Automation in Human Resources: How to reduce the work load
Technological advances are reducing the workload in more and more company departments. And, with this, automation in Human Resources is increasingly present, allowing to significantly reduce the time spent on numerous repetitive tasks.
In this article we tell you what it means to automate an HR department, which processes can be optimized and some tips to do it in the best possible way.
What does HR automation mean?
Automation in Human Resources does not mean that employees stop working and switch to computers. It means using computer tools to have them perform repetitive tasks based on the directions provided to them. This means that, in addition to understanding how companies work and knowing how to communicate effectively, HR professionals also need to be proficient in certain programs, or have an IT department to take care of it.
Although there are a lot of tasks that can be automated, it is important to keep in mind that doing a job manually always yields better results. The main benefit of automation is efficiency and, in exchange for this, it makes it complicated to work each case with its particularities.
Therefore, each company needs to differentiate those HR tasks that are key to the company’s performance from those procedures that simply need to be carried out. It is precisely the latter that it is beneficial to automate, tasks that vary depending on the type of company and its objectives.
Here are some of the tasks in an HR department that can be automated and how to automate them so that you can decide which tools to implement in your company.
Automating HR: Which processes can be improved?
One of the most common jobs of a Human Resources department is the management of employee payroll. Even if you have an external payroll processing company, HR will always be in charge of managing the communication between employees and the payroll processing company in case of incidents, as well as sending the receipts to the employees.
This is precisely a task that can be easily automated. All you need is to have an email management tool and manage it so that it collects the employees’ pay slips and sends them to their company email. All that is needed to do this is to have standardized email addresses, so that the employee’s name matches the email address.
In this way, it can be ensured that, when the consultancy sends the pay slips, these are forwarded to the relevant employee together with a standardized e-mail. Communication in the event of incidents is best handled manually. However, flexible remuneration cannot be automated so easily, as it is much more dependent on the needs of the individual company. It is therefore a part of compensation that, if it is used in your company, you will not be able to automate.
Recruiting talent is one of the HR processes that should not be over-automated. Companies looking to attract highly qualified personnel should try to personalize communication with applicants as much as possible to convey a good image. Despite this, many companies that only need to fill a routine position can save a lot of time.
Tools such as LinkedIn offer the possibility of filtering candidates based on different parameters. In this way, of the 1,000 applicants that an offer may have, more than half can be discarded based on whether they have certain information in their CV or profile.
This is risky for certain jobs, as good work experience may be more important than specific training. However, if you need a specific certificate for a job, it is very easy to have LinkedIn or any other similar platform automatically discard all applicants who do not have it.
3. Document signing
All companies can benefit from automating document signing. After all, it is a routine job that is easy to do through templates and online document signing software. All that is needed is to ensure that employees have access to and know how to use the software in question.
To automate this HR process, all that is needed is a tool that allows documents to be uploaded and each employee to have his or her digital signature on the computer. With this, it is only necessary to upload the documents and communicate to the employees that they must access to sign them before a specific date. The program will take care of collecting the documents signed by the employees and mark the task as done.
It is even easy to automate the e-mails to communicate the task, since it is usually not necessary to personalize them.
4. Obtaining information
Improving employee well-being is a task that cannot be automated, but it is possible to get information automatically to develop the most appropriate plan. Many HR management programs allow you to send surveys to all employees and to classify the information collected visually.
Although it is not advisable to abuse them (low participation rate), they are the ideal way to know the perception of employees on those aspects to be improved. Sending a couple of monthly surveys is very useful, although it should always be complemented with personal contact.
5. Working hours / holidays
Managing vacations through programs is easy, although it is still necessary to check requests manually. However, many HR software programs allow employees to request days off through the application. However, they do not need to know which days their colleagues have requested, and it is not beneficial for an entire workforce to take leave on the same days.
Thanks to this process, the task of Human Resources in the management of working days is based on coordinating vacations between departments, confirming whether the days requested by an employee are actually available. If not, they must contact the employee to manage the situation, but in most cases it will only be necessary to approve them.
6. Corporate training
Corporate training is not an activity that can be automated per se, but there are tools that greatly facilitate the management and monitoring of courses. These tools depend, to a large extent, on the company in which the employee training is contracted, since most of them work with certain external tools.
In ClassGap for Enterprise we have a Virtual Classroom designed to facilitate the monitoring of employee training. Within it, we include a Tracking Panel with which training managers can plan schedules, monitor attendance, choose the most appropriate teachers and even measure the ROI of the training.
If you are looking to implement individual or group training for employees within your company and want more information about our methodology, contact us without obligation.
Tips to automate Human Resources
- Avoid over-automation
Of course, being able to reduce the time spent performing tasks in a department is always beneficial. But it is important to be careful when automating Human Resources, since it is a department where personal contact is a very important factor.
For this reason, it is important to identify which tasks can be automated without reducing their effectiveness. Similarly, it is also necessary to establish control mechanisms with which to react to unforeseen events. For example, automating payroll management is ideal for any company, but HR professionals will need to be on the lookout for any problems so that they can handle them personally as quickly as possible.
- Personal contact remains key
In the same vein, there are certain activities that, by their nature, are much better carried out manually. Meetings with employees, emails with individual problems, issue management… In short, it is better to manage personally all those activities that are managed differently depending on each case.
Automating HR tasks tends to mean a poorer quality of communication, so avoid implementing tools such as ChatBots in a generalized way.
- Implement control systems
The fact of automating HR means losing quality in the actions, so it is common for more problems to arise. Although the efficiency that these tools allow compensates, in general, the problems that appear, it is essential to have control tools to be able to detect them as soon as possible.
Therefore, it is important that some HR professional is in charge of checking the effectiveness of the actions: reading the mails that are sent, controlling the surveys, checking that the signing of documents has been carried out successfully and, of course, checking the profile of the employees that are going to be hired manually. The more important the task, the more it should be monitored.