Home > HR Pro Shop > What is HR Position Management?

Does it ever feel like managing your organization’s human resources is a never-ending task?

The minute you stabilize one department, you have turnover in another. And the moment you confirm your hiring plan for the next six months, another need pops up that you weren’t aware you needed to plan for. 

The reason HR can so often feel like a volatile role is that most HR systems are set up to be employee-based. When you make a new hire, you create a new profile and capture details about the role, compensation, and performance of that employee. But when that employee receives a promotion or accepts a role with another company, all of that data disappears with them – and you must start over to fill the gap in your system.

HR position management moves the focus away from the employee and towards the company. It stores employee data and position data separately and links them together – so you can build an internal architecture that stands the test of time. 

But HR position management isn’t just about your HR team. While the benefits of HR position management start in the HR team, they don’t end there. They expand to introduce efficiency and productivity into other business-critical areas within your organization. Here are three of those benefits that every company deserves to capture:

Elevate your HR experience.

Explore PrimePay HR, our state-of-the-art HR software.

HR position management is the cornerstone of an efficiently functioning organization. It’s about orchestrating the various roles within your workforce like a well-conducted symphony, ensuring every note aligns harmoniously.

Think of it as a strategic dance – you’re not just assigning tasks; you’re choreographing the future. It involves defining each role, its responsibilities, and how they interconnect. This meticulous arrangement doesn’t just bring order but also unlocks a realm of possibilities.

From optimizing workflows to fostering growth, effective position management is the linchpin that drives a high-performing, well-coordinated team. And in this dynamic business landscape, where every role counts, mastering position management isn’t just a task; it’s an art that transforms your organization’s rhythm into a symphony of success. Welcome to the world where roles aren’t just defined – they’re elevated.

Next, we’ll talk about the different ways in which HR position management can help you and your team:

1.  HR Position Management for Administrative Tasks and Workforce Planning

The positive impact of HR position management starts with the HR team’s workload. 

Most HR teams must manually track and update their reports on unfulfilled and occupied positions, which can change frequently and rapidly. But teams with access to HR position management can quickly call up accurate reports about these factors over the past, present, and future of the organization. They can see at a glance how many open positions are available today and how many open positions will be available in the future – and plan ahead. 

HR team with HR position management can also automate mundane tasks like new hire onboarding and terminations, creating a respectful and comprehensive experience for employees as they transition in and out of your organization. Not only can this improve your eNPS ratings, as employees are receiving a more consistent experience across their interactions with the HR department, but it can also streamline the HR teams’ approach to repetitive tasks.

2.  HR Position Management for Accessible Financial Analysis

When your position management is based on individual employees, you’re budgeting by employee, not position. This can negatively impact your organization in several ways, from leaving you financially reliant on the availability and compensation requirements of individual employees rather than the open market, to making it difficult to report on complex financial and compliance requirements. 

While most HCMs are limited to reporting on the actual budget, HR position management software allows HR managers to easily pull reports that compare the actual budget to the proposed budget across positions and people. As a result, you can share up-to-date analytics with your executive and financial teams without having to merge data from multiple sources.  

3.  HR Position Management for Interdepartmental Collaboration

With employee-based position management, staffing always seems to end up being HR’s responsibility. That is, no one else has access to updated data about organizational architecture because the org chart collapses and expands as employees join and leave the organization. Other departments can’t be sure what’s accurate if they’re waiting on the HR team to manually adjust the system for shifting people records.

With HR position management, everyone within your organization with the right permissions can view the status of occupied and unoccupied positions at a glance. Especially if your workforce fluctuates throughout the year, this can be a critical advantage for interdepartmental collaborations with the finance and recruiting teams.

Building an HCM that works for you

Get the HR support your business needs to thrive, and take the pressure off of your HR teams. Explore PrimePay HR and ensure your HR compliance today. 

Learn more about PrimePay HR


Sarah Greesonbach turns cutting-edge research and data into captivating HR technology marketing content. She loves to consider the possibilities of humanizing, organizing, and minimalizing all things HR, and her writing helps HR executives and professionals develop their instincts and arrive at actionable insights for employee engagement and business performance.

Read More