Automating HR: A guide for HR Professionals

Automating HR: A guide for HR Professionals

The HR department is often one of the busiest departments in any organization. A lot of paperwork must be sifted through every day, recruiting candidates, processing payrolls, and maintaining employee records. These traditionally manual processes are now automated thanks to technological advancements. Allowing employees to focus on the vital few functions for maximum effectiveness entirely.

What is automation in HR?

HR will be supplemented by AI, freeing more time for HR to focus on more critical business issues. The possibility is to leverage AI to automate HR mundane operations and provide employees with a more consumer-grade experience. – Jeanne Meister, co-author, The Future Workplace Experience


HR automation is simply using software to perform repetitive and laborious tasks. This helps HR organizations increase productivity since they can now work on more complex tasks. This frees up time and resources.


Benefits of HR automation


\"Its critical to identify when an activity should be performed by a nice warm human being or when its better to automate it as we create the employee experience. If you do this incorrect, it will have a huge impact on employee retention and productivity.\" - Andrew Spence, HR transformation director, Glass Bead Consulting


Let us look at the reasons why an HR professional should invest in HR automation:

1. Reduces expenses

HR automation reduces the amount of paperwork required which reduces material costs.

2. Increased productivity

\"AI is a facilitator. We will not have robots as a luxury hotel brand, but we will leverage the technology behind the scenes to help our workers perform better.\" - Eugenio Pirri, VP of people, and OD, Dorchester Collection

Having been freed from a lot of tedious work, employees find themselves with a lot more time on their hands. This time can then be used to focus on the more critical tasks.

3. Improved decision making

Insightful reports generated help decision-makers make more informed decisions. Due to the availability of more time, decision-makers have more time to analyze data.

4. Reduced errors

HR automation can facilitate a drop in data entry errors since machines can do things quickly while validating the data. HR automation also reduces the amount of misplaced or lost documents.

5. Employee turnover is reduced as a result of increased employee engagement

HR automation means HR will have more time to get back to employees and improve their overall experience since they are no longer drowning in administrative tasks.

Examples of HR automation

1. Payroll

Automating a payroll involves processing it in a system rather than manually.

Performing payroll manually is rather slow, often taking days compared to hours taken by a payroll system.

Regarding payroll systems, numerous solutions are accessible, like QuickBooks Payroll, gusto, and on Pay.

2. Time management/Timesheets

If you use a manual time tracker, your employees usually enter their hours after they've already occurred. It is usually at the end of the day or week. Employees frequently forget what they completed over the day or week, resulting in data being entered incorrectly.

3. Onboarding and Recruitment

Employee onboarding includes gathering verification papers, signing forms, granting new workers access to tools, raising device requests, and much more.

During the onboarding process, HR automation may give an easy-to-follow checklist. This includes the ability to construct automated notice and approval procedures, gather e-signed forms and generate official PDF documents instantly, and swiftly deploy devices to employees without waiting for IT help, among other things.

4. Records Management

Not only would automating your records management relieve the effort of having to comb through years of paperwork to find a certain document, but it will also provide on-demand access to any required information. It promotes greater transparency, efficiency, and accountability. Another perk? It saves a lot of room in the file cabinet.

5. Data management and analytics tools

HR automation software includes analytics tools that can analyze any data set and find patterns or trends to help with decision-making. Easy data collecting, extensive report preparation, and data visualization are just a few of the sophisticated data management tools.

Automation features to look for in HR software

Automation software often offers several features. When considering investing in HR Technology, a company should look for the following critical qualities:

  • Recruitment and hiring tools - The ability to automate the collection and analyzing employee data, including recruits or applications, is built into HR software systems. They include tools for determining pay structures, organizing job candidates, tracking applicants, and accepting or rejecting applicants based on specified criteria.
  • Employee portal tools - Employee portals that are easily accessible and user-friendly allow firm employees to access a dashboard with critical information and useful features. Employees can request time off, make benefit changes, and keep track of their training programs. The program allows management and other relevant parties to access any key employee records and forms.
  • Time and leave tracking tools - Shift scheduling and management, time allocation, leave entitlement and balance, and overtime are some available options.
  • Performance evaluation tools - Feedback tracking, performance review organization, and data collecting are examples of performance evaluation technologies. These technologies may also incorporate elements that detect high turnover and poor performance.
  • Employee training tools - The capacity to manage training opportunities, track staff competencies, and track learning progress are all features of training software.

Where to start with automation

\"There is only so far one can take the usage of AI in HR. It is much easier to raise a concern or discuss an issue with an HR professional with whom you know and has built a relationship. The human face of HR mustn't get lost\" - David Collings, professor of HRM, Dublin City University

There is a myriad of applications available. All of them promise to give you the best value for your money. How do you decide which one is best? While there are applications for performing specific tasks, the best option would be to invest in one system that integrates and supports your recruiting, training, performance management, and other apps. Such a system is called a human resource information system (HRIS or human resource management system (HRMS).

What is HRIS?

An HRIS, also known as a human resource information system or a human resource management system (HRMS), is a software system that connects human resources with information technology. This enables electronic HR processes and operations.

To put it differently, an HRIS can be seen as a mechanism for large and small firms to manage various tasks, such as human resources, bookkeeping, administration, and payroll, using the software. A human resource information system (HRIS) allows a company to better plan, manage, and control its HR costs without devoting too much time and money to them.

What are the best HR automation tools?

It's also worth emphasizing that HR automation will not be able to fix poor HR rules or practices. Furthermore, your chosen HR software may operate effectively for your present company size but is not scalable if your firm grows in size or expands internationally. All of these things should be considered when selecting an automation solution.

You might wish to look into the following popular HR automation tools:

  • - Centralize all your work, processes, tools, and files into one Work OS. Maintain a single source of truth across your business by connecting teams, bridging silos, and maintaining a single source of truth.
  •  intelliHR - A people management and analytics tool that allows you to empower your employees.
  • Eddy - an all-in-one HR Suite you can hire, onboard, manage, and pay employees with one easy-to-use platform.

Large firms rely on agile human capital management solutions to meet employees expanding job needs in today's changing work environment. The employee experience is enhanced by a combination of HR techniques and smart technology. Employees can use technology to contextualize their jobs within the company and strengthen human relationships. As a result of this dynamic and engaging approach, a company culture of dedicated and supporting workers emerges.


Ngonidzashe Nzenze
This article was written by Ngonidzashe a Consultant at Industrial Psychology Consultants (Pvt) Ltd

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