting example above, we can see how 3 agents have performed and the development over time. There is no strict formula for an efficient recruitment process as it varies between companies, regions, industries, etc. The point is to have a high conversion rate but also comparing it to other important metrics such as the retention rate in order to truly perform effective hiring processes.
To learn more about different performance-based reporting options, we suggest you read our guide on performance dashboards.
We have presented these 3 main examples of HR reports, and now we will take a closer look into why these reports are critical for modern business management and show you how you can extract value with modern HR reporting software.
Why Do You Need HR Reporting?
It’s clear that a human resources report is critical if you want your HR department to thrive in our data-rich age.
Comprehensive business dashboards provide companies with the ability to forecast future HR events for risk mitigation and effective planning via predictive analytics capabilities. There are some key reasons to utilize human resources reports during specified time periods, such as weekly, monthly, and annual. To put this into perspective, here are 6 primary reasons why you should embrace the power of human resource reports:
- Identify problem areas: These reports provide a great way to track issues in an analysis-driven, transparent method. Managers and other business professionals are able to determine turnover rates per manager and pay close attention to employee retention efforts, and HR departments can leverage the information to define and implement improvements. Moreover, consolidating all HR data through a single point of access through a KPI dashboard will bring faster reactions to potential issues in order to develop better HR management information reports and solutions.
- Manage information: a monthly or an annual HR report template will provide in-depth insights on the ongoing developments within various teams and departments. This can include an indication of risks, such as an abnormally long replacement time period when an employee is about to leave the business. Effectively managing information in HR is critical in order to be successful, and a regular reporting practice can increase the efficiency exponentially.
- HR monitoring: Businesses can follow critical metrics within their workforce and discover trends and opportunities during the early stages. Also, problems can be handled before they negatively affect the organization. Besides, automating the monitoring process can bring professionals more time to focus on other critical tasks and goals.
- Effective planning: HR reporting is an exemplary way to plan strategies and initiatives in areas from recruitment to employee engagement and beyond by painting a clear, data-driven picture that will ultimately allow you to make informed decisions that yield real long-term results. With modern reporting processes, data can be immediately accessed as business questions arise but also enable professionals to plan more effectively and strategically.
- Predictive forecasting: Building on the previous point, reporting also offers a viable means of predictive forecasting through the analysis of digestible data that align with both your business’s short-term and long-term goals. If you’re able to make accurate, informed decisions backed by quality visual data, you will perform better – it’s that simple. The introduction of predictive analytics into various business areas, including HR, has made decision-making more efficient as well as faster.
- Enhanced communication: The flexible user-friendly nature of HR monthly reports or annual HR reports means that everyone working both within and outside your human resources department will be able to extract value from the data before them, and if required, access a live dashboard from a number of devices or media 24/7. This, in turn, will improve communication throughout the organization. Moreover, automating the monitoring process through modern solutions and presenting the data in an office setting through a TV dashboard can ease the communication within the team and improve HR meetings.
Generally, a cohesive, well-oiled HR department will help to catalyze internal training and development, keeping your staff engaged and upskilled on a continual basis. By fostering solid company culture, regularly updating internal values and regulations, and keeping organizational structures flowing, your HR department can be responsible for helping everyone within the business remain motivated and focused. Our HR report examples have shown some ways on how to do it.
Moreover, a solid HR department will play a pivotal role in recruitment, ensuring that you make the best and most valuable hiring decisions for your business. If a human resources department is well organized, approachable, reliable, and able to iron out any potential issues or conflicts of interest, your staff will feel safe, confident, and more loyal. Besides, all these reports that we have expounded on will have better results.
It’s clear that your HR department is an integral part of your business – it’s the beating heart in many ways – and if you run it the right way, you’ll reap great rewards. One of the most effective ways to enhance your human resources department is by adopting a data-driven approach by using reports to your advantage. Human resources reports play a pivotal role in the effective management of your business’s human HR activities, big or small, weekly, monthly, or annual. The point is to choose the metrics you want to monitor in a set period of time and schedule your reports so they can be updated automatically without the need for more manual work. As we've seen in our HR monthly report examples above, the updating is done automatically, based on our set time periods.
Additionally, HR reports, at their core, foster informed decision-making, enabling partners, investors, and stakeholders to gain a wealth of invaluable insight into the organization. With the current accelerated rate of digital technologies available to augment HR processes, it’s vital for businesses to take advantage of modern, dashboard reporting methods. Not only you will be able to put all your reporting information under a single data umbrella but the visual capabilities will enable you to spot any issues immediately, without the need to manually look for information or scroll through countless spreadsheets and files.
BI dashboards provide consistent value for all types of business models and industries with accurate management reporting capabilities – and that, in a nutshell, is why they’re so incredibly valuable.
Best Practices For Quality HR Reporting
By now you should have a deeper understanding of what are HR reports and how your business can benefit from them, we’ve been through a complete list of practical examples for your human resources reporting and showed you crucial metrics that should be included in your HR analytics. Now it’s time to look at some essential best practices that will help you perform quality HR reporting.
1. Ask the right questions
The first point of this list is a step that should never be ignored when dealing with your human resources data. As with any other department in your business, HR collects big amounts of information that can help you understand how well your company is doing in terms of employee performance, management, and satisfaction. For this reason, using the right HR data can make a difference in whether you assess problems and opportunities in your HR department accurately.
