5 Ways HR Workflow Automation Can Save You Time

5 Ways HR Workflow Automation Can Save You Time

24 January 2024

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HR departments are constantly looking for ways to help their business to improve efficiency, productivity and ultimately profitability. Embracing technology and its associated benefits is one of the most effective methods for achieving this. Many HR teams are now turning to the implementation of HR software systems and the workflow automation these systems bring to streamline routine but time-consuming HR administration tasks. In doing so HR teams can then focus more on strategic initiatives that drive organisational success.

Keep reading are we share five ways HR workflow automation can save you and your business time.

5 ways HR workflow automation can save you time

1. Streamlines your recruitment processes

Recruitment can be incredibly time-consuming for HR departments, line managers or any other members of staff involved in the process. To start with, a job description or at least a basic summary of the role is needed, a job advert is then written and posted. The work doesn’t stop there though as applications need to be acknowledged and then sifted to determine who the most suitable candidates are. Traditionally, HR departments will then make all the interview arrangements and get in contact with candidates to confirm them.

All in all, there’s a lot of administration to do and it’s pretty labour intensive. HR workflow automation simplifies this with the following:

  • Automated job posting – with a few clicks, adverts for job vacancies can be posted across multiple job boards and social media platforms, giving adverts greater visibility without any additional effort.
  • Application screening – HR software systems and the technology they use can scan and filter job applications and CVs based on predefined criteria such as keywords and phrases to ensure only the right candidates make it through the screening process. This particular feature significantly reduces the time spent on manual shortlisting.
  • Interview scheduling – automation tools in HR software systems can co-ordinate interview schedules so that candidates can book into predetermined time slots. This reduces email traffic and ensures a smooth and slick scheduling process which helps to create a positive impression of the company with candidates.

2. Enhances employee onboarding

The onboarding process is crucial for new starters to ensure that they become settled and productive as soon as possible. Typically, though onboarding includes a lot of HR administration tasks. Automating the below tasks can enhance the experience for new employees and save HR valuable time:

  • Document management – automated workflows can handle the distribution, signing, and storage of onboarding documents such as offer letters and contracts electronically, eliminating the need for paper-based processes.
  • Training – new employees can be automatically enrolled in training and given access to necessary resources. This enables them to become competent in their roles quicker and online resources are a great source of information which can easily be referred back to as and when needed.
  • Logistics – automation and workflows can also be used so that IT systems and log ins are set up for new starters. Similarly, any meetings or other arrangements for onboarding activities can also be scheduled through these systems.

3. Simplifying payroll and compliance

Payroll and compliance administration involve numerous repetitive tasks that can be prone to errors if done manually. HR workflow automation can streamline these processes and improve accuracy as explained below:

  • Automated payroll processing – payroll systems can automatically calculate salaries, tax, National Insurance and pension contributions, and can generate payslips, reducing the need for manual calculations and data entry.
  • Compliance management – automation tools help ensure compliance with employment law and regulations by keeping up-to-date records and generating necessary reports. For example, storing copies of evidence of right-to-work and other pre-employment checks. Also, if a role requires mandatory training which expires and needs to be refreshed periodically, workflows can be created to generate reminders before the expiry date to ensure that employees and the business remain compliant.

4. Managing employee data

Maintaining accurate employee records is essential but can be time consuming. Traditional paper records can be easily lost or damaged and data security of paper based records is also poor when compared to HR systems. HR workflow automation simplifies data management by:

  • Central database – a central, automated HR system stores all employee data, making it easy to access, update, and retrieve information as needed.
  • Self-service – employees can update their own personal information, request annual leave, and view their employment records through self-service portals at a time and location that is convenient to them, reducing the administrative burden on HR staff and enhancing the employee experience.
  • Data analytics – automation tools can analyse employee data to provide insights into workforce trends through a variety of reports such as sickness absence. This helps HR and the wider business to make data-driven decisions without having to manually sift through records and make notes of data.

5. Facilitating performance management

Performance management is critical for employee development but can be an administrative burden. HR workflow automation can streamline this process by:

  • Automated appraisal scheduling – performance reviews and annual appraisals can be scheduled and reminders sent automatically using workflows. This ensures that everyone involved knows where and when meetings should take place. Workflows can also send any forms that should be completed before or after the meetings.
  • Feedback collection – automated systems can gather feedback from multiple sources and compile it into comprehensive reports, providing a holistic view of employee performance.
  • Goal tracking – employees and managers can set, track, and update performance goals through automated systems. This enables performance and progress to be monitored and measured in real time so that excellent performance can be recognised and rewarded, and performance which is of a concern can be assessed and necessary support can be provided at an early stage.

Try HRX for yourself

The implementation of HR workflow automation brings with it many benefits, not least saving employees time on repetitive administrative tasks. Using automated workflows boosts efficiency and productivity as well as enhancing the overall employee experience which creates a more productive and satisfied workforce. Businesses who don’t make use of this technology risk falling behind and losing their competitive edge.

Our HR software can provide your business all of the above HR workflow automation and more. Sign up to our FREE 30 day trial today to see for yourself, or get in touch with us to learn more.


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