Tag: Automation

Categories
Innovation

3 Decades After: 5 Lessons from Running Payroll in Emerging Markets 

By Tijesuni Olajide

Rolling out HR and payroll solutions across Nigeria, Ghana, Benin, Ivory Coast, Liberia, Rwanda, and beyond has taught us one thing: “Perfect systems alone don’t drive success. Real success comes when systems are built around people.” 

Payroll is beyond moving money from A to B. It’s the teacher in Monrovia who needs medication for her daughter, the accountant in Kigali planning his wedding, and the factory worker in Accra whose rent is due on Thursday.  

Behind every payslip is a life depending on payroll to be accurate, timely, and secure. That’s why HumanManager combines over 3 decades of payroll expertise with multi-layered compliance checks to ensure salaries, pensions, and taxes are processed without error – because when payroll works, people thrive. 

Read on to find out what more we discovered along the way. 

1. Never Rely on a Single Payment Channel 

The Problem 

Banking infrastructure in emerging markets experience regular headaches like policy changes, network or security glitches without warning. In Liberia, a recent audit uncovered massive fraud in the mobile-payroll system. The government’s response? Halt all mobile-money salary payments. Relying on one rail means payroll is one glitch away from chaos. When delays hit, HR takes the heat. 

Our Fix 

We designed payroll with always-on reliability. Instead of depending on banks, we integrated wallet systems like Pouchii (by SystemSpecs Technology) and connected to trusted gateways such as like Remita and eTranzact.  

This multi-channel setup means payments can be routed seamlessly through different banks, minimizing fees and ensuring business continuity. If a payment fails, HR generates payment status and it can be retried without missing a beat. 

Results 

With multiple payment channels in play, payroll to payment disruptions are almost non-existent. Clients who often lose 2–3 working days monthly to payment failures now enjoy 99% smooth, on-time payroll runs. 

Lesson Learned 

Backup payment options isn’t a bonus, it’s baseline. When one channel fails, another steps in seamlessly. That’s the difference between a smooth payday and a workday full of complaints. 

2. Automate Compliance or Drown in Paperwork 

The Problem 

For many SMEs and growing businesses, keeping up with West Africa’s fast-changing statutory regulations feels like a losing battle. Manual updates create room for errors, missed deadlines, and costly penalties. HR teams spend hours chasing employee records while outdated tax tables expose organisations to audit risks. In Nigeria particularly, the New Tax Act 2025 with its potential adjustments, staying compliant isn’t just hard work; it’s high stakes. 

Our Fix 

  • Dedicated Compliance Team: We have experts who stay on top of regulatory changes across all markets, so you don’t have to. When changes happen, we update the system and notify our customers immediately. 
  • Digital Onboarding: Our system ensures that you fill the basic mandatory fields before processing payroll for new employees.  
  • Employee Self-Service Portal: Employees can update their personal data directly on the platform. This saves both the HR and employees’ time while keeping records up to date. 
  • Localised Payroll Rules: Custom settings for each country ensure compliance with local tax laws, pension requirements, and other statutory deductions

Results 

Our customers experience significantly fewer compliance-related penalties compared to when they managed employees manually. The self-service portal also eases administrative burdens, freeing up valuable time for teams to focus on more strategic tasks. 

Lesson Learned 

Compliance isn’t optional; it’s integral to operations. Relying on annual audits to uncover errors is too late. Real-time updates and employee-driven data are essential to keeping payroll accurate, compliant, and penalty-free. 

. Holidays & Leave Rules Will Surprise You 

The Problem 

Holiday and leave rules across Africa are anything but straightforward. Dates often shift each year or move when they fall on weekends. Leave entitlements also differ by country: some mandate 15+ days annually, while others require as few as 6. 

Failing to track these variations can lead to labour law violations, underpayment of staff, or miscalculated final settlements. The consequences? Penalties, payroll errors, and unhappy employees.

The June 12th Challenge – On June 6, 2018, President Buhari declared that Nigeria’s Democracy Day would be celebrated as a national holiday every year on June 12 instead of May 29. This created immediate payroll questions: Do we pay holiday premiums for June 12th? What about employees who already requested May 29th off? How do we recalculate monthly salaries? 