In order to avoid losing time working with all the data available, before you start to create your HR reports, you need to ask yourself the simple yet powerful question: what do I need from the data?. This question can be answered by considering the answer to other questions like what is the main message I want to give? Who will use my HR reports? What is the report frequency? What context do I want to give my report?
By answering all of these questions in advance you will be able to filter the data and keep only the information that is relevant to answer your main questions. This way, you will dive into your HR reporting process with an organized mind, making it more effective time-wise and significantly reducing the possibility of errors for considering the wrong data into your analysis.
2. Use a mix of HR KPIs
Once you have defined the general questions and aims of each of your HR reports, it's time to choose the metrics that will help you visualize your performance and achieve your business goals.
As we mentioned before in this post, many metrics can be tracked weekly, monthly, or annually depending on the aim of your reports and the conclusions you want to draw from them. For this purpose, you should pick metrics wisely, your HR reports should be a mix of powerful KPIs that together will boost your data storytelling and enable better decision-making by giving a bigger picture of all areas of your human resources department.
3. Automate the HR reporting process
Whether is hiring new employees, planning training opportunities, or ensuring that your business has an optimal work environment, HR managers have their hands full. This makes finding time to perform detailed HR reporting hard, as the manual process of collecting the right data from different sources can be extremely time-consuming.
The answer to all these problems is report automation. By automating your HR reporting, your human resources team will be able to focus on decision-making and strategizing, leading to performance optimization of the whole department.
There are many tools in the market that include automation features that will allow you to work with autogenerated reports with the latest HR data available. datapine is a BI tool that offers the possibility to get all your data sources in one place with just a few clicks. All you have to do is select your most relevant KPIs and the tool auto-generates reports that will be sent to selected recipients in a defined schedule. This way, your HR managers and other relevant stakeholders will receive daily, weekly, or monthly HR reports with the latest data available.
4. Use interactive HR reporting tools
Although automating your HR reporting process is an undeniable benefit, making sure that your reports are visually appealing and interactive is what will ultimately drive your HR reporting success.
For many decades, HR reports have been created manually in static PowerPoint presentations or lengthy text documents that were tedious to read and analyze. Today, thanks to the growth in companies leveraging their data, many tools have emerged in the market to make the reporting process more efficient and effective.
datapine is an all-in-one business intelligence reporting software that helps you analyze, transform, and report data from multiple sources and present it in a visual manner to provide actionable insights from your HR reporting. Additionally, the tool offers a dashboard designer that allows you to create interactive reports with just a few clicks, this way you can have all the latest data presented with powerful visualizations that will boost your human resources department performance.
5. Uncover trends, share your results & define the next steps
Once you’ve defined your business goals, the metrics you want to use, and the frequency of your reports comes the moment to extract actionable insights from your data.
While analyzing your HR reports with the help of an online analysis tool make sure you always look for trends in the data, this way you will be able to predict future outcomes and plan your strategies accordingly. For example, by using historical data you can predict the likeliness of an employee to quit within a given timeframe and step in with preventive measures that will increase employee engagement.
By extracting this and other advanced conclusions from your HR reporting you’ll be able to create strategies based on facts on not just simple intuition. After thoroughly analyzing your reports plan your next steps and share them with relevant stakeholders so that everyone in your organization can be aware of future developments.
Support Business Strategy Development With Interactive HR Reports
Now that we’ve uncovered the meaning and undeniable value of human resources reports, we will finish this complete guide by delving into using this wealth of data to align your business goals and objectives.
As we mentioned before, human resources departments need to align with business objectives that are defined by senior-level executives and other key leadership teams. Furthermore, recruitment, performance management, employee engagement, and turnover are typically better managed with the insights provided by interactive data dashboards.
The role of HR reports for management is to help companies obtain a clearcut overview of important HR data from across diverse systems, as well as the analysis of key performance indicators in real-time, to make predictive decisions and gather information methodically.
Though metrics and HR report templates can be customized, some key features include important standard metrics that provide companies with an organizational overview of HR department activities:
- Education level
- Training costs
- Recruitment costs
- Function type
- Active employees
- New hires
- Cost of labor
- Recruitment costs
These HR-centric metrics and KPIs serve to provide businesses with customized information that can be applied towards meeting their marketing, design, supply and demand, and overall strategic objectives and goals.
Consistent analytical reporting over specified time periods, such as monthly and HR annual reports, will keep businesses updated on all elements of human resources activity in timely, scheduled increments.
Whatever the dashboard – whether it’s a report for management, an annual report template, or a monthly online data visualization of employee performance – it’s clear that taking a data-driven approach to your human resources department is essential in today’s digital world.
HR departments are no longer a supportive role in an organization’s business development strategies. On the contrary – human resources serve to enhance and augment a business’s overall success and set the pace for an organization’s future.
Data analytics and reporting tools are the protocol needed for businesses to create better processes and training procedures, be proactive about management, monitor trends in their HR department, and utilize personnel most effectively. HR monthly reports and HR annual reports are the keys to optimizing human resources goals.
Companies can visualize their most invaluable HR data with dashboard software that provides them with enhanced graphs, charts, tables, metrics, and KPIs to better understand the wealth of insights before them.
Now that you’ve journeyed deep into an HR report template or two and understand the value of these dashboards for business growth, you’re ready to accurately evaluate crucial HR components over set time periods with dynamic, automated HR dashboards. Try datapine for free with our 14-day trial!