8 Crystal Clear Signs Your HR Process Needs HR Automation Tools

Shivasankari Bhuvaneswaran

May 29th, 2018 HR Process  

hr automation tools

Tech in HR is no longer the new kid on the block. HR technology has matured beyond the elementary phases of automation to drastic and dramatic things like SaaSification, gamification, etc. Organizations can either take measures to survive the tech storm or die a sudden death like MySpace, Kotak, General Motors, and other top-notch players who chose to ignore technological disruptions.

Although change is the only constant in the HR technology landscape, organizations are hesitant to embrace it. Sierra-Cedar’s 2017-2018 Survey on HR Systems shows that nearly 40% of the organizations are yet to embrace HR technology. When digitization is causing a ripple in HR, adopting an “If it ain’t broke, don’t fix it” mentality and sticking to archaic systems is asking for trouble.

One area where technology in the form of hr automation tools is causing an instant impact is with HR automation. HR has been one huge manual machine for decades, but new technology means less papers, less forms, less files, and less people needed to do everything. If your organization is among the 40%, you’re treading on thin ice.

Your peers have leveraged the power of technology and automation to optimize their HR process and unlock their growth potential. Having already lost the opportunity of getting ahead of the growth curve, you can no longer dilly-dally without paying a penalty.

Signs that show you need HR automation tools

Here are 8 tell-tale signs that show you’re fighting a losing battle and it’s time to automate your HR processes using hr automation tools.

1. Reduced HR budgets or HR Staffing

SMBs always run on a cash crunch and they can’t afford major tech purchases. Most teams are advised to make do with whatever little is left. So, they try to rein in their spendings at every avenue, which messes up their priority list. But, budgets cuts and staffing shortages lead to

  • Chaotic record-keeping and documentation
  • Inadequate compliance management
  • Insufficient communication and engagement
  • Problems in payroll processing
  • Increase in employee dissatisfaction and churn

Is your management asking you to do more with less? The obvious solution is asking for hr automation tools to help you do exactly that. HR technology is not as expensive as it used to be. And the right hr automation tool can automate manual tasks, simplify documentation, ensure compliance, and relieve the burden of your HR staff time giving them time to focus on high impact activities.

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2. Subpar Recruitment and Onboarding Process

Recruitment and Employee Onboarding are two of the most important HR processes. However, most SMBs neglect them. Your HR leaders spend a huge amount of time to search, identify, interview, shortlist, select, and hire a candidate. But signing an offer letter isn’t the finish line.

The onboarding process demands the same amount of energy from your HR staff. Your recruitment and onboarding process is subpar, if it:

  • Is paper-heavy, cumbersome, and time-consuming
  • Lacks transparency – Hard to retrieve the status or key information
  • Fails to engage your new hires or candidates adequately
  • Makes data collection and storage tedious
  • Doesn’t support collaboration between stakeholders

When it comes to recruitment and onboarding, there is so much to keep track of and monitor.

Automating recruitment and onboarding processes using an hr automation tool will streamline them, shorten the onboarding period, inject more transparency, reduce manual errors, and improve overall efficiency.

3. Your Timesheet Management Has Become a Nightmare

Traditional paper-based timesheets cause too much trouble and chaos in the payroll process. Even digital forms are not completely reliable. Despite the monetary aspects attached to them, everyone (Employees, HR, Payroll team) finds the process to be a nightmare, because:

  • Collecting and collating timesheets is time-consuming and labor-intensive
  • There is a huge cost factor associated with paper-time sheets
  • Manually captured clock-in and clock-out time is prone to error and inaccuracies
  • People spend more time correcting than creating timesheets
  • It is vulnerable to deliberate malpractice

If your HR leaders still deal with the mundane tasks like chasing, collecting, verifying, and updating timesheet information manually, it is time to consider an automated timesheet management application.

