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10 things HR Can Automate with Workflow Management

I'd like to tell you to take a copy of your policy to Norma Wilcox on the 3rd floor, but I can't. I also do not advise you to fill out and file a WS2475 form with our Legal department on the 2nd floor. I would not expect someone to get back to you quickly to resolve the matter.Bob in The Incredibles

Approvals & Authorizations. 


Filing processes.

Inter-office memos.

The way you are supposed to do it, and the way it actually happens.

Maybe it's approving a vacation request rather than approving an insurance claim - but does that scene from The Incredibles strike a little too close to home?

We've all been that client. Stressed. In need. Deserving. And presented with a seemingly insensible or impossible process for resolution.

Clients aren't the only ones suffering.

All of those manual processes are ripe grounds for errors. A couple of miskeyed digits during data entry can mean annoying to disastrous results down the road. It won't be hard to cost-justify automation projects after a large crisis, but why wait?

There are many HR processes that can be automated to remove steps and remove room for errors (maybe even save some time). Here's 10 of our favorites:

1. Onboarding

Few processes have so many steps and so many interactions for a company as the onboarding process. Filling job requisitions, canceling a job posting, setting wage levels, orientation, contract signing, new hardware and software assignments and on and on.

So many steps delay the process and open up room for errors - not the way you want to start with new employees.

2. Offboarding

Not the most fun process to talk about, but it's a business reality. What is your process for when a job ends? There are exit interviews, termination documents, continuation of benefits programs, returns of equipment and access cards, taking security precautions with sensitive systems, and more.

Ensure all exiting employees are handled in a consistent, compliant and secure way through automation.

3. Grievance Processes

You likely have a formalized grievance filing process already. A grievance can end up being part of a termination or lawsuit. Either way, ensure your company is diligent and consistent about tracking grievances by using a digital system and not just paper.

4. Training

Ongoing training is important for a happy and relevant workforce. Use an HRIS system to ensure you are offering your employees training opportunities consistently. A system that integrates into your overall HRIS stack will help you track your current offerings, see where your employees are at in their personal development plans, see what opportunities are most popular, and plan for future training needs.

5. Job Postings

Staffing a company of any size is a never ending fitting of pieces into a shifting puzzle. Jobs come and go as technology changes and businesses refocus. The only way a modern HR department can keep up is by using an automated system for job postings and applicant submissions.

6. Benefits

Between gas stations, ATM machines, and grocery store checkouts people are used to self-service these days. Ensure your employees can be self-reliant with benefits administration as well. Offer them an employee-facing benefits administration system and let your team be there to act as consultants rather than paper pushers.

7. Time Sheet Approvals

The days of tracking a paper time card and getting a supervisor sign-off are long gone. Implement a digital time and attendance program to help ease the flow of paper through your company. Minimize payroll issues in the process.

8. Vacation / Leave Requests

Vacations are important - especially for us Americans who tend to overwork ourselves. Ensure your employees stay healthy by taking their time off. And ensure vacations are used and not over-used. Automate the process of requesting and approving vacation and personal time requests.

9. Tracking Safety Hazards / Incidents

Stay compliant and improve your safety record by automating how hazards, incidents, and post-incident followups are managed in your company.

10. Promotions/Demotions

An employee status change requires tracking other changes - wages, vacation, bonus amounts, training requirements, reporting duties and more. Ensure consistent and error-free administration of promotions and demotions by using an HRIS for the task.

Be the Superhero

Ready to don your tights and cape and join the fight against evil HR processes?

Yea, OK. That's awkward. Stick with office casual and give us a call. We'll pitch in to help you be the hero to your employees by getting rid of those painful processes.

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Jon Anderson

About Author Jon Anderson

Jon is a former Business Development Manager at Omni. He has had the opportunity to work with prospects in a number of different sectors (IT, Financial, Healthcare) who faced a wide array of challenges. He has always had an entrepreneurial streak and gravitated towards solutions for clients that needed to make a true impact to their company's future.