Revolutionize Your HR Function With Automation
Here’s a closer look
Posted on 03-28-2020, Read Time: Min
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Automation has been a hot topic in the human resources (HR) world for a while now. There is an ever-increasing number of organizations paying testament to the efficiencies both in terms of time and money that can be gained through using HR software to automate key HR tasks. Let’s take a closer look at exactly what solutions HR automation can offer and how it has the potential to benefit your organization in practice.
Why Manual HR Processes Don’t Cut it
Any organization still struggling to carry out its day-to-day HR operations using manual workarounds such as messy paper documents, complicated spreadsheets, or repetitive emails can probably identify with the issues that such processes have.
First, manual HR processes are incredibly time-consuming when compared to automated ones. Members of the HR have to manually input data, type out emails, or fill out forms over and over again — making it a poor use of their time, which could surely be better spent carrying out more value-adding HR activity company-wide.
Naturally, the fact that these manual processes are laborious and time-intensive means that they are more costly. Thus, the business needs to spend more budget on HR headcount to deliver them effectively.
Another big issue with manual HR processes is the fact that they are usually much more prone to errors and inaccuracies than automated ones, as a result of natural and unavoidable human error. Automation can cut down on data inconsistencies and errors, ensuring a higher degree of data integrity and quality in your HR information.
First, manual HR processes are incredibly time-consuming when compared to automated ones. Members of the HR have to manually input data, type out emails, or fill out forms over and over again — making it a poor use of their time, which could surely be better spent carrying out more value-adding HR activity company-wide.
Naturally, the fact that these manual processes are laborious and time-intensive means that they are more costly. Thus, the business needs to spend more budget on HR headcount to deliver them effectively.
Another big issue with manual HR processes is the fact that they are usually much more prone to errors and inaccuracies than automated ones, as a result of natural and unavoidable human error. Automation can cut down on data inconsistencies and errors, ensuring a higher degree of data integrity and quality in your HR information.
The Basics of HR Automation
If manual HR processes are causing so many potential problems, what’s the alternative? Utilizing some form of automation through the use of HR software is the favoured choice for many forward-thinking businesses.
In a nutshell, HR automation refers to creating automatic, digital workflows for many of your commonly undertaken HR processes, with minimized human intervention for the repetitive, regular tasks. Most HR systems on the market allow users to personalize workflows. It’s important to choose one that offers a high degree of customization to its standard automated processes to ensure that each one suits the needs of individual organizations perfectly.
In a nutshell, HR automation refers to creating automatic, digital workflows for many of your commonly undertaken HR processes, with minimized human intervention for the repetitive, regular tasks. Most HR systems on the market allow users to personalize workflows. It’s important to choose one that offers a high degree of customization to its standard automated processes to ensure that each one suits the needs of individual organizations perfectly.
The Case for Automating Your Organization’s HR Processes
There are many good reasons for using HR software to automate your key HR processes. However, the million-dollar question is — “How will using HR software make the lives of my team and employees easier and improve the quality of my HR function”? Here are some of the most well-cited benefits of HR automation:
A reduced administrative burden, with less paperwork and more control: HR software automates many of the tedious and long-winded administrative tasks performed by the HR team. This frees them up to add real value to your business by supporting and coaching employees and line managers in more complex areas such as employee relations or training.
A range of HR-related analytics. HR automation lets you use the data within the system to run reports at the touch of a button, facilitating timely and accurate data relating to a range of metrics — from employee turnover to recruitment lead time and much more.
A reduction in HR headcount costs. Thanks to the time and money that you will save by automating many of your HR functions, it’s highly likely that you will need fewer HR administration staff to carry out tasks manually. This will reduce your employee costs in this department.
A reduced administrative burden, with less paperwork and more control: HR software automates many of the tedious and long-winded administrative tasks performed by the HR team. This frees them up to add real value to your business by supporting and coaching employees and line managers in more complex areas such as employee relations or training.
A range of HR-related analytics. HR automation lets you use the data within the system to run reports at the touch of a button, facilitating timely and accurate data relating to a range of metrics — from employee turnover to recruitment lead time and much more.