So, instead of hardcoding holidays as fixed annual events, we built flexibility into our system. This foresight paid off when the announcement came. Sure, there are standardized holiday dates, but we also provide the flexibility necessary for the more flexible work time outs. 

Our Fix 

  • Dynamic Holiday Calendars: HR can update holidays in real time. When Nigeria changed Democracy Day, our customers updated payroll calendars instantly. 
  • Auto-Accrual Leave Policies: The system enforces country-specific auto-accrual leave policies, and therefore automatically blocks HR from approving leave that violates local labour laws. 
  • Premium Pay Calculations: Payroll adjusts for premium holiday pay or unused leave payouts where required by law.

Results 

Since adopting dynamic holiday management, clients have seen improved holiday-related payroll accuracy, with HR teams saving hours on leave requests and holiday calculations. 

Lesson Learned 

Hardcode nothing about holidays or leave. Official calendars can change overnight; hence, flexibility is non-negotiable. By treating holidays and leave as editable data, not fixed rules, you prevent costly errors. 

4. Cloud Tech is the Real Deal 

The Problem 

Too many companies still run payroll on spreadsheets or clunky software locked in an office server that doesn’t fly across borders. On-premises systems need local IT, manual updates, and guesswork when exchange rates shift. Add in unreliable internet, unstable power supply or limited support staff, and everything stalls. Business continuity fails when payroll depends on unstable infrastructure.  

Our Fix 

We built HumanManager as a secure cloud platform designed for speed, scale, and sanity: 

  • Instant Updates: New tax tables and holiday changes roll out immediately. No waiting on IT departments or manual installations. 
  • Multi-Currency Support: Seamlessly processes NGN, GHS, LRD, RWF, USD, and more while automatically updating exchange rates. 
  • API Integration: Sync payroll with attendance and accounting systems, so data flows instead of manual files transfer. 
  • Guided Onboarding: Every client gets a walkthrough with real examples from their specific country and industry. 

Results 

Cloud deployment fast tracks our clients’ payroll processing time. System updates that once took IT departments days now happen instantly across client accounts. 

Lesson Learned 

Slow tech creates fast headaches. Cloud-based systems are safer, faster, and keep everyone on the same page. If you’re still running payroll from a spreadsheet or outdated systems, you’re vulnerable to infrastructure failure.

5. Local Expertise Beats Fancy Software 

The Problem 

A slick software means nothing if it ignores context. Many payroll solutions fail when expanding because they treat every market the same. What works in Lagos won’t necessarily work in Accra or Kigali. In West Africa, explaining pay cycles businesses required plain language and building trust over time. 

Our Fix 

We went local: 

  • In-country HR Partners: Hired local HR professionals who understand nuances and cultural differences. These aren’t just customer support agents, but experts who get local business practices. 
  • Localised Training: Used country-specific examples in training sessions. Nigerian clients learn PAYE calculations with actual Nigerian tax brackets and vis-à-vis for other countries.  
  • Trust-Building Approach: Ran parallel pay runs for months to build confidence before clients switched systems completely. This parallel processing caught discrepancies early and demonstrated accuracy. 
  • 24/7 Local Support: Maintained local customer support teams who understand regional business hours, languages, and cultural context. 

Results 

Client onboarding was faster and support ticket volume decreased drastically. Most importantly, client retention improved year-on-year. 

Lesson Learned 

Payroll adoption in emerging markets is more about having the right support. As Akinjide Omojola, our Chief Innovation Officer, puts it: “You can’t succeed by flying in with generic features and buzzwords. You succeed by listening, adapting, and respecting how people work.” 

Ready to Get Payroll Right? 

At its core, payroll is the lifeline connecting businesses to their most valuable asset: people. 

In emerging markets, where infrastructure shifts and rules change like sand, success depends on two things: building systems that adapt and remembering the human cost of failure. 

The hardest lessons aren’t about fixing tech glitches or compliance gaps. They’re about earning trust – one accurate paycheck, one resolved issue, one local partnership at a time.  

