Automation in Human Resources

Automation in HR (Human Resources) processes in a company consists of using technology to perform repetitive tasks quickly. And minimize errors.

With the automation of Human Resources, efficiency and productivity increase . Also, it minimizes the possibility of making mistakes that require the investment of more time and resources.

Automation in HR involves the use of technology to perform repetitive and tedious tasks.

HR process automation uses technology to replace manual tasks. In the past, job applications printed on paper and complex paperwork filled cabinets and filing cabinets. Companies are now replacing these physical systems with digital processes, moving everything to the cloud.

What processes can be automated in Human Resources?

Automating processes in the Human Resources department involves the use of tools that promote the digital transformation of the company.

Some of the processes of Human Resources departments that can be automated are the following:

1-Staff pick

The personnel selection process is one of the processes that generates the most paperwork. Automation makes it possible to eliminate a large part of the paperwork by establishing criteria so that a software robot that uses RPA technology can publish job offers, select only candidates who meet the requirements and inform candidates about the result of their participation in the process.

2-Training

Companies need to train their employees in digital skills, so continuous learning is essential. With the automation of processes, the Human Resources department can manage the platforms and training rooms, as well as know the courses that are taught to each employee.

3-Time control

Due to the pandemic, many companies opted for teleworking and needed to carry out time control . The automation of time control allows you to know the entrances and exits of each employee with remote software. No paperwork will be necessary, nor will you need to invest time in collecting signatures.

4-Absence and vacation requests

Automation in HR allows you to quickly manage absences and vacations. Employees will be able to request their vacation days through a platform and report absences. The Human Resources department will simply have to review the requests and automatically integrate them into a calendar.

5-Management of payroll

According to the NGA HHRR report , 33% of HR professionals are still managing their payroll processes with the help of on-premise systems.

Payroll management is one of the most complex and important processes in Human Resources departments. Automating this process using software like Sage HR helps collect each employee’s personal information automatically so that any changes are immediately reflected in the payroll.

The automation of payroll preparation helps to automatically adapt payrolls to the personal circumstances of each employee and the changes that occur therein.

6-Documentation signing

Currently there are numerous electronic signature applications that allow you to sign documents with complete security and quickly. The electronic signature is especially useful for human resources departments since they use numerous documents that must be signed: employment contracts, job offers, payrolls, vacation requests, etc.

The electronic signature is a tool that allows you to automate processes such as signing employment contracts, payroll or vacation requests, among others.

7-Worker onboarding

The process of incorporating new employees into the business is one of the processes that most influences the worker’s experience. It is a process in which a multitude of repetitive tasks are carried out that can be automated: registration in the system, delivery of equipment, sending credentials for business tools, etc.

8-Performance monitoring

Another of the fundamental tasks of the Human Resources department that can be automated is the control of the performance of each employee. This process aims to improve the situation of each employee in their workplace. Automation allows you to quickly carry out surveys and evaluations to obtain information and analyze it.

As we have seen, automation in HR can be applied to numerous tasks in this department. In short, you can automate tasks that are repetitive, that do not have many exceptions and that do not provide great value to the business, but that are necessary.

Automating Human Resources processes will allow your company to increase the degree of digitalization, increase employee satisfaction and compete in the market on equal terms.

Why invest in HR automation?

Automating processes can be an alternative for companies looking to reduce their financial losses. The HR sector is responsible for a series of daily activities that demand time and concentration , making the machines responsible for these operational exercises makes the employee shift his intellectual and creative capacity to other activities.

By offering the possibility of analyzing data and making action plans for improvements and development, HR automation allows employees in the sector to act as managers , really impacting the companies’ bottom line.

There are several benefits to relying on process automation, such as:

1-time gain

Organize a selection process while planning training, to later close the payroll. Schedules like this are common in the routine of many HR professionals.

That’s a lot of responsibility for a short space of time. With the growth and transformation of the sector , there is an increasing need to optimize work, and automation is a great ally in this process.

With the right tools, it is possible to perform tasks more quickly and create a more productive work routine . This allows the sector to be more strategic and efficient, gaining more time for each activity.

2-error reduction

The human resources professional is one of the most important within the company. This is because the processes performed by it can directly affect the productivity of the entire organization . Therefore, one way to ensure growth is to reduce the possibility of human failure.

The use of manual and repetitive methodologies depends on many variables to be successful. Some of them are extremely subjective. The automation of work takes the weight of this responsibility away from the professional and allows him to assume a more monitoring-oriented role.

3-Makes the team more effective

Faced with the word automation, there is a common fear among employees working in the sector. But it is important to clarify that this process does not replace , it only shifts people to more strategic functions.

