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Good business leaders are constantly searching for new ways to improve their products and services to create and maintain a competitive edge. The best leaders understand that attracting and retaining top talent and putting their people in a position to succeed is fundamental to achieving their business objectives. That is why organisations looking to transform their business and unlock their ultimate potential should be investing in optimised Human Resources processes.

Traditional, manual HR practices can be inefficient, time-consuming and complicated, especially for bigger firms. The risks of inefficient HR processes are significant, including high turnover, low employee engagement, regulatory problems, squandered resources, and even legal ramifications.

Automated HR Solutions can solve many of these challenges. These technologies can automate numerous HR operations using AI and machine learning, freeing up time and resources for strategic projects. This will improve processes and efficiency and reduce HR workload.

However, it is important to note that Automated HR solutions can only do so much on their own to solve these challenges. Automated HR solutions should be implemented as part of a complete Business Process Automation (BPA) strategy that also looks at broader automation and integration challenges that your business is facing.

Read on to learn how a properly executed implementation of automated HR systems helps improve recruiting, onboarding, performance management, and compliance and why it should be part of your digital transformation strategy. 

What is Automated HR and how does it work?

Automated HR refers to the use of technology and software to streamline human resource operations. Such tools help with candidate monitoring, onboarding, performance management, and engagement.

By automating these procedures, HR teams save time, reduce mistakes, and boost efficiency. Some HR automated examples include Applicant Tracking Systems (ATS), onboarding, and performance management software.

• By automating these procedures, HR teams save time, reduce mistakes, and boost efficiency. Some HR automated examples include Applicant Tracking Systems (ATS), onboarding, and performance management software.
• Onboarding software can automate forms, accounts, and welcoming messages for new workers. This can speed up onboarding and free up HR workers for more strategic work.
• Performance management software automates goal-setting, progress tracking, and staff feedback.

How can Automated HR systems save your business time?

Like in other areas of the organisation, time efficiency is essential for the HR team. It enhances their productivity and affords personnel more time to focus on key activities. Here are some of the ways an automated HR system will save your business time:

1. Streamlining administrative tasks

HR administration is necessary yet tedious. Tasks such as data input, form filling, and record-keeping can take up a lot of HR staff time, leaving less time for strategic projects.

HR employees may focus on higher-value activities by automating these administrative duties. For example, document digitisation can be used to extract employee data from paper or digital documents like PDF’s, which can then be indexed and mapped to fields within a Human Resource Information System (HRIS) streamlining outdated processes and record-keeping. Moreover, an HRIS can improve data accuracy and eliminate human data entry by linking with payroll and benefits systems.

Other solutions you can leverage include e-forms and digital signatures to simplify form-filling. Online forms save time, and paper and electronic signatures eliminate printing and postage.

Automated HR solutions streamline administrative procedures, saving time, reducing mistakes, and improving efficiency. As a result, they reduce costs and free up HR staff time for strategic projects.

2. Enhancing efficiency

Automated HR solutions improve HR operations beyond administrative activities. For example, ATSs may automate job postings and interview scheduling, speeding up hiring top employees.

Also, performance management software automates goal-setting, progress tracking, and staff feedback. This can help staff focus on the most critical activities and achieve corporate goals.

Another thing your HR team will enjoy is the real-time data, and analytics HR solutions offer. With HR analytics software, tracking employee engagement, retention, and performance will be easy. This will assist HR departments in enhancing operations and making data-driven choices.

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3. Improving accuracy

Manual HR practices often lead to costly mistakes. For instance, payroll processing failures can lead to overpaying or underpaying employees, causing legal and financial concerns for the organisation. And errors in record-keeping might also cause legal problems.

Automated HR solutions improve accuracy, thus reducing human mistakes. For example, your payroll software will calculate wages and taxes automatically, minimising errors. And integrating HRIS with payroll and benefits systems helps assure data accuracy.

Also, real-time data and analytics from automated HR systems boost accuracy. HR analytics software may give insights into employee performance and engagement, identifying possible concerns before they become serious problems.

4. Reducing costs

When it comes to increasing profitability, revenue growth and cost reduction go hand in hand. While it may not seem like it, investing in automated HR systems will save your firm money. This comes through time savings and enhanced efficiency, and accuracy.

Furthermore, automated HR systems ensure legal and regulatory compliance, lowering compliance costs. This helps firms avoid hefty non-compliance charges.

