Five common HR processes and tasks you should automate



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5 mins

From recruitment to pay, benefits and rewards, here are five processes that organisations should use HR software to automate

Over recent years, the rise of technology and automation has impacted organisations and people in many ways. While it has meant greater innovation and productivity for companies, it has also meant job losses for workers – around 1.5 million people in Britain are at risk of losing their jobs to automation. But, for HR professionals, the impact of automation looks much more positive.

Automating HR processes can streamline workflows, ensure processes are consistent, reduce the likelihood of error, and can help HR save time and money which can be better spent on strategic people initiatives. According to 2019 research by Hays, greater automation has decreased admin tasks for nearly half (49%) of HR employers, and 30% of HR professionals.

With a range of HR software on the market, it can be difficult to separate its essential functions from the nice-to-haves. Here are our top five processes and tasks you should automate using HR software .

1. Notifications and reminders

HR teams are constantly having to juggle several tasks and responsibilities at once, but automating notifications and reminders can help them to make sure that no task is overlooked.

If there are any upcoming performance reviews, new starters, leavers, or key dates, HR software can remind HR teams and appropriate employees (such as line managers) about these events by sending automatic email alerts.

This will mean HR  teams and employees are less likely to forget about tasks or due dates, and you’ll also spend less time chasing people to complete actions. Automation in this case can not only improve communication but can also aid compliance by helping to make sure vital actions are taken at the appropriate time.

If HR teams want to automate their notifications process, HR software can help. With our notifications functionality, for example, you can set up automatic notification emails to prompt employees and managers when appraisals are due, when employees are starting or leaving, and if they exceed pre-determined absence levels. Notifications can also be triggered by any date-related events.

2. Recruitment

Automating the different stages of the recruitment process can help you save time and reduce costs, help you find the best candidate for the job more efficiently, and also provide a smooth candidate experience.

Some organisations use machine learning models to optimise every word of a job posting, while others automate aspects of the hiring process using an applicant tracking system (ATS). ATS such as our recruitment software and Hireful (which also integrates with our people management solution) can streamline and automate the recruitment process through automated emails, auto-reject questions, and self-service interview scheduling.

Our HR system also integrates with Zoek, a job advertising platform that uses artificial intelligence (AI) technology to maximise relevant matches of job adverts to prospective candidates that have the right skills, work experience and qualifications, ensuring you receive better-suited applications.

You can even automate some elements of the interviewing process thanks to video screening tools, which you can use to invite selected candidates to record short answers to questions you’ve specified.

3. Time and attendance record keeping

For organisations in the retail or hospitality sector, managing time and attendance can be a long process – so investing in the right software to automate this task can make a big difference.

Our central people management solutions integrate with specialist time and attendance software – including HFX, Shopworks, FTS and Deputy – to help HR teams manage complex work patterns, create staff schedules and handle holiday, shift, and time-off requests.

4. Pay, benefits and rewards

Automating the pay, benefit and reward process is important if both HR and payroll professionals want to save time and effort.

When new hires join, an automated process can allow HR to quickly onboard them into the payroll system. Achieving this important task quickly means employees are likely to feel more satisfied in their new role through an increased sense of belonging and recognition.

Similarly, linking your central HR software with your chosen benefits system means that, when employees are eligible to access company benefits, they can do so automatically without HR having to carry out any additional admin work.

Working with payroll outsourcing companies can also help automate the payroll process. With our HR payroll system, you can avoid duplication of work and manual data entry, while also improving the accuracy and security of your data. Employees can be auto-enrolled for pensions, often with the help of pension payroll software, substantially reducing the amount of time you need to spend on pension administration.

5. Background checking and screening

The background checks process is traditionally a labour-intensive and time-consuming task; automating this process reduces the risk of error and ensures that the right checks are carried out at the right stage for the right role. Linking your HR and recruitment software with solutions from background checking providers such as Experian can speed up your time-to-hire by automating admin-intensive, time-consuming background checks such as reference checks and criminal record checks. It can also help your organisation deliver a better candidate and employee experience – which is essential for hiring success and long-term employee retention.

Hays’ 2019 study found that a lack of staff skills is the main barrier to greater workplace automation, so if you and your HR team need advice and support about which HR processes you can automate and make more efficient, get in touch with your HR systems provider. Alternatively, request a demo to see how we can help to automate your admin tasks.