Automating a selection process, for example, requires planning that only an employee with a deep understanding of the company’s internal policy can have. HR automation just puts the right people in the right positions for them .

Advantages of HR Process Automation

With technology having a major impact on HR routines, the benefits were numerous. From time optimization to lower incidence of rework and errors.

After knowing what process automation is , let’s now know what are these advantages of automating HR processes .

1. Time optimization

One of the main benefits of HR process automation is the possibility of offering speed in the execution of tasks with the optimization of time .

And when we talk about process automation, time is one of the most crucial points . Currently, companies that manage to optimize their time stand out in the market. This is because they have greater control over the processes and are easier to monitor the execution of tasks closely.

And this optimization can be done when searching for a document, using cloud storage services such as Dropbox , Google Drive and etc. Or even with management and integration tools like Runrun.it or payslips like Xerpa’s software .

Each such choice optimizes HR’s time, which can be devoted to more strategic issues, streamlining the bureaucratic part, which becomes more automated.

2. Lower incidence of errors

In addition to knowing ways to automate HR processes , the company must realize the role of technology in reducing errors . That’s because with manual work the details can go unnoticed.

The automated system offers greater scope and management control , mainly facilitating tasks considered repetitive. Since when the process is manual and repetitive, the loss of concentration is recurrent, causing many failures.

And these mistakes cause loss of time, productivity and, consequently, money . As small as the error is, the work is affected when it happens. Therefore, in HR process automation, control is more precise and operation is more effective.

3. Ease of data analysis

Ease of data analysis is one of the benefits for companies that use HR process automation in their daily lives.

Automation technology tools allow easier access to information and also facilitate data sharing. Management software houses the information in one place, which makes the analysis work easier.

Not to mention that automation often offers a diagnosis of the work and a mapping of the tasks performed . Whether with hours spent performing the work, performance evaluations, etc.

They also offer real-time data, so that the manager can have greater management control , allowing adjustments throughout the tasks and readjustment of the work.

4. Redirection of team efforts

With the possibility of expanding the managerial scope of tasks, managers have greater control over the team , automating HR processes . Thus, it is possible to redirect efforts, according to the data offered by automation. 

Mapping allows you to diagnose errors and successes in real time, offering possibilities to solve problems or even eradicate them. Therefore, knowing and using HR process automation to improve company performance is critical .

Real-life examples of HR task automation

Technology offers endless possibilities for automating HR processes. Jotform can help you by providing templates for a variety of HR tasks:

• Recruitment. Attracting the right candidates is a crucial aspect of staffing, which is why systematic recruitment is a key responsibility of the HR department. Digital forms help to develop and implement a consolidated recruitment process . Hiring managers can utilize tools such as the recruitment requisition form and the employee application form .
• Integration. Creating an employee onboarding form is a smart way to ensure new hires receive everything they need to succeed in their new work environment, such as a copy of the employee handbook. This integration system can include documents relevant to tasks and workflows. It helps integrate crucial onboarding activities like security training, background checks and more.
• Employee personal data. Collecting data from new hires is one of the first steps in onboarding new employees. These online forms for new hires help centralize the collection of any necessary data.
• Time sheets. Track and record your employees’ hours and consolidate this information into a spreadsheet for simplified analysis. These time recording forms can help you manage your payroll.
• Work periods. Scheduling and tracking your employees’ shifts is essential to ensuring proper staffing throughout the day. This template for employee allocation makes it easy to see the employees scheduled to work in a given period. Integrate a shift request form to meet the changing needs of your people.
• Performance evaluation. Performance management and constant feedback help employees thrive and grow in their roles. Use this benchmarking guide to create an effective performance review process. Evaluation forms help evaluators follow a formalized schedule and collect their employees’ self-ratings as well as feedback from their managers.
• shutdown. Gathering information when an employee leaves the company is essential in identifying opportunities for improvement. Systemize this process using a termination form as well as an employee feedback form.
• Break tracking. The HR department is responsible for overseeing the time off/leave of its employees, whether it is sick leave or vacation. A spreadsheet for tracking vacation/leave can speed up this system by consolidating requests and lost hours into a custom spreadsheet.
• Spending. Want to know where your money is flowing? A expense reimbursement form makes it easy to record transactions and manage your budget. Mathematical calculations are built into the model to give you information about your spending and cash flow in real time.
• Training records. A checklist for employee training can help you streamline a new hire’s first few weeks on the job. Build these forms to include essential training activities that every employee needs to complete. Instructors can record their progress throughout the training period.