In addition, automated HR solutions eliminate paper-based operations and manual data entry, lowering manual process costs. Therefore, as you start automating these operations, you'll save money on paper, ink, and other office supplies.

5. Providing better data insights

The modern business ecosystem is driven by collecting and drawing meaningful insight from your data. Automated HR technologies collect data and present it in an easily digestible format that helps HR departments make data-driven choices and improve operations.

An automated HR solution will help your HR team understand employee performance, engagement, and other indicators by gathering and analysing data from several HR systems. As such, you'll be able to identify and monitor patterns and trends in employee attrition and discover top performers and areas for driving business growth.

As a result, HR professionals can make rapid choices and adapt to changing company demands with real-time data insights from automated HR technologies.

How to implement HR Automation in your systems

With the right partner, your business can significantly benefit from HR automation. However, these systems can be challenging to leverage and implement.

Therefore, you must identify areas for automation, pick the correct technologies, create a roadmap for deployment, and train personnel on the new systems to effectively execute HR automation. In addition, your organisation should work closely with an experienced Business Process Automation consultant who can help you integrate Automated HR solutions with your existing legacy systems to ensure optimal document and data workflow through your organisation.

1. HR Automation best practices

HR automation needs careful design and execution to be effective and efficient. Therefore, be sure to observe the following HR automation best practices to get the best results:

• Start with a clear strategy: Before deploying HR automation solutions, you should have a clear plan that includes project goals, scope, and deadline. The automation strategy should also list stakeholders' and team members' duties.
• Choose the correct HR automation tools: This is crucial to project success. Businesses should use user-friendly, scalable, and configurable technologies that suit their objectives.
• Create an implementation strategy: Firms should create an implementation roadmap after selecting HR automation technologies. The plan should include system configuration, testing, deployment, and staff training.
• Educate personnel on the new systems: HR automation needs significant process changes. Therefore, employee training on the new systems is essential for a seamless transfer. In addition, this training should address HR policy updates and system technicalities.
• Monitor and improve: HR automation is an ongoing effort. Companies should monitor systems to spot flaws and make improvements to optimise them.

2. HR Automation tools

Now that you know the best practices to follow, it's vital that you have a clear picture of the specific functions you need from an automated HR solution.

These solutions can be independent or integrated platforms and include:

• Applicant tracking systems (ATS): An ATS automates resume screening, candidate contact, and interview scheduling to expedite recruiting.
Payroll processing systems: Payroll systems calculate and pay employee salaries, taxes, and benefits.
• Performance Management Systems: These systems track employee performance, create goals and give feedback and coaching.
• Onboarding Systems: Onboarding systems streamline new hire paperwork, compliance, training, and orientation.
• Time and attendance systems: These systems track employee work hours, breaks, and overtime and can be coupled with payroll processing systems to simplify payment.
• Learning management systems: LMSs automate the delivery and tracking of employee training and development, including e-learning, certifications, and compliance training.

3. Integrating with existing systems

HR automation does not exist in a vacuum, and your organisation will need a custom solution that fits with your people, culture, and existing systems. This is where an experienced Business Process Automation consultant can help you maximise your investment in Automated HR.

• Most businesses face many challenges across multiple departments when it comes to document automation and creating an optimal workflow. Automated HR systems need to ‘speak’ with these wider systems to unlock the optimal efficiency for your business.
• In many cases, businesses may face wider challenges with proper document capture procedures that can only be uncovered after speaking with an experienced, impartial consultant.

CBS's HR process Automation

Automating HR operations can significantly improve your company's fortunes. Therefore, it's crucial to analyse your demands and choose user-friendly, scalable, and adaptable HR automation systems that fit your needs. Moreover, consider vendor support, training, and tool compatibility as you adopt new HR systems and procedures.

At Canon Business Services ANZ, we offer complete business process automation solutions, including core automation solutions that optimise your HR operations. Our goal is to assist enterprises in simplifying and enhancing productivity so that they can focus their time and energy on what they do best. We have years of process automation experience and can help firms identify their automation and workflow problem spots, choose the best automation solutions, and execute personalised solutions. Speak with an expert today to find out how your company can leverage HR automation. We'll tailor a solution to your organisation's needs using our extensive HR automation toolkit and process automation expertise. 

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