7 Ways You Can Automate Your HR Operations With RPA

Human resources (HR) can be argued as one of the most important jobs in the world since it is needed everywhere: staffing determines everything about an organization, from working culture, company development, management functions to efficient performance, and productivity. As the responsibility of HR staff increase, finding solutions that can reduce the burden on the HR teams’ shoulders and deliver the desired results in a reasonable time in a less confusing manner is the organizations’ top priority.

In this post, we’d like to share with you seven ways you can automate HR operations such as sourcing applicants, candidates, invitation, referrals, employee data management, and cost management, etc using Robotic Process Automation (RPA).

1. Candidate sourcing and shortlisting

The time when the HR department requires an enormous amount of time to search for candidates is over. RPA software now can collect and analyze applicants’ information and compare it to job requirements to find the most compatible candidates.

As soon as the most potential candidate is found, the bots can initiate the contact process to schedule a match interview and notify the non-matching candidate. If a candidate refuses or declines an interview, HR can use predefined rules that tell the system to automatically notify the next candidate of their choice and schedule an interview.

2. Offer letter management

Offers should generally include standardized types of content such as company information, bonuses, job duties, etc. These offers also need to adhere to some specific rules that are usually located in different databases. This manual verification and inspection task is a lengthy and time-consuming task for the staff team.

RPA can scan any information related to job duties and requirements, and individual candidate information to create personalized invitations, send out to candidates and finally perform status tracking (if accepted or denied). Once the candidate accepts the offer, the system can continue to support the next step.

7 Ways You Can Automate Your HR Operations With RPA

3. Staff onboard

When staff is getting on board, the process of onboarding requires several steps to be taken to ensure that the new team member can carry out all daily tasks that match the company’s systems. Small tasks like setting up new user accounts, email address creation, granting access rights to apps, assigning devices, registering benefits, and so on need to be finished as soon as the new member joining the team so that they can start and act in new roles immediately.

With RPA, bots can automatically follow the workflow to create and grant user accounts, app permissions, email addresses, and more, which can simplify the whole process. Bots can also follow the guide to make decisions and choose the introductory document or courses to send to new members, making the welcoming new members process faster and more efficient.

RPA contributes significantly to helping new members understand their responsibilities in the team, learn about key aspects of their new role so that they can start working right away.

4. Salary, bonus, and salary management

Salary management is a great example of a repetitive and time-consuming task that the HR team needs to perform. It is a crucial task that needs to be done on time with accuracy. RPA can help your HR team to manage a variety of tasks related to payroll, bonuses, etc. Automating detailed repetitive tasks to minimize errors and increase efficiency. Late payments are no longer a problem for the team which will increase job satisfaction among the company’s staff.

5. Data management and verification

'Data' can contain many specifications such as company rules, salaries, and benefits. These specifications require a consistent working set across multiple databases and formats.

This series of tasks can cause problems if the HR team handles it manually. RPA is an ideal way to manage and authenticate all information, handle a wide range of tasks, and reduce the risk of entering false data.

Additionally, RPA can help you share data between different systems. For example, many companies often structure compensation based on the achievement of their goals. In this case, the payment process may be different. RPA automates the communication between systems so that accurate data can be extracted from one source system and imported into another to find out which team members have achieved their goals and give bonuses.

6. Travel and expense management

The manual process of recording travel and other travel expenses can be related to issues such as late payments, lack of receipts, or unclear reasons for expenses. This negatively affects senior employees since fulfilling all of these requirements are time-consuming.

RPA can make the process more efficient by linking each employee's corporate credit card to a system that automatically registers each transaction. You can then make the process more plausible by marking these transactions with standard justifications such as meals, transportation, lodging, etc.

7. Attendee visibility

It is common to allow employees to work remotely nowadays, especially in this pandemic scenario. This increases employee satisfaction and loyalty to the company and provides an opportunity to work-life balance. However, the WFH arrangement can be out of control if employees don't use the absence management system properly. The larger the company is, the greater the problem is when it comes to reviewing time records.

RPA can cross-check the employee's working hours and the time they logged into the system, and then report any discrepancies to the HR team. Additionally, RPA can show insights and recommendations when there are major external influences that prevent the team from working online, like natural disasters or infectious epidemic cases.

Side note

RPA is no longer a tool that only benefits large organizations, it can bring multiple advantages to any company who wants to adopt it into their business operations. Read more about RPA and how small and medium-sized companies can also reap the benefits from it. If you consider applying RPA to your business, we are the top digital transformation services company that can help you enter the technology innovation era.