4. Outdated Performance Appraisal Process

The traditional performance appraisal process is neither motivating nor productive. Rather than considering it as a tool for improvement, employees (Supervisor, Employees, HR staff) tend to treat it as a painful errand. Your performance appraisal process is archaic, if:

  • It happens only once in a year (annual review)
  • It is paper-heavy and time-consuming
  • It is subject to favoritism and bias
  • It has no way to follow-up or track improvement
  • It is conducted as a one-sided conversation

The traditional performance management is not only cumbersome but also inflexible and non-responsive to the need of current workforce. So, it is time to adopt a dynamic he automation tool that tracks, measures, monitors, and improves your employees’ performance through a series of ongoing check-ins.

5. A Long Leave Approval Process That Takes Weeks

Outdated leave management tools like paper forms, emails, and excel sheets make leave management a long and complex process. These archaic tools require manual reconciliation which drags down the efficiency and productivity of HR staff with errors and inaccuracies. Your leave management process is mismanaged, if:

  • Accessing leave information (leave balance, history) is tedious
  • It involves manual sorting and document management
  • The system fails to convey leave policy of your organization
  • Your leave management tools create process silos
  • The data makes it hard to spot leave trends

Errors in leave management can result in payroll issues, administrative problems and even legal/financial implications. To solve the pain-points involved in leave management, it is vital to move on from spreadsheets and paperwork and find a technological tool that will declutter the mess.

6. Your Organization is Expanding

Once an organization surpasses the startup phase, the real challenge starts—scale up. The tools that seemed adequate during the previous phase might not be efficient enough to handle your rapid scale up. During this phase, the HR staff will be overwhelmed while:

  • Handling talent acquisition, engagement, and development
  • Recruiting the right talent to meet the increasing workload
  • Documenting policies, processes, and employee performance
  • Managing the payroll, leave and timesheet process manually
  • Maintaining the culture in the expanding workforce

HR plays a crucial role in scaling up. Streamlining the HR processes with the right HR automation tools will tone down the inefficiencies and errors that hinder your organization’s growth curve. With the right product, HR staff can anticipate the future needs and prepare accordingly.

7. Your WorkForce Has Outgrown HR Capabilities

As your workforce grows in size, managing them becomes complicated. There will be a dramatic rise in the cost and time taken to manage them. The HR team will spend most of their time in handling the administrative burden, running short of time to devote on critical tasks. An organization is said to have outgrown the capabilities of Manual HR Processes if:

  • Backlogs, errors, and reworks keep piling up
  • Operational costs are at an all-time high
  • Audits and analytics are a nightmare
  • The processes can’t keep pace with changing workforce dynamics
  • Measuring performance of processes and employees is difficult

An overworked HR department is an operational hazard. Adding staff to manage workload will not work out. Automating hr workflows as much as possible will release your HR department from mundane tasks and give them room to focus on complex, high-impact tasks.

8. Inefficient Paper Management and Costs

A paper-centric HR process can drown your staff. Storing confidential paperwork in storage cabinets might seem easy to handle when teams are small, but the same process can be cost-intensive and laborious for large teams. Paper-based HR management causes:

  • Potential security risks
  • Manual sifting and sorting
  • Fragmented employee information
  • Disjointed HR process
  • Unparallel workflow and communication

Paper-based process eats away a considerable amount of operational expenses. Ditching the paperwork for a more coordinated HR automation tools will stop your processes and operational efficiency from spiraling out of control.

HR Automation Made Easy Using HR Automation Tools

It is understandable that the lack of resources prevent SMBs from investing in an HRM software. The high-cost factor and practical problems in migrating from the papers are the main reason behind their hesitancy. However, overworked HR staff, albeit skilled, can not make a positive contribution to the company.

In the rapidly transforming HR landscape, there is no time to consider adapting gradually. Organizations should stop perceiving technological interventions as threats and start investing in technology-driven HR solutions like hr automation tools. High efficiency, reduced administrative costs, flexible scaling, and improved accuracy are just a few of the benefits of automating HR processes.

Contrary to popular belief, HR automation is neither expensive nor complex. SMBs don’t need an expensive off-the-shelf software to automate their HR processes. Just an affordable, cloud-based hr automation tool like KiSSFLOW that is free from complex set-up, updates/upgrades, which can be customized by business users is sufficient to meet the HR technology needs of SMBs.

Say hello to HR process automation with KiSSFLOW. Sign up today!

- #1 HR Workflow Automation Tool.

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