HR Automation – The Future of Human Resource Process Management

When it comes to developing, reinforcing, shaping and changing the culture of a company, HR plays a significant role. The HR staff does a variety of tasks, including but not limited to employee onboarding, training, performance management, pay and leave management etc.

They also help with talent acquisition and retention. However, bogged down by all the repetitive manual tasks, an HR executive/manager may have little to no time left to plan other engaging experiences such as team building activities.
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If companies want to improve the efficiency of their HR department, then they need to think hard and fast about moving on from traditional HR processes to HR automation. With the current pandemic, adopting newer technologies like Zoho HR Suite is a must, as it is the future of human resource process management. Thus, let’s look at why there is a need to automate HR, what is HR automation and its benefits? And how HR automation software such as Zoho can help?

A] Is There a Need For HR Automation?/Issues With The Traditional HR Process

1. Repetitive Administration Tasks

Be it sifting through resumes and dealing with multiple forms or consolidating timesheets and creating reports, these day-to-day repetitive manual administrative tasks consume a large part of the HR’s time, resulting in delays and overall inefficiency.

According to McKinsey Global Institute, it is estimated that 56% of all HR tasks can be performed with current technologies, and that too with limited process changes. Thus, HR automation can help to not only save time and money but also allow the HR personnel to focus on other important tasks that add value to the company.

2. Manual Errors and Cost of Paper

The chances of manual errors are high when it comes to calculating payrolls, checking leaves & holidays and verifying timesheets. Likewise, the amount of paper used for various HR processes – policies and procedure administration, employee file management and employee onboarding – can also be costly. Thus, you can easily eliminate these two by automating HR processes.

Automation can help you to curb manual errors to a large extent. It can help you to find & fix errors quickly and can help you to do away with duplication. Also, by replacing paper with a machine, you can ensure data integrity. Plus, it can help eliminate the cost of replacing lost files.

3. Inefficient Employee Onboarding Process

If the onboarding process is not streamlined, then it could leave the new candidate feeling frustrated, which could lead to a bad hiring experience. Thus, with an HR automation software, you can make your company’s onboarding process more efficient. A systematic onboarding process for new employees can help them to not only understand the company’s work culture, and their roles & responsibilities, but it can also help them to get familiar with their respective team.

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B] What is HR Automation and How Can it Help?

Automation refers to replacing manual operations with digital software. Through HR automation, companies can streamline, integrate and deploy essential HR processes at a lower cost.

• The HR process automation can help improve the efficiency of the HR department by automating mundane tasks. This can help to significantly reduce the cost and time that the HR staff spends on manual planning and processing, thereby leaving them free to focus on strategizing and decision making.
• Tasks that used to take hours to process manually can be done faster with the help of an HR automation tool, which can help boost productivity without compromising the quality of work.
• Also, through automation, the HR can handle all administrative tasks effectively – be it filing documents, creating and sharing files & reports, etc. Hence, creating a paperless system, wherein essential HR documents are stored online, which can be accessed anytime, anywhere!

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C] What HR Processes Need Automation?

1. Employee Onboarding:

One of the most vital but tedious manual HR processes, employee onboarding includes document verification, confidential agreements, payroll coordination, benefits enrolment, giving new hires access to the software or electronic files that they require, etc. All of this can be easily automated with online forms, which can then be filled, submitted, reviewed and sent for storage in the repository. In short, HR automation software can help you to standardise all onboarding-related tasks.

2. Employee Timesheets and Leave Requests: Manually tracking and managing employee timesheet can be a huge undertaking for the HR personnel. As such, you can simply automate this task, which will also ensure more accuracy. Likewise, managing leave requests manually can also be a challenge for the HR staff. Thus, through an HR software, you can seamlessly check for leave balance, calculate and approve leaves as well as record the leave for payroll calculation. You can do all this without going through the process of manual approvals, thereby saving time and improving employee experience.

3. Performance Management:

Automated HR systems can also help you to track, measure and analyse an employee’s performance. Performance management is an ongoing process that includes identifying goals, setting objectives, providing feedback, reviewing results and rewarding the individual once the said business goal is achieved. Thus, through an HR software, you can completely streamline this process, which will ensure that it is not only accurate but also bias-free.

4. Exit Interviews: This is another important factor that helps improve employee engagement. Exit interviews help the HR staff to identify potential problems, which needs to be dealt with to boost employee retention. The data collected from the Exit interviews can also be used to make other changes within the organizations. Thus, through HR automation, you can simply make the entire Exit interview process faster and more effective.

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D] Benefits of HR Process Automation

• HR automation can help eliminate manual data entry errors.
• Quick processing and data sharing help boost productivity, which helps enhance employee engagement leading to reduce employee turnover.
• Since all employee information is available at a centralized location, it helps with efficient screening, hiring and training. Plus, it helps streamline the onboarding process for new candidates.
• Automatic data back-up and restore eliminates the risk of data theft, protects it from being misplaced or lost due to fire and other natural causes.
• Paperless processing can help cut down the cost of printing and storage.
• By automating tedious manual tasks, the HR staff would have more time to analyse the data, which can help facilitate smart decision making that provides value to the business.
• Also, through predictive analytics, they can garner insightful information that can help them to identify and work on different areas which need improvement.
• Plus, this data can also help them to create bespoke learning and development modules for the employees, which can help boost conversion.

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#How Zoho HR Automation Feature Can Help?

The Zoho HR Automation feature can help you to customise and automate your HR-related tasks effortlessly. From employee database management and time-off management to payroll integration and document management, Zoho offers 360-degree HR solution. You can create customised emails, schedule reminders for events, birthday greetings etc. Most importantly, it can help you with employee onboarding, timesheet & leave management, performance management, employee offboarding, among others.

The Zoho HR Suite includes Zoho Recruit, Zoho People, Zoho Payroll, Zoho Expense, Zoho Connect, Zoho Cliq, Zoho Sign & Zoho Vault. Each application comes with several features. However, when combined, the Zoho HR Suite offers the below advantages:

• It allows you to create dynamic workflows for different HR processes. You can customise the workflows as per your needs and also set up notifications.
• Through the Zoho HR automation tool, you can access HR-related data anytime and anywhere using your desktop, laptop or mobile phone (Android or iOS).
• It allows you to design and customise your own email templates.
• Through its intuitive interface and dashboard, you get an overview of all reports, which helps facilitate faster decision making.
• It allows real-time data synchronization with other HR management systems through API integrations.
• It allows you to create custom templates for offer letters, appraisals, salary slips, among others.
• It also allows you to create reports, emails, and custom schedulers, so the right information is sent to the right person on time.
• To ensure that HR team and employees do not miss important deadlines like PMS completion, submission of investment proofs etc, Zoho allows you to set automated alerts.
• Plus, to speed up various HR processes, it offers the e-signature tool, through which documents can be sent to multiple recipients at a click of the button.

To sum up;

Apart from helping you to simplify various HR processes, HR automation can help you to save costs by increasing efficiency of your HR team & facilitating better decision making. It can also help you to build a powerful database that is accurate and accessible using different types of devices, from your office or while working from home. The best part, by investing in HR tools and systems, you can greatly boost the productivity of your HR staff, especially during this COVID-19 phase, which has made remote work the new normal.