Everyone needs something from Human Resources. It is the beating heart of your company, acting as the go-between for employees, managers, leaders, and teams to ensure everyone is paid correctly, accounted for, and treated fairly.
Despite the high-minded calling, many HR tasks are repetitive and time-consuming. And they can become utterly unmanageable as companies grow and need to scale.
This is the problem HR workflows were designed to solve, automating many of the daily tasks HR pros have traditionally handled so they can focus on the more strategic (and probably more enjoyable) aspects of the role.
Let’s explore the process of workflow automation and its many use cases in modern HR management.
HR workflows are automated sequences of tasks or processes that regularly occur in the sphere of HR management. Workflows apply to almost any HR responsibility, including things like payroll, recruitment, and time-off requests.
These functions are all essential to the smooth operation of a company, but can be time-consuming and tedious. A well-executed HR workflow reduces stress and saves time by standardizing regular processes and reducing manual intervention for highly predictable, repeatable tasks.
HR workflows are all about simplifying the lives of HR pros. Let's look at what that means for your organization:
Clearly, there are many advantages to implementing effective HR processes — for your HR department and throughout your organization.
Workflows may seem abstract, so let’s contextualize it with some examples of how you might execute an HR workflow with the help of an HRIS:
HR recruiting workflows encompass the processes involved from the moment a hiring manager posts a job listing to the point when onboarding begins.
Recruiting talent involves filtering through applications, screening candidates, ensuring the correct resumes reach the right hiring team, and arranging interviews. This involves a lot of back and forth between multiple parties. But many of these administrative steps can be automated with the right HR workflow.
In practice, this might look like:
Automated workflows can alleviate back and forth regarding physical documentation.
Through HRIS workflows, HR can easily request necessary documentation or collect pertinent data through automated forms. The HR software will automatically store the information in the employee's record.
For example, let's say your organization requires certain employees to have a valid driver's license and an auto insurance policy. You might use a workflow with the following steps:
HR employees often handle leave requests to make sure everyone who takes paid time off has those days to spend.
They can use automated HR workflows to track accruals and process leave requests. This guarantees the requests are all accessible from one central location and that all information on record is accurate and current.
Time-off requests might look like this:
A fully integrated HR and payroll suite will likely have this workflow directly baked into the platform. In this scenario, HR doesn’t need to get involved because the technology takes care of all the tracking.
Big changes in an employee’s life, like marriage or having a child, are worth celebrating! But there’s also an administrative element that HR needs to complete — your employees might need to change their name, benefits elections, and update important tax documentation.
If your employee gets married, an HR workflow can help streamline this process:
Most employees are required to complete some sort of annual training. In some cases, failure to provide the appropriate training to your workforce can lead to fines or pose safety risks.
Workflows help keep your organization compliant through automatic training requirements.
Let’s say your company requires all forklift drivers to take an annual forklift safety course. HR workflows can make sure the right employees are taking the course with the click of a button:
Saying goodbye to an employee is hard. Between knowledge transfer, equipment returns, and other offboarding procedures, there’s a lot to be done.
Amid this flurry, HR must complete critical administrative tasks, like updating contact information for any benefits coverage and collecting resignation documentation. HR workflows can help automate these standard tasks so you can focus on giving your employee a proper send-off.
An employee's departure or termination workflow might look like this:
When it comes to HR admin work, you've got two choices. Either you manage everything manually, or you use an HR workflow solution to do it for you. HR workflows are vital to helping your HR pros operate as effectively as possible.
A comprehensive HR suite will have integrated modules that make creating workflows simple. Many of the common HR automation use cases (like payroll, scheduling, performance management, etc.) will already be included in the platform's functionality. The right HRIS software will be able to build custom workflows, so you can automate the best way for your organization.
Request a demo to learn more about Paylocity’s robust automation capabilities.