Automated HR: How to choose the right software for your business
What is automated HR?
HR automation is software that eliminates repetitive and time-consuming HR tasks. To automate your processes, you need a platform capable of detecting pre-determined business events, or triggers.
These triggers launch automated actions to move a process forward. For example, when it’s time for an employee’s annual performance review, the platform can remind everyone involved and auto-generate documents.
Some HR automation tools use artificial intelligence (AI) to enhance the accuracy and precision of workflows. For instance, AI can scan resumes for words and phrases to match applicants to job descriptions.
The benefits of automated HR software
Better compliance
HR automation software securely stores candidate and employee data and helps HR teams comply with ever-changing laws and regulations.
Automation can help you prevent errors that could lead to hefty penalties. For example, automated HR software can ensure you always lodge taxes on time.
Data-driven insights for decision-making
You can use software to identify trends in employee performance or analyse recruitment data to decide where and when to post job openings.
MYOB's workforce management (WFM) software, which features business intelligence reporting, can help you analyse your employee data and make the best decisions for your business.
Greater employee satisfaction
Automated systems simplify tedious tasks like onboarding new hires or managing time off requests.
Self-service features also give employees greater autonomy over personal data and preferences, while reducing the HR department's workload.
An employee's engagement and motivation are likely to increase if their HR experiences are good, such as if their employer:
accurately and quickly processes payments
makes requesting time off simple
provides a clear performance review system.
Improved accuracy
With automated HR systems, data only needs to be uploaded once and will flow through all connected software components. This removes the potential for error associated with manual data entry, ensuring information is accurate and up to date.
This accuracy leads to:
better decision-making
fewer employee complaints
reduced costs associated with correcting mistakes.
Automated HR software also provides audit trails that make it easy to find irregularities like incomplete or incorrect employee records.
Increased efficiency and productivity
Improve workplace productivity by automating tedious processes that would otherwise take hours — if not days — to complete.
Automation relieves HR personnel of various administrative tasks, including:
entering employee data into multiple systems
routing or updating requests
sending emails.
Simplifying the workflow also makes processes run smoother and faster, giving HR teams more time to focus on tasks that add value.
Less paper waste
Digitisation and automation removes the need for paper-based processes, helping to:
protect confidential information
reduce the risk of error
benefit the environment
reduce costs associated with printing, filing and storing documents
speed up the process of finding files.
Another bonus of going digital and working online is that you can access documents from anywhere you have an internet connection and edit them in real time.
Considerations when choosing automated HR software
Accessibility
When choosing automated HR software, look for a cloud-based system that's easy to use and accessible from any device — and if it offers a mobile app, even better! This ensures that employees can access information whenever and wherever they need it.
Cost
You can save money by opting for a cloud-based solution since you won't need to pay upfront costs associated with hardware. Also, consider whether the vendor offers updates at no extra cost.
Other criteria to consider include:
your company's current and future requirements
the number of employees you have
whether you'll need add-ons.
Employee self-service (ESS) capabilities
ESS enables employees to manage essential HR functions easily and efficiently, helping to increase efficiency and productivity in your business.
Look for a solution that provides a way for employees to:
change contact information
submit sick or vacation leave requests
submit expense reports
update banking information
Flexibility and scalability
Automating HR processes makes it easier to scale as your workforce grows. Look for scalable software, so you won’t have to switch systems as your business grows.
Integration and compatibility
Ensure the software integrates seamlessly with existing tools, so you don't need to switch between multiple systems and manage resulting data silos.
Security
Given the confidential nature of HR and payroll records, data security is a top priority for all businesses. Look for software that, at the very least, provides:
encrypted data storage
password protection and authentication
user access controls.
Support and training
Find out what type of customer service the vendor offers before buying the product.
You may need help installing the software or setting up features. Ensure you have access to customer support, whether it's online, over email or by phone.
See what type of training material, resources or documentation is available to you. This may include:
FAQs
user guides
video tutorials
webinars.
Select user-friendly software that staff can quickly learn, but that also offers plenty of training resources and support.
Streamline your HR processes with MYOB
MYOB is a business management platform that connects your core business workflows - employees, projects, customers, suppliers, finance, accounting and tax.
With MYOB, you can have the HR automation software that you require, fully integrated with your other workflow needs. Built in the cloud, you pay for what you need today but can scale your platform and add on new modules and capabilities across all 6 workflows as your requirements change.
Lighten the load of managing employees and run your entire business off one integrated platform. At MYOB, we have you covered.
Disclaimer: Information provided in this article is of a general nature and does not consider your personal situation. It does not constitute legal, financial, or other professional advice and should not be relied upon as a statement of law, policy or advice. You should consider whether this information is appropriate to your needs and, if necessary, seek independent advice. This information is only accurate at the time of publication. Although every effort has been made to verify the accuracy of the information contained on this webpage, MYOB disclaims, to the extent permitted by law, all liability for the information contained on this webpage or any loss or damage suffered by any person directly or indirectly through relying on this information.