The best payroll systems don’t just calculate salaries. They anticipate problems, respect cultural nuances, and free people to focus on their work, not their wages. Because behind every transaction is someone counting on you to get it right. 

See HumanManager in action. Book a demo or contact our sales team at [email protected] to learn how we can simplify your payroll across emerging markets.

Categories
Managing Processes

7 Payroll Mistakes that Could Cost Your Business  

Stephen Adewumi  

Running payroll might seem like a routine task, but even the smallest mistakes can have a huge impact on your business. As a business owner in Nigeria or across Africa, you are responsible for ensuring your employees are paid correctly, taxes and all statutory deductions are made and remitted on time. Neglecting these responsibilities, no matter how unintentional, can result in hefty penalties, loss of employee trust, and even litigation. 

Here are seven payroll mistakes that could cost your business; 

1. Incorrect Employee Classification 

One of the most common payroll mistakes is misclassifying employees. You need to clearly distinguish between permanent employees, contractors, and part-time staff. In Nigeria, this is especially important because contractors and permanent employees are subject to different tax and benefit rules. 

I recall a story about a small logistics business in Lagos that classified its riders as contractors to avoid paying pension and health benefits. The employees took the case to the National Industrial Court, arguing that they were full-time staff. The company ended up paying a huge settlement for backdated pension contributions and penalties. 

2. Incorrect Pay Calculations 

Miscalculating wages, overtime, or bonuses can result in underpayment or overpayment, both of which can have legal and financial repercussions. Regular audits and leveraging the features of a reliable payroll software can help ensure accuracy. 

3. Delayed Salary Payments 

Late remittances of salaries break trust and damage relationships with employees. Delays in payroll are often caused by cash flow issues, inefficiencies in payroll processing, or even technical errors. This hurt morale, especially of staff, and might lead to the loss of key talents.

4. Failing to Remit PAYE and Statutory Deductions on Time 

In Nigeria, businesses are required to remit Pay-As-You-Earn (PAYE) taxes to the government as well as other statutory deductions like pension, NHF (National Housing Fund) contributions, and Health Insurance to relevant authorities or bodies. Defaults in these obligations attract penalties, audits, and back payments. Staying updated with regulatory bodies and their guidelines in the country where the business is domiciled is critical while utilizing a tax-compliant payroll management system makes this a “walk in the park”. 

5. Inaccurate or Incomplete Employee Records 

Having inaccurate or incomplete employee information creates various payroll errors, including wrong pay amounts or missed deductions. This can result in problems during audits and your employees are likely to become disgruntled due to the frustration caused by these kinds of issues. Maintaining precise employee records is essential and implementing automated HR systems can enhance accuracy and efficiency. 

6. Manual Payroll Processing 

Manual payroll processing is highly prone to errors, and it becomes increasingly inefficient as your business grows. Not only does it waste time, but mistakes in calculations, or salary payments which are common with manual processes can have costly consequences. As a business owner, if you still rely on a spreadsheet to calculate salaries, taxes and deductions, your process is prone to errors in formula or mistaken edits which could result in either underpayment or overpayment of your employees. Adopting automation in payroll management will streamline processes, reduce errors, and save time. 

7. Non-Compliance with Local Labor Laws 

Not adhering to labor laws, whether it’s due to ignorance or neglect, can have severe consequences. Laws around minimum wage, employee benefits, and leave policies must be followed to avoid disputes or penalties. An example is a manufacturing company in Kano which once defaulted on minimum wage guidelines introduced in Nigeria in 2019. After an employee reported the violation to labor authorities, the company was fined and had to settle significant arrears in compliance with the law.  

In conclusion, payroll mistakes, no matter how small, can have a cascading effect on your business—financial penalties, employee dissatisfaction, and loss of trust can result in reputational damage. The best way to avoid these issues is by automating your payroll processes, regularly auditing your payroll, and staying up to date with local labor laws and regulations. 

By leveraging a reliable payroll solution like HumanManager, you can have all these pitfalls avoided, ensure accuracy, efficiency, and compliance in one solution. You can focus on growing your business while keeping your employees happy and paid on time.

