6 HR Automation Best Practices for Modern People Ops

Are you looking for ways to streamline your HR processes and increase efficiency? 

Then, you've come to the right place.

Human resources departments are often stuck in a tricky balancing act between familiar yet clunky legacy systems and sleek, cloud-based software. 

One thing is sure. HR automation is here to stay and make your life easier.

From automating tedious tasks to leveraging technology for better employee engagement, discover six strategies to help your HR team work smarter, not harder. 

• 💻 1. Invest in low-code or no-code technologies
• 🚀 2. Execute short-term projects well to build a solid foundation for long-term digital transformation
• 🤖 3. Automate the repetitive, laborious tasks, but not human connections
• 🏠 4. Establish systems that address the long-term and dynamic needs of remote and hybrid work
• 📱 5. Prioritize accessible tools that boost employee engagement
• 📚 6. Upskill, upskill, upskill

Learn how to revolutionize your HR operations and stay ahead of the curve.

⚙️ What is HR automation?

HR automation pre-programs manual tasks and crucial processes using tools such as software, dashboards, chatbots, and cloud-based interfaces. 

These automation solutions enable employee self-service while making collaboration as seamless as possible. 

KPMG reports that nearly all HR functions benefit from automation in some way. 

Some examples of process automation include:

• candidate screening and recruitment;
• employee onboarding;
• payroll calculation;
• employee engagement; 
• administrative tasks;
• employee performance;
• expense requests.

🕵️‍♀️ Why automate HR processes?

The main benefit of using automation software is that it can save resources (time, money, and labor). 

While the initial capital to install and incorporate automation technologies can be pretty high, the long-term return on investments (ROI) will pay for itself. 

A study conducted by VentureBeat found that the ROI can reach as high as 400% for specific industries.

Other key benefits of implementing HR automation initiatives include:

• Eliminating human error.
• Increased employee satisfaction thanks to a holistic engagement program.
• Painless candidate experience, resulting in a good company reputation (aka employer branding 😉).
• Seamless and improved employee performance management.
• Automating HR workflows frees up teams to engage in more significant projects.

🙌 6 Best practices for automating HR processes

💻 1. Invest in low-code or no-code technologies

With Software-as-a-Service (SaaS) and Platform-as-a-Service (PaaS) becoming the go-to automation tools, it's now easier to implement projects even without technical expertise. 

According to Gartner, worldwide spending on software will increase by nearly 10% in the upcoming years, reaching almost $675 billion. 

And it's no wonder - modern dashboards and interfaces are highly user-friendly. Users can learn their way around them within a week. 

Another benefit of low-code platforms is that it's easier to customize the workflow based on the needs of specific departments or teams. 

Depending on their roles and tasks, managers can drag and drop and create new processes specific to employees. 

Automation systems can also easily integrate with existing communication and project management tools like Slack and Notion.

A well-executed automation program also facilitates innovation and collaboration. 

Since everyone has access to the same digital ecosystem, teams can give real-time feedback and updates. 

Some examples of low- or no-code HR software include:

• Employee enablement: Zavvy.
• Payroll management: Gusto.
• Admin: Personio.
• Attendance tracking: TimeClock Plus.

However, while no-code tools eliminate intensive training costs and reduce the need for technical roles, artificial intelligence (AI) solutions providers still recommend that companies build their automation teams. 

Not everyone has to know code or the cloud, but a subject matter expert within the firm would be a great reference. 

For example, they could explain to vendors the specific business goals your company wants to address with a software solution.

🚀 2. Execute short-term projects well to build a solid foundation for long-term digital transformation

Start small but think big. 

To be able to prioritize automation, the leadership team has to be fully on board that it is the key to the company's survival. Only then can a business fully commit to its digital strategies. 

While the Agile (or flexible) project management style has its critics and limitations, most companies are adopting this method. 

People Ops teams can implement automation ideas on small projects or current processes in Agile. 

For example, they can first decide to streamline the recruitment process and test it out for a few months.

This way, they don't have to commit fully to a specific automation solution. Instead, they can explore different combinations of tools or decide to select a centralized software that can program multiple tasks. Companies not afraid to experiment and innovate are usually early adopters of disruptive technology. And most of the time, this pays off.

Establishing a diverse network of technology partners can also help you stay on top of the different stages of your automation strategy. 

Tip: Access to different AI/ML software providers can help People Ops determine which systems work best as immediate solutions or future enhancements. 

💪 Building a stable but flexible foundation can help your HR department transition from merely being efficient to being resilient and able to anticipate and adapt to changes.

🤖 3. Automate the repetitive, laborious tasks, but not human connections

The core objective of HR automation is to eliminate the high-volume, low-value work that employees do daily. These include admin and output-based tasks (e.g., tax filing and payroll processing). 

The idea is not to make human workers redundant or isolated—quite the opposite. Instead, the goal is to enable them to fulfill their highest potential within the company. 

Workers who don't have to deal with mundane and monotonous processes can contribute to process improvements, collaboration, and brainstorming. 

HR teams can put all their efforts and expertise into elevating the employee experience and ensuring your company meets employee needs. 

In return, employees feel valued and assured that their opinions and feedback matter.

Enhancing professional relationships is the by-product of HR automation. In particular, project management and communication tools facilitate teamwork and interaction. 

