Automated operations result in higher productivity, lower operating costs and increased performance. Automating a process that is repetitive and time-consuming produces tangible results. The HR department is probably one of the busiest aspects of a business and the tasks involved can be complex and routinary. Thus, it’s time for business owners to consider automating certain tasks that are not too complex and yet almost always recurring.
Technology is redefining HR and businesses should grab the opportunity to improve their processes through HR and payroll platforms. Streamlining the complexities will lead to more accurate financial reporting for tax obligations and payroll processing.
What is HR automation?
HR automation is the process of digitizing and centralizing every employee record including tax documents, compensation, onboarding forms, performance reviews, and resume. Companies may use software to streamline laborious HR tasks providing extra time for HR personnel to be more productive and to accomplish more complex routines.
Benefits and challenges of HR automation
Automating HR tasks is definitely one efficient solution to streamline time-consuming HR functions. Most businesses may find automation beneficial but a few may need to overcome the challenges entailed with it.
Advantages of HR automation
Automating HR tasks can help employees save time to focus on more complex and more important functions. Automation can also:
- Better resource allocation - Automation helps assign skilled employees to accomplish more valuable tasks. Instead of several staff doing repetitive work, a few may already be reassigned for more efficiency.
- Increased productivity - Saving time and resources could help you allocate people and funds where required.
- More transparency - Employees can have a better understanding of how their compensation, benefits and rates are computed through a centralized payroll system.
- Data-driven decision-making - Managers and supervisors can make more informed decisions through information on human resources.
- Reduced wastes - With automation, there will be less paperwork, less space required to store employee information.
- Smooth transition on new hires - New hires will no longer have a hard time filling out forms for paid time offs or applying for expense claims. Automated payment platforms, payroll and other software can help new hires to adapt smoothly to the organization.
Disadvantages of HR automation
Although a lot of businesses are looking forward to automating mundane processes, business owners should also consider some of its disadvantages.
- Requires training - Training is required for HR staff to implement the automated system and teach other employees to use it.
- Reduces human interaction - The human resource department is people-centric and automating may reduce the human connection between managers and employees.
What tasks should your business automate?
With the onset of HR technology and with bigger businesses starting to leverage this advantage, what HR tasks should you start automating?
1. Updating of employee data across all systems
Automation can make the life of each HR professional when it comes to updating employee data. There are platforms where employees can automatically change information or can submit a request to change any detail that needs to be updated.
2. Attendance tracking
Employee log-in and log-out can be made easy for everyone in the business. Automation can help keep track of tardiness, absences and leave applications. Some HRIS and payroll software allow employees to apply for leave which immediate supervisors could approve or decline immediately.
3. Payroll processing
Once attendance is tracked on an online platform, employee payroll processing can be made easier. With payroll automation, calculating overtime, taxes, deductions and commissions is more accurate.
4. Onboarding and Recruitment
Recruiting and onboarding new hires require a lot of paperwork. HR should be capable of storing resumes, personal data sheets, tax forms and even job descriptions. Automation can seamlessly help the HR team trim down the paperwork and systematically store all employee information. HR automation solutions also offer HR chatbots that provide information to new hires, allowing a better workplace adaptation opportunity.
5. Managing records
A consolidated HR portal does not only store onboarding and recruitment documents. As a whole, HR can actually organize all paperwork pertaining to human resource management including promotions, taxation, benefits and compensation. With all these records in one accessible and more transparent system, HR will no longer have to search filing cabinets for whatever they need.
6. Performance management
Through automation, HR can easily conduct employee review processes, set schedules for performance reviews, confirm completed reviews and set reminders for appraisals. Automated HR solutions help managers monitor the performance of employees, generate early assessments and set a more structured review.
7. Paid time off requests
Via web form submission, employees’ PTO requests can be automatically directed to the manager in charge. The manager’s decision is automatically sent via email upon receipt of the requests. Employees will not only receive the approval or disapproval of PTO request but will also have an overview of their remaining PTO balances.
8. Tax Compliance
Automation lets you scale up quickly when it comes to submitting tax forms. Automated tax documentation makes it easier for you to comply with government-mandated tax payments.
9. Expense claims submission and repayments
Automation makes employee expense claims reimbursements much quicker and more reliable. Through a centralized dashboard, employees can immediately submit receipts and proofs of purchase which managers can evaluate. Spend management software lets organizations even set a budget for each team minimizing the agony for employees to spend their own money on office-related expenses.
10. Consolidate employee requests
Employees will always have inquiries and questions on processing and compensation. Thus, consolidating employee requests in one inbox can help the HR team address concerns and answer questions more efficiently. Examples of employee requests and questions include tech support, payment requests, travel requests, vacation requests, complaints, feedback and questions on contracts and compensation.
Conclusion
The workforce is every company’s backbone and managing each and every member leads to productivity and efficiency. Improving HR tasks will not only save time and money but will also increase employee satisfaction and confidence. Considering help from Zebra and other effective HR solutions will let you better serve employees, address concerns and problems and get support as soon as possible. Automation drives the HR team to focus more on attracting new talents and driving the entire organization toward employee satisfaction and productivity.