 

Categories
Managing Processes

Choosing the Best HR Tech: Essential Factors to Consider 

By Aisosa Ajayi

It’s the start of a business year, and you need the right operational tools to scale. These tools include adopting flexible and tailor-made human resource technology that will significantly impact your organisation’s efficiency and effectiveness.  

With a plethora of options in the market, it is essential to carefully consider critical features that make the selected Human Resources Information System (HRIS) the best fit for your company. In this article, we have dissected the key factors to consider.  

1.   Automation 

An HRIS’s primary advantage lies in its ability to automate manual processes, enhance efficiency and minimise errors. Choose a solution which incorporates features such as an automated workflow on HR processes and employee self-service functionalities. These features contribute to a seamless and error-free workflow.  

For instance, HumanManager helps you automate all processes from employee entry to exit which gives you the time to focus on strategic business growth.  

2.  Integration 

Efficient integration with new and existing software is crucial for a streamlined workflow. Choose an HRIS that can be integrated with other employee management solutions, including payroll, time and attendance, and benefits management. This integration ensures a cohesive data flow, eliminating the need for manual data entry and reducing the chances of errors.  

3.  Reporting 

Robust reporting capabilities are essential for gaining insights into various HR metrics and empower you to make informed decisions. Your chosen HRIS should offer customisable reporting features, allowing you to generate real-time data such as employee turnover and headcount.  

4.  Compliance 

Compliance with all extant laws in your area of jurisdiction is non-negotiable for any human resources management system. Choose a solution that provides features such as automatic updates on HR policies, compliance tracking, and other tools that support adherence to legal requirements. Being compliant safeguards your organisation and fosters a culture of trust among all stakeholders.  

5.  Employee Self-Service 

Enhance your overall employee experience with self-service features that foster engagement and reduce the workload on the HR team. An effective HRIS should offer a robust self-service module allowing employees to update their personal information (document uploads, profile update, with little or no paperwork) as well as access data on salary reports, benefits, and lots more.  

6.  User-Friendly Interface 

How user-friendly is the HRIS interface for your HR managers and employees? 

Choose a system with an intuitive, user-friendly interface that facilitates easy navigation. A good interface promotes adoption across the firm, ensure that all users can leverage the system’s functionalities without extensive training.  

Selecting the best HRIS requires a thoughtful analysis of factors that align with your organisation’s specific needs. By prioritising automation, integration, reporting, compliance, employee self-service, and a user-friendly interface, you can identify an HRIS that not only streamlines HR processes but also contributes to the overall success of your firm.  

Look beyond the popularity of the software and invest time in understanding your unique business requirements before selecting the best fit solution. Want to scale your business and give your employees the ease that they deserve? Visit www.humanmanager.net for more information or send an email to [email protected]  

Categories
Managing Teams

7 Tips for Effective Team Meetings

Have you ever led or been in a team meeting that went off track? Or does it stretches too long and boring that you slowly lost interest? Of course, we know that feeling!

Team meetings are a great way to engage colleagues, share ideas, and encourage creativity but this won’t happen if your meetings are badly structured or colleagues perceive them to be unnecessary and ineffective.

We’ve got the following tips to guide you and make your meetings rewarding:

1.      Plan Ahead – Keep your meeting on track

To avoid one-sided communication, you should share a brief or meeting agenda in advance with your team. Also, take note of important talk points, expected outcomes, and participants to attend, and choose the right time that suits every team member. This will help you evaluate the success of the meeting at the end.

2.     Adopt relevant technology

Technology is ever-evolving. You can now enjoy great collaboration tools that will help increase the efficiency of your meetings – send messages, share files, set up online calls and more. Here at SystemSpecs, we use collaboration tools like Zoom, Microsoft Teams, Google suites, GitHub, and more. You should try it out too.

3.     Be Time-conscious

When team members are late to meetings, it could result in unnecessary delays. There would be a need to recap and extend meetings to cover the agenda which will interfere with the meeting structure and possibly cause a ruckus. To avoid this, you need to set early attendance rules with reminders ahead of time to keep each member in check. Also, allocate time frames to the agenda outline for better time management.