A reduction in HR headcount costs. Thanks to the time and money that you will save by automating many of your HR functions, it’s highly likely that you will need fewer HR administration staff to carry out tasks manually. This will reduce your employee costs in this department.
In Which Areas Can I achieve HR Automation in My Organization?
Each HR system offers its own unique mix of features and functionalities. It’s crucial to research the market thoroughly to make sure that you choose the system that’s right for your business. However, there are several areas that lend themselves well to automation, and you should expect the best HR systems to offer:
Recruitment and onboarding: Recruitment automation is a huge plus point of HR software for many companies. Job specifications can be automatically posted online in seconds, giving you a headstart in attracting quality candidates. Applicants can automatically submit their CVs and hiring managers can easily compare applications and shortlist candidates, as well as review and compare interview performance.
New employee records, contracts, and new starter documents can be automatically generated by the system upon notification of a job offer.
Performance management: The documents relating to employees’ annual performance appraisal meetings can be completed by both line managers and employees online. In addition, feedback can be easily requested and compiled and results from performance evaluations can be compared across teams and the wider organization.
Time and attendance management: Employees can request leave online and managers are able to check online schedules and authorize or decline it digitally. Working schedules within departments can be coordinated, overtime and time owing can be automatically calculated, and sufficient staff cover can be achieved more easily.
Employee exit: Leaver records can be automatically archived, with automation creating exit documentation, checklist, and calculating final payments at the touch of a button.
Recruitment and onboarding: Recruitment automation is a huge plus point of HR software for many companies. Job specifications can be automatically posted online in seconds, giving you a headstart in attracting quality candidates. Applicants can automatically submit their CVs and hiring managers can easily compare applications and shortlist candidates, as well as review and compare interview performance.
New employee records, contracts, and new starter documents can be automatically generated by the system upon notification of a job offer.
Performance management: The documents relating to employees’ annual performance appraisal meetings can be completed by both line managers and employees online. In addition, feedback can be easily requested and compiled and results from performance evaluations can be compared across teams and the wider organization.
Time and attendance management: Employees can request leave online and managers are able to check online schedules and authorize or decline it digitally. Working schedules within departments can be coordinated, overtime and time owing can be automatically calculated, and sufficient staff cover can be achieved more easily.
Employee exit: Leaver records can be automatically archived, with automation creating exit documentation, checklist, and calculating final payments at the touch of a button.
Reap the Rewards — Achieve HR Automation Success
Not only can HR automation make huge time and efficiency improvements across your HR function, but it also has the potential to make a discernible difference to your bottom line.
Investing in a robust HR system that offers a high level of automation can transform a reactive, time-pressured, and ineffective HR function into one with streamlined and efficient processes and a liberated team who can focus on supporting the business to achieve its wider goals, rather than focusing on manual efforts.
With so much choice in the HR software market, it can be hard to know where to start looking for a provider to offer simple and straightforward HR automation at the right price. Start with a thorough needs analysis of your organization’s current and future challenges and opportunities in the HR function. Use this to shortlist a range of providers that can offer real value in terms of improving the effectiveness of your HR team.
Investing in a robust HR system that offers a high level of automation can transform a reactive, time-pressured, and ineffective HR function into one with streamlined and efficient processes and a liberated team who can focus on supporting the business to achieve its wider goals, rather than focusing on manual efforts.
With so much choice in the HR software market, it can be hard to know where to start looking for a provider to offer simple and straightforward HR automation at the right price. Start with a thorough needs analysis of your organization’s current and future challenges and opportunities in the HR function. Use this to shortlist a range of providers that can offer real value in terms of improving the effectiveness of your HR team.
Author Bio
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Susan Leonard is the Senior HR Manager at Kissflow. An incisive MBA professional, Susan has close to 10 years of qualitative and enriching experience in HR. She has led the entire gamut of operations including talent acquisition, retention and company culture management; has been deeply involved in elevating processes to strengthen capabilities and ensure to meet current and future business needs. Prior to Kissflow, she was with Randstad India and UST Global. Connect Susan Leonard Visit https://kissflow.com/ |
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