The HR (Human Resource) department is an integral part of any organization. Whether it is recruitment, training, or compliance with labor laws and regulations, HR processes play a key role in ensuring the smooth functioning of a company.
Traditionally, HR processes have been considered highly manual: HR professionals are used to rolling up their sleeves and getting things done all on their own.
But, thanks to the modern, digital world, that no longer the case.
Like almost every other area, automation has also penetrated the HR space and, any processes that offer room for automation are being rapidly automated. In order to survive in this automated environment, embracing tech is no longer an option for HR professionals.
What is HR Automation?
HR automation refers to the use of technology that frees HR professionals from tedious, repetitive tasks, and increases the productivity and efficiency of the department. The less time HR employees spend on monotonous work, the more they will be able to focus on complex, cognitively-demanding tasks like formulating strategies and making decisions.
By automating standard HR activities, companies can reduce the cost and time they spend on manual HR processes and planning.
Benefits of HR Automation
As mentioned, HR automation allows employees to focus on more valuable and intricate tasks. It allows organizations to create, streamline, amalgamate, and utilize the necessary services at a fraction of the cost it would take to do so manually. With proper implementation, HR automation can be indispensable for any organization.
Below are a few crucial benefits companies can derive by automating their HR processes:
1) Reduced Wastage
Switching to HR automation can minimize the use of paperwork, leading to reduced cost of manual workflows and materials.
2) More Informed Decisions
Using HR software to track data across various functions enables organizations to assess the efficacy of different processes. The compiled data can be used to generate reports, derive actionable insights, analyze workforce experience, and identify patterns and trends.
All of this information can then be used to create or modify policies and best practices.
3) Consistency and Transparency4
Automated workflows improve transparency by establishing clear roles among management and employees.
For businesses operating in multiple locations, automated processes can create uniform HR practices across the organization.
4) Better Resource Allocation and Higher Efficiency
By automating mundane but tedious tasks, HR departments can spare more time and energy for more mentally-demanding and complex processes.
Employees will also have to spend less time on HR processes like choosing benefits or requesting time off.
5) Greater Organizational Growth
The ability to optimally recruit, train, and retrain employees for at low optimal costs will present greater opportunities for organizational growth and to develop a competitive edge.
Examples of Automated HR Processes
Below are a few of the most common HR processes that provide room for automation:
Currently, employee onboarding is among the most manual HR processes. It involves collecting documents, verifying the information on them, giving tool access to new employees, and making device requests. However, a good onboarding software program can help automate most, if not all, of these and other onboarding tasks.
These programs usually offer an easy checklist that can be accessed by all parties involved in the onboarding process. This checklist allows recruiters to collect documents online, deliver devices without having to wait for a response from the IT department, and providing tool access in hours (instead of days or weeks).
2) Leave Requests
Approving and calculating leaves manually is far from optimal, since the HR departments need to check the number of remaining leaves, seek manager approval, record the leave, and incorporate it in the payroll calculations.
A robust leave management software program, however, can automate this entire process and prevent employees’ leave requests from disappearing into a sea of unread emails.
3) Employee Timesheets
To say that manual timesheet tracking is inefficient would be a huge understatement.
An automated timesheet management solution helps you manage and track timesheets automatically, making the process quicker and more accurate.
4) Performance Management
A dynamic HR process, performance management involves tracking, measuring, and analyzing employee performance by aligning it to the broader organizational goals. An automated performance management program can offer a number of advantages, including streamlining the process, ridding it of any bias, and making it engaging for both the employers and employees.
5) Exit Interviews
Exit interviews are crucial in assessing and improving employee engagement. However, manual, paper-based exit interviews are not only tedious and time-consuming, but also quite ineffective at serving this purpose.
By inculcating automation to the exit interview process, companies can swiftly identify possible problems and receive actionable insights for improving employee retention without having to go through mountains of paperwork.
Factors to Consider when Choosing an HR Automation Software
HR automation is fast becoming the norm and, as such, there are a number of automation systems available on the market. When choosing an HR software program for your organization, make sure to look for the following features:
1) Actionable Insights
A good HR software program should offer interactive dashboards and visual-rich reports to facilitate easier comprehension and swifter decision-making.
2) Omni-Channel Access
You should be able to access the software at any time, from anywhere, and using any device.
3) Quick Integration
The program should allow for synchronization with other HR systems through API integration.
4) Risk Mitigation
To make your HR processes immune to tampering, pick a software program that comes with 360-degree visibility and audit trails.
5) Automated Alerts
The software program should also allow for automated alerts; these alerts will help keep employees on track and adhere to deadlines.
6) Dynamic Workflow
You should be able to use the software program to design automated, unique HR workflows that are aligned with other HR processes within your organization.
Far from being the future, HR automation is a pressing need in the current corporate environment.Not only can it help you reduce costs and streamline HR processes, but it can also enhance the overall employee experience and make you more attractive to the top talent within your industry.