The Invasion of HR Process Automation Into Human Resource Management
Human resource management is an essential part of every company. Whether it’s hiring new employees, training, or ensuring that local labor laws are complied with, HR processes are a vital part of every company.
But HR has usually been thought of as a highly manual department process. They are used to rolling up their sleeves and getting the job done themselves. But all that’s changing.
Automation is invading the HR space, and very soon everything that can be automated, will be automated. Current HR staff need to adapt to the coming changes or get left behind in the dust.
What does this mean for HR now and in the future? Are workers going to become obsolete? Are they going to find their job roles differ from what’s typically expected of them? Let’s take a closer look.
What is Human Resource Management?
Human resource management is the management and development of employees in an organization. Typically, most companies have a dedicated department to manage basic HR processes like hiring new employees, onboarding, offboarding, training, and others.
In companies that are too small to have a dedicated human resource management department, they may outsource HR processes to an outside organization. Through this, they get the same HR planning services that they otherwise would with a dedicated HR department, but without the cost of having to maintain their own dedicated department.
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HR planning process is the optimization and execution of processes to ensure maximum efficiency of an organization’s most important resource, the employees.
Using HR processes, a company can determine whether to hire more staff, retrain new staff, or find other ways to maximize efficiency while minimizing wastage of existing resources. To do this, HR departments are constantly aware of several metrics:
- Current employee conditions
- Future forecasts
- Employee health and engagement
The HR department has to find out what the current scenario for the company is. If they find that in the future, they’ll need more staff for the growth of the company, they’ll have to find out exactly how many, so they don’t waste organizational resources and the HR budget.
Once HR has a feel for what its primary roles are, they must execute and integrate the plan into the other goals of the company. This isn’t a one-time thing, or something to be done every quarter. Growth is a continuous occurrence, and that means HR departments have to continuously monitor their organizations to ensure that they have the ideal staff in terms of quality and quantity.
These processes are extremely labor intensive, so automation can be very appealing, but are there actual benefits to automating HR processes other than hearsay?
Benefits of Having Automated HR Management
Freeing Up Time
The first thing that comes to mind for people in HR is “Oh no. I might lose my job to automation.”
But that’s not necessarily true. HR team members often spend a majority of their day on busy work that doesn’t help them reach their core goals. Automation allows you to leverage software to take away a lot of the tasks that aren’t done best by humans.
When your staff doesn’t have to worry about menial day and in day out tasks like maintaining employee timesheets and payroll calculations, it leaves them free to actually focus their time and effort into finding innovative and interesting ways to tackle actual problems in their jobs that need critical thinking skills.
Processes Become Simple and Easy
Repetitive tasks like maintaining employee databases and coordinating policy training courses are time consuming and monotonous. With an automated process handling all of this, these processes become much more simple and easy to handle.
The best part? They won’t have to be subject to the risk of human error. These HR processes will always be done accurately and on time, so there’s no need to remind anyone. Human resource planning becomes easier, since your staff doesn’t have to do it manually.
Consistency Between Locations
If you’re operating in different physical locations, having automated HR processes ensures that there’s consistency for things done in different offices. Human resource planning between different locations becomes uniform, and you don’t have to needlessly hire people that could otherwise be sourced from another office.
Why Not Having Automated HR Processes Can Be a Problem
Not automating can be a problem that only compounds as your business grows. Here are a few reasons why.
By not automating repetitive and laborious tasks, you lose efficiency. Your HR staff will have their time spent on monotonous and unproductive tasks.
Prone To Errors
Tasks like verifying timesheets, calculating payrolls, and checking leaves, can be easily done by a machine. But having them done by human resource management team members might pave the way for errors. Once set up, automation does it perfectly, without any errors. The same cannot be said of humans.
New Candidates Can Have A Bad Experience
People applying to your organization for a career can have a disheartening experience if HR doesn’t follow up regularly with them. And that’s easier said than done. Your human resource management staff can be swamped with a mountain of other tasks, forcing them to unknowingly forget or miss out on getting back to candidates throughout the course of their application. This is a bad hiring experience, and even if they are eventually hired, this is bound to leave a bad taste in their mouths.
Popular HR Processes for Automation
We’ve been talking about human resource management and processes that should be automated. But what are the processes that HR staff actually use? And which ones are the best ones to be automated? Solutions like KiSSFLOW have a plethora of hr tools you can use to automate crucial processes. Here are a few of them.
Employee onboarding is known to be one of the most manual HR processes. It includes collecting documents for verification, giving them tool access, device requests, etc. But all of this can be done automatically, using the onboarding app.
This process ensures that there’s an easy checklist that can be verified by both the human resource management staff, the new employee, and anyone else that is part of the employee onboarding process. Using this, documents can be collected electronically, devices can be delivered without needing to wait around until IT staff arrive, and tool access takes hours, not weeks.
Tracking timesheets manually is inefficient, to say the least. With an automated timesheet app, solutions like KiSSFLOW let you track and manage employee timesheets automatically, making the process faster and more accurate.
Calculating and approving leaves manually is problematic, since HR staff must check the leave balance, get a manager approval, and record the leave for payroll calculation as well. With an automated leave management process, all of this can be done automatically, without having the leave email stuck in someone’s inbox, lost in a sea of emails.
Apart from these apps, a lot of popular processes in HR that can be automated using KiSSFLOW.
How KiSSFLOW Can Help You
HR automation is not just the future, but also necessary. You don't need a Enterprise HRMS software to automate your processes for your small business. KiSSFLOW automates your HR processes better than a enterprise HRMS Software can and also gives your the freedom of being able to customize your applications as per your needs.
KiSSFLOW has pre-built apps for most popular HR processes that you can automate. Leave requests, timesheet tracking, performance appraisals, onboarding, offboarding, expense claims, etc., are all ready to go.
Best of all, if you need any of these to be customized to your organization’s requirement, or if you need an app built from scratch, you can build it yourself. There’s no need to know how to code, just draw up the logic, and drag and drop to create your app, or we’re more than happy to help you with it.
Here are the 4 Easy steps to automate your HR Process workflow Using KISSFLOW
1. Install the Relevant App for the HR Process that you want to automate.
You can choose from the list of available apps inside KiSSFLOW that’s relevant to the process that you’re trying to automate. You can install more than one app if you’re trying to automate multiple processes.
Here’s a list of pre-built apps from which you can choose.
Alternatively, you can also create your own app and design it as per your requirements and automate it.
2. Define the approval workflow
Once the app is created and form is designed, use our powerful approval workflow tool to
- Determine the approval authority
- Set up conditions for approval and
- Create a follow-up task
The various levels of approval depends on the process you are trying to automate.
For example, the New Hire request can go through multiple levels of approval such as approval by Team managers, Departmental Head or HR Manager who are the stakeholders of the process.
With KiSSFLOW, you can set up conditions depending on which the item can be approved. For example, if the candidate for the new position can be promoted internally, the hiring process, vetting process can be skipped and can be skipped directly to onboarding.
3. Set permissions and visibility conditions:
When the workflow consists of confidential data, that needs to be protected, it is essential to set visibility conditions, so as to hide it at certain levels. You can also prescribe permissions such as making certain fields read-only to few stakeholders in the workflow, based on their roles.
4. Publish the invoice workflow:
Once you’re done with all the steps, the final step is to publish the workflow. You have now successfully automated your HR process in minutes.
That's how easy it is to automate your processes using KiSSFLOW. If you’re looking to automate your HR processes, then it’s worth taking the time to try out KiSSFLOW. You can try it out for free to see if it’s right for you. Try it for free now!
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