Recruiting, leave requests, appraisals, approvals and employee feedback are some of the workflows typical human resources (HR) department deals with. All of these HR workflows involve multiple department approvals, system entries, communication channels and documents making it lengthy and expensive in terms of resources and effort. In addition to this, it is very common that employees don’t follow established operating procedures and complete required tasks as opposed to how they are supposed to complete them, leaving the organisation with unstructured and ad-hoc task management.
Automating these processes can increase productivity, cut costs significantly and eliminate bottlenecks by making these scenarios easy to manage.
You can improve visibility in your HR processes by storing all related records, tracking and auditing them digitally, which will help you achieve your organisation’s transparency and efficiency goals.
You might already have deployed an HR add-on from your existing ERP provider. But you may easily discover that there are still gaps that need to be filled due to your organisation’s unique requirements. A good Business Process Management (BPM) and automation solution can help you bridge these gaps across multiple back-end systems, stand as a starting or end point of your existing workflow, bringing an efficient way to orchestrate these HR processes in one single platform.
1- Not only EASY, but even LAZY approvals
HR approval processes such as leave, job change and travel request may not sound very complicated but can be frustrating with long waiting times for employees.
Instead of back and forth email communications and manual works, providing employees with a simple way to submit their requests is the key. Requesters and managers individually or as part of a group can be notified via email if one manager is away another one can pick it up to avoid any disappointments.
To make it even easier there are ways to provide lazy approvals by simply clicking on a link in the automated notification email or by replying to it. A manager can quickly approve a request without even going near to another system other than the notification email and this directly updates in all the related data systems.
2- Performance Appraisals left on the shelf
A performance appraisal (PA), also referred to as a performance review, whether it is processed once a year, every 6 months or less, can be time-consuming especially for large enterprises if managing it manually.
Replacing documents and paper-based tools with an automated appraisals process that is built to suit your specific needs will give insights to organisation and employees where they are at with their milestones and what’s coming next and also will ensure consistency throughout the entire organization.
3- Expense management on the GO
Expense approvals usually flow to HR teams to ensure that there are no errors, managers approve on time and employees get accurately reimbursed. This can be a long and time-consuming process.
An automation solution can be a great benefit to allow employees input expenses for approval through a browser or mobile application with a couple of easy steps. Firstly employee takes a picture of the receipt or multiple receipts, adds additional required info and submits for approval. The manager gets notified and approves or rejects.
With flexible automation rules and alerts if it is rejected by manager requester gets notified of the rejection reason, making the process quicker to track. By this way organisations spend less time on exporting expense reports, receipts don’t get lost and reimbursements are done faster.
In addition to all of these benefits, a BPM solution with OFF-LINE capabilities can be a great value by allowing expense submissions when employees travel on business journeys and don’t have access to a network in a flight trip or in a remote location. BPM system can allow expense submission on the go.
4- Online workplace induction
Hiring can be an exciting, yet unpredictable moment for your business with some unknown factors. Firstly, what are the new employees going to really be like on their first day, will they fit in with your company culture? Secondly, in the era of social media and networking, company’s REPUTATION is vital to its future. A good workplace induction process can help with company’s first impression and future recruitments.
All these aspects of induction may not be in your control but what you can do is give them the best possible start, to bring the new candidates up to speed as quickly as possible for higher productivity and satisfaction by standardising induction process. Standardising involves digitalisation and automation of documentation and training required to be inducted.
A cloud-based process automation solution can store all records of staff, training courses, online videos, checklists, certifications and provide detailed reports for administration to visually track the progress of each staff’s induction programme.
5- Continues process improvement is the key
A business process is more than the workflow steps captured in a process documentation, rather it is the actual effort that spans one or more departments within an organisation and it consists of several types of interactions, resources such as human tasks, system workflows, collaboration between workers, business rules and analytics. Business processes around HR functions are by nature involve heavily workers and their requests, requiring continues improvements with the specific resourcing needs of each organisation. Automating these processes gives the advantage of effectively analysing the progress and spotting improvement areas rapidly.
HR department that operates with workflow automation ensures a better employee experience and successful business outcomes. Instead of using a different solution for every HR workflow outlined above, why not use a single platform where you can automate almost anything tailored to your unique needs. At Kianda we help organisations rapidly transform manual processes into efficient automated workflows. Click here to start your FREE trial with Kianda BPM and discover how easily you can achieve all the above benefits.