Familiarizing new employees with the ways company works is the primary idea of a HR best practice. In doing so, HR personnels should prepare company’s manuals to give employees sense of what to do. So, HR personnels should also know HR automation best practices that will save them plenty of time to train employees.
In general, the best practices in automating HR systems use software to auto-fill repetitive tasks. For example, when you see auto-fill forms for employee’s name field, that’s where the auto-fill is located. However, automation in HR systems is more than just filling forms for payroll payment purposes.
In the HR world, we might be familiar with the six functions of best practices that can be automated. Here are how you can automate the best practices according to the seven functions:
HR Automation Best Practices According To The Six Functions
The six functions include payroll, recruiting, onboarding, organization, security, and integration. When HR automation best practices are manifested in these seven areas, we will reap more success in motivating employees.
Payroll is not only all about inputting the employees’ name, monthly salary, bonuses, and other rewards in the software. After all, companies deal with taxes from their side and also the government’s.
HR automation best practices on payroll should save time in computing the employees’ salaries and taxes. That way, HR personnels can present the ideas of adding or removing certain bonuses based on the company’s budget.
We see most of the best practices of HR automation in recruiting rely upon the ATS technology. Detecting certain phrases in the candidates’ CV will save the personnels’ time in inviting them to an interview. The same also goes for cover letters.
Some HR personnels use online interview methods. HR automation best practices will let them see farther than just the time-tracking process. Instead, the best practices will also allow them to track the opened browser’s windows from the candidates’ side.
Almost 100% of any onboarding processes involving new employees would involve the company’s built-in platform. Any new employees will automatically see the “Welcome” page of the platform as soon as they’re hired. In addition, they would also see the company’s manuals to guide them while working on their tasks.
It’s a part of HR personnels’ responsibilities to automate these onboarding processes. After all, executing the best practices in the onboarding aspect will ensure the employees’ comfort of working.
Security is one of the HR automation best practices aspects that takes lots of time to prepare. That’s because taking security measures is one of the most crucial aspects in a company. As the department responsible for recruiting new people, no doubt that HR personnels should prioritize these aspects.
Fortunately, automation in the highly-lengthy and (sometimes) procedural security measures can be achieved. For instance, the step-by-step process in allowing certain departments to access the software should be automated. Alternatively, the online time clock system for employees can also be automated to record the employees’ entrance and exit times.
The more integrated the menu aspects of a HR software to the company’s different departments, the better practices they’ve employed. Employee’s name and position in the company should be the “master fields”, while others can be the “children”.
The “master fields” should be auto-filled whenever the HR personnels are managing their absences, salaries, and others. In such cases, absences (or days off), salaries, and others, become the “children” of the integrated HR software’s “masters”.
In conducting the best practices of HR automation, organization is more than just organizing folders and files from different departments. Even so, the master files and the search boxes should save the personnels more time in looking for the files.
In the world of HR automation systems, organization means HR personnels’ capability to view other employees’ data. It doesn’t matter if the HR personnels are using different versions of the website. As long as the automation process is executed, the organization shouldn’t be too challenging.
How Can HR Automation Best Practices Benefit The Personnels?
Previously, we’ve seen how HR personnels would save their time in automating the system. Yet, the benefits of HR automation best practices are not limited to saving time. Here are other benefits that HR personnels can enjoy through automating HR systems:
1. Motivate And Inspire Candidates And Employees
Some people say that employees are some of the most important figures in a company. They have points in saying so, for employees should feel comfortable in order to stay. Employees’ comfort is more or less determined by the best practices implemented in the HR automation systems.
The better the automation process’ practices, the more likely employees would recommend other people to work in the company. As a result, job vacancies will be quick to fill. As for candidates, the enthusiasm would reflect on their interview answers and cover letters.
2. Reduce Miscommunication Within And Through Departments
Miscommunication can happen as long as each department’s systems are not fully integrated. We frequently hear some departments deliver the misplaced documents or the HR personnels’ briefs are only half-visible. Such things will be minimized through automating HR systems and integrating it with other departments’ systems.
HR systems are like any other departments’ systems. There are at least two “master keys” connected to the features, menus, and others in HR systems. Once HR personnels are skillful in operating these “masters”, they would reduce miscommunication easily. For instance, they would be able to document proofs from other employees.
3. More Environmentally-Friendly
The automation process we discuss in this article always involve a HR software. Any computerized parts of the system will save money, time, and effort on papers. Not stopping there, inks for the ballpoints to write on papers will be saved as well.
Papers and inks contribute more wastes to the environment, which contribute to several health problems. The more HR personnels automate the processes according to the six aspects above, the healthier the company will be. As a result, the employees and higher-ups will be happier.
HR automation best practices don’t only save the personnels’ time in recruiting new candidates. Instead, it also benefits the personnels in becoming an environmentally-friendly solution and reducing miscommunication in the company. The personnels can achieve these benefitting goals, as long as they fulfil the six aspects’ implementations.