4.     Ask Questions

Be intentional about your team’s participation. The meeting has to be valuable to everyone, so questions should be asked to encourage discussions and input. This way you’ll keep your team members actively interested and involved in the meeting and also confirm they understand the purpose and outcome of the meeting.

 5.     Set Ground Rules

This might seem too serious but it’s incredibly important to set ground rules that would keep your team members in check to avoid interference that could cause delay or generally any problems. Rules like: camera switched off if it isn’t a video call, mic muted when not speaking, phones silenced, meeting expectations, no interruptions, and others as they apply.

6.     Identify Meeting Patterns and Behaviours

If you’re going to change your old meeting patterns, you’ll need to observe your meeting patterns to observe what you think is wrong and also ask your team questions on what should be better improved to make the next meetings more effective. This will give you a better perspective on how the team feels and why they feel that way about your meetings.

7.      Improve Each Week and Do a Follow-up

This is a brief check-up that will boost your meetings every time. Less than being told what to do, people love to feel valued and that you care about their wellbeing. It’s not just about checking task completion but also building relationships with your team and checking in on how they are faring, and also how they are coping with their assigned task.

You can ask questions like: What worked and what didn’t? Was the last agenda accurate and helpful? Was there any information we could have shared in another way?

NOTE: Always test whether you need a meeting before setting up one. Once you have established that, you can decide how to use these tips to hold your best meetings ever. 

Want to make your work-life easy? HumanManager can help your business manage high-performing staff. Click here to get started.

Categories
Managing Processes

7 Must-have HR Modules for your Organisation

Human Resource Management (HRM) processes have evolved over the years, with the growing interest in the need to give employees the best opportunities for optimal performance, and to inherently boost revenue.

These inter-related, complex and often difficult tasks could be overwhelming for HR managers, leaving little or no room for strategic planning and proper fusing of their execution into the firm’s operations.

It is therefore important to consider an intuitive and innovative solution that delivers data accuracy, efficient management and enables the aggregation of multi-sourced data for quality decision-making.

When choosing an HR solution, it must have these 7 modules in order to enhance your operational productivity:

  1. Employee Information Management

The beginning of proper HR management is having the right staff data for a comprehensive insight into the type and capacity of the workforce. A good solution simplifies this process and eliminates hours of searching through hardcopy files for relevant staff information whenever required.

2. Administration Module

This helps you manage organisational structure and data through predefined metrics which enable seamless exchanges, approvals and decision-making. There should be clearly defined access rights for users and automated workflows for various processes to eliminate the need for time-consuming manual approval processes.

3. Performance Management

A fit-for-purpose appraisal system is key to evaluating individual and collective contributions towards set organisational objectives. This module simplifies the management of various appraisal systems including the Key Performance Indicators (KPI) or the Balanced Scorecard systems for an appraisal cycle.

4. Leave Management

According to a popular proverb, “All work and no play makes Jack a dull boy”. You can now ensure that your employees take the needed rests as and when due, using a leave management solution to specify applicable leave types, staff entitlements, applicable allowances and schedule vacation times among others while ensuring a smooth handover.

5. Expense Management

Certain jobs demand staff to spend on behalf of companies, and on time too. This process can however be taxing due to the required audits and approval requirements. Automating the entire flow from advances to retirements or even re-imbursements and all the settings to align with company policies is the sure way to go!

6. Payroll Management

Another major source of expenditure of organisations is the compensation system, which largely involves the payroll. You can achieve more productive time for other HR functions and avoid falling on the wrong side of the law when you automate this complex process with the right application.

7. Self-Service

The self-service module empowers employees to comprehensively manage their personal information as well as drive transaction flows, approvals and feedback to monitor progress with relevant processes. Strict access rights should be applied as expected of a standard business support application.

In addition, when all activities have been carried out on the system — transactions passed, approvals given and major processes completed, reporting is the output that makes the work worthwhile for decision-making. Also, a comprehensive solution should have an up-to-date reporting system with easy-to-use infographics for high-level information from the solution.

You need not worry about where and how you can get all these benefits in one solution.

HumanManager, known for its 28 years of optimising workforce and talent management processes, can give you all these benefits and more.

Visit www.humanmanager.net now to request a DEMO and get started!