The goal is to eliminate all the hindrances that discourage open forums and discussions, whether lacking time because of too much work or technological frustrations.

For example, an automated workflow for new employees guides them through the company's purpose and vision. It gives them the resources they need to succeed in their jobs.

Automation can make your company's onboarding process and the first three months organized, interactive, and engaging. 

Compare this with the traditional onboarding process, where new joiners must dig through ancient internal sites and pages and pages of paperwork. Need we say more?

🏠 4. Establish systems that address the long-term and dynamic needs of remote and hybrid work

The remote and hybrid work era is here and will likely stay in the coming decades. 

In July 2022, the Netherlands became one of the first countries to approve a law making remote work legal. 

Countries are experimenting with a four-day workweek (with the same compensation) and other hybrid variations.

Deloitte's Reimaging Human Resources report explores the future of the workforce: 

• It will be increasingly remote-first. 
• It might not follow the traditional career paths. 
• Not only will employees be location-agnostic, but they will also work part-time as freelancers, independent contractors, or consultants. 

As People Ops, you must prepare for such a diverse and unpredictable labor environment.

Deloitte also mentioned that while cloud-based platforms continue to help automate HR functions, they will eventually no longer be enough. Aside from using robotic process automation (RPA, or rule-based algorithms) and AI/ML, companies will soon explore virtual, augmented, and mixed reality (VR/AR/MR) workspaces and systems. 

👀 Accenture is one of the companies that included VR in their onboarding process. 

The idea is that HR must learn to anticipate how the future of work will continue to evolve and its implications.

For now, the crucial step is to curate automation solutions that have both short- and long-term applications. 

Tip #1: Software compatible across different platforms and systems and tools you can easily integrate into existing digital ecosystems are a must-have. 

Cybersecurity is also an important factor to consider when building automation systems. 

Recent studies show that cyber attacks on remote workers have increased over the past two years. These criminal activities include phishing emails and identity theft. 

Tip #2: Before committing to new HR tools, check if they are sufficiently encrypted.

📱 5. Prioritize accessible tools that boost employee engagement

An area where businesses are boosting employee engagement and satisfaction is by creating a company culture that is inclusive and sustainable. This aspect is significant for the more progressive Gen Z and Millennial talent who prioritize the ethical reputation of the companies that they work for. 

As a result, HR departments are now creating self-serve corporate social responsibility portals where employees can participate in meaningful activities like community development programs.

Another way that companies can enhance engagement is by giving employees the transparency and freedom they need to manage their careers. 

Through digitizing their entire experience - from recruitment to onboarding to performance appraisals - employees feel they are in the driver's seat of their journey within the company. 

Ownership over key processes affirms their value as people instead of mere laborers.

Managers are also empowered when given the right tools to help guide their teams. 

For example, instead of fixating on output and checking daily tasks, leaders can focus on equipping their employees with training, mentorship, and overall wellness support. 

In turn, this increases employee satisfaction, loyalty, and the likelihood that they will be lifelong company ambassadors.

📚 6. Upskill, upskill, upskill

Automation is a complex project that requires continuous training. 

AI/ML technologies are developing rapidly, faster than most businesses anticipate. 

As a result, training employees is not about making them more efficient in their roles; it's about future-proofing their jobs.

People Ops teams should design a comprehensive training program focusing on "Skills of the Future."

These skills include programming, data analysis, and understanding machine-to-human interfaces. 

Cognitive skills need to be strengthened, including: 

• Being able to strategize problem-solving. 
• Applying critical thinking. 
• Embracing fast-paced technological advancements.

AI upskilling of the workforce is no longer an option. 

For employees to handle new software and apps, they need exposure to disruptive technology, including the infrastructures that support them (e.g., the cloud and edge AI). 

Tip: Your people don't have to be programming wizards out of the box; they must be willing to learn.

💡6 Tips for selecting the right tools for your organization

Not all automation solutions are created equal. 

Like all digital transformation projects, "the right tools" will always depend on your business goals. 

Again, this is an area where the in-house automation subject matter expert will be beneficial.

The following are some general guidelines on how to select the right automation system for your business:

• List down the organization's productivity goals and the tasks that need automation to hit these goals.
• Discuss with potential vendors the possible automation solutions for your goals and their pros and cons (and costs!).
• Analyze the cybersecurity measures in place. Data security is particularly crucial since these systems handle sensitive employee information.
• Evaluate if you can integrate a new tool into existing systems or if they duplicate already existing solutions.
• Test, tweak, and re-test. Don't forget to gather feedback from affected teams and stakeholders actively.
• Visualize the future and longevity of these tools. Some questions you should consider are: Is it easy to learn, and does the vendor actively update it? How can you maximize the ROI?

➡️ Automate your people processes with Zavvy

With Zavvy's automated workflows, you can create engaging employee journeys regardless of which stage they are in their careers. 

For new joiners, Zavvy's employee onboarding software can help tailor a seamless experience, including preboarding and assigning an onboarding buddy. 

For long-tenure employees: 

• Our employee development software can empower managers to become influential mentors by helping them build a comprehensive career plan for their team members.
• You'll be able to run any feedback process with custom transparency and measure performance without bias. 

Our software has templates that can guide you in creating the most efficient workflow for your team. 

We have dedicated employee experience managers to consult you in developing the best people processes.

We'd love to help you out. Schedule a free demo to learn more.