Why should you automate HR workflows?
Before businesses automate HR workflows, it is important to understand the importance of automating HR workflows. HR is a document-centric process, which means it requires a lot of manual labor and paperwork. This leaves a lot of room for error and inconsistency. The 3 main reasons why businesses go for HR workflow automation:
Streamline workflows –
manual processes are full of redundancies and repetitive steps. In a process-intensive business workflow like HR, these redundancies eat up on time and money of the business. Moreover, archaic HR practices affect the productivity of the HR department and result in lower motivation levels. Automating key HR workflows like the ones mentioned above saves valuable resources and HR personnel could better spend their time on high-value tasks. The right HR automation software can streamline HR workflows to eliminate redundant and repetitive steps. HR workflows that are devoid of redundancies and repetitions save significant amounts of time and money for the business.
Ensure process consistency –
HR processes that are driven by human effort are subject to bias and inconsistencies. It is difficult to establish a standard for manual processes. Automation brings about standardization in HR processes. HR workflow automation cuts out inconsistencies in all the steps and increases the transparency of process execution. In approval-based HR processes, the transparency and visibility of HR requests are improved via automation. Consistent HR processes produce results that can be tracked and measured effectively. Improving process outcomes is much more effective when we automate key HR processes. Consistent HR processes are audit ready and compliant with policies and regulations.
Minimize errors and inconsistencies –
one of the biggest drawbacks of manual processes is the high incidence of errors and inconsistencies. The higher the involvement of human resources, the higher the error and delay margins. Human effort dominant processes lack visibility and transparency into the status of tasks. Key stakeholders are also not clear about their role in the process, hence, accountability is also unclear in manual processes. Automating HR workflows brings about clarity in role assignments and task deadlines. Errors and inconsistencies are a thing of the past with HR automation software. By eliminating the human effort in HR data management, automation brings about high levels of accuracy and consistency in HR processes.
Recent research reveals that automation can help decrease administrative tasks by 49% for HR employees. There are several tangible benefits for the organization of automating HR workflows.
How to automate HR workflows?
The first step to automating any business workflow is to understand the existing workflow. Workflow diagrams are the best way to map out various tasks in any process. Here are the steps in HR workflow automation –
Mapping existing processes – workflow diagrams can be used to map existing HR workflows that the organization intends to automate. Each task in the workflow and the dependencies must be visually mapped by the flow diagram. This diagram represents the entire process flow, which helps the team spot redundancies and bottlenecks.
Designing the new workflow – the automated workflow eliminates the inherent redundancies and bottlenecks in the workflow. Task dependencies, role assignments, and expected results are clearly mapped in the new automated workflow.
Training the team – the HR team needs to be trained on the new automated workflow before implementation. Successful implementation is only possible when the team is aware of the way the new solution works.
Implementation – the selected HR workflows are automated using the workflow automation solution. The implementation can be done in phases and one workflow at a time.
Review and feedback – after the implementation of new automated workflows, the progress is reviewed and measured. Feedback is collected from the team regarding the performance of the new workflow. Based on the performance review and feedback, necessary changes are made to the new workflow.
Following the above simple steps, HR workflow automation software can be implemented to automate key HR workflows.
Benefits of HR workflow Automation
Some of the benefits of HR workflow automation are listed below.
Improved productivity –
the most significant selling point of workflow automation is improving productivity. Workflow automation improves the productivity of HR staff. Automating repetitive tasks frees up the staff for more productive work, which in turn improves overall team productivity. Accurate data tracking and management via automation also enables organizations to make data-driven decisions.
Brings down employee turnover –
The HR department is responsible for employee welfare, hence, the performance of this department impacts employee turnover. The optimal performance of the HR team fosters better employee engagement and resource utilization. Improved employee engagement brings down employee turnover.
Reduced time to hire –
HR automation drastically cuts down the time to hire. Using talent acquisition tools like pre-employment skill assessment software reduces the time to screen candidates. Automating the hiring process speeds up candidate screening, background checks, employee onboarding, and many other tasks.
Accuracy and consistency –
human error is one of the biggest problems with manual processing. From missing employee data to human bias to inconsistent data – manual processes are ridden with several issues. Automation eliminates all these errors and inconsistencies in manual processes.
Improved internal collaboration –
the HR department is a crucial business function that interacts with several other departments. Automating the HR and integrating of HR tools with other department tools helps in easy and efficient inter-department collaboration.
Better data management and security –
secure storage of employee data is one of the most significant benefits of HR automation. Data handling is much easier through automation solutions. Centralized access to HR data and role-based data access can be provided when data management workflow is automated.
Better decision-making –
automating HR workflows streamlines the process and ensures that HR personnel is updated on employee data. Automating the hiring workflows enables the hiring team to make data-driven hiring decisions. Data-based decisions can be taken for approval-based HR processes like leave processing when automated.
Reduced risk –
automation brings about standardization in HR processes. Each task is assigned a stakeholder, which improves the accountability and transparency in the process. Clarity of roles and responsibilities ensures that each task is completed on time. Automated systems send alerts and notifications to the stakeholders for timely approval. Timely task delivery and approvals bring down the risk factor in the HR function.
Reduced rework and duplication –
automating HR processes brings order and efficiency into the HR function. Manual processes are prone to errors, duplication, and rework. Automation clarifies the stakeholders for each task so that everyone is clear about their roles and responsibilities. There is no scope for rework or duplication.
Effective resource utilization –
clear assignment of roles and responsibilities in HR processes ensures that resources are utilized to their fullest potential. Resources are assigned roles according to their capability so that their skills and competencies can be utilized optimally.
Improved customer service –
automation streamlines all the HR processes, which improves process efficiencies. Smooth business operations in turn improve customer service.
Centralized access to data –
automated HR systems provide centralized access to employee and organizational data. All the data is available in a centralized repository for easy access. Role-based access to data can be provided to stakeholders so that sensitive data is handled safely and securely.