The automation of business processes using workflow software has been one of the most important developments in business process management. And with technology developing at the same pace as it is today, this trend is only going to continue. HR workflow software is one of the main ways your business can benefit from business process automation, allowing you to track, improve and automate HR business processes.
What Is HR Workflow Software
A workflow is a process by which tasks, information or documents are passed from one participant to another for some action to be taken. In some cases, they’re implicit – it’s several steps that your employees have to take to reach some goal. Having it divided into workflows, either on paper or software, however, makes everything flow much faster and better, ensuring productivity and consistency in how the tasks are carried out. This is especially true in the case of the HR department, where missing a single step might be a setback for your business.
Plus, it’s easier to analyze and tweak the processes, once you have a good grasp of them.
There are three main different kinds of workflow:
- Sequential: These are the most common ones, usually seen represented in a flowchart because they flow sequentially from one stage to the next and on to the end without ever changing direction.
- State machine: These are more complex, usually dealing with ‘states’ rather than stages, thus they can flow in either direction if necessary.
- Rules-driven: These are sequential but are based on firm rules that dictate how the workflow progresses.
Implementing a software solution to automate these workflows offers plenty of benefits, which we’ll go into shortly. Doing this requires a lot of planning and careful analysis of the workflows and what the impacts of automation will be, including how to negate any possible negative impact.
As with any automation of manual processes, there also needs to be the right level of communication to discuss why it is being done. The benefits, However, almost always outweigh any potential issues, and very few – if any – business ever reverses their decision to go automated.
What Are The Main Reasons To Use HR Workflow Software
Of course, each business has its own needs and issues, so these can only ever be general benefits that may not always apply to everyone, but these are the main reasons why you need to switch to HR workflow software:
Better Employee Onboarding
The onboarding of new employees is a key aspect of every HR department’s function and a critical one. For the new employee, starting a job is a stressful time and one that can affect their performance and likelihood of staying at the company long-term, particularly if the onboarding process is problematic and gives them a negative impression of their new employers from the get-go.
It’s also a process that needs to be repeated often for any business with more than a handful of staff, so it’s clearly one that can benefit from the automation of HR workflow software. This can bring better consistency and accuracy as well the ability to disseminate the information around all departments that need to take action when a new employee joins, like IT and payroll. And for the new employee, it demonstrates slick and seamless efficiency from their first impression of the company.
More Efficient Employee Offboarding
Just as certain as the arrival of new employees is the departure of old ones, and while in theory, a business might care rather less about impressing a departing staff member, it still needs to be done in an accurate and efficient manner.
Without the right workflow software, you might end up missing a step or two, and this can be problematic both for the company and the employee. It might cause legal issues, for example, if you forget to have an employee sign a certain document. Using software minimizes the chances of anything going wrong.
Time Sheet Tracking
For any business that uses time sheets to manage and measure how staff resource is being used on projects, clients, etc, HR workflow software provides the best solution for how this can be done.
Using individual spreadsheets has always been an option, but these offer no consistency in how the data is collected or even whether it is consistently collected at all. And when it is collected, it’s the responsibility of the line managers or the HR staff to collate, validate or analyze the data. This means a lot of extra workload for them, wasting time they could be using to create better value for the business.
Using HR workflow software means that staff are all filling in the information in a standard manner, and are being reminded to do so on a daily basis. This leaves no room for error – it even frees up a lot of hours for the managers to better interpret the results of the data and take action.
Slicker Annual Leave Request Processing
Other than the reliable delivery of their wages, the primary concern for existing staff when it comes to HR processes is how their annual leave is processed. For some businesses, this still involves submitting requests by filling out paper forms that need to be inputted into computer systems manually in HR, allowing for errors and delays in confirming that can cause unnecessary stress when it comes to booking family vacations, etc.
This, in turn, can make your employees unhappy – no one wants to cancel out their family trip because of a technical mistake on the HR’s part.
Automating this through HR workflow software allows staff to request leave through a program on their desktop and have it signed off as soon as their manager gets around to it, with the resultant leave automatically added to both of their calendars instantly. There’s no room for confusion and everyone is able to plan ahead.
More Consistent Performance Reviews
Less popular amongst staff but still an important way of measuring staff performance and rewarding high performers, regular performance reviews are an essential part of the way many companies operate. They are also one of the areas that can most benefit from automation through HR workflow software because they need consistency in the way they are undertaken across the business.
Instead of using Word or Excel files that can end up in confusing multiple versions, utilizing software ensures that there are no mix-ups.
Notifications can be sent to staff and their managers for when forms need to be filled in and at the various sign-off stages, without needing anyone from HR to get involved unless there are human issues to be managed. As with all of these reasons, the software frees up HR staff time on top of delivering consistency and transparency in how these workflows are managed.
Conclusion
All the benefits above, in turn, end up helping the company bottom-line: significantly reducing costs and increasing value generated by the employees. Both of these, down the line, lead to much higher profits.
Related Questions
What is an HR workflow?
An HR workflow is the equivalent of a map that tells us how tasks flow from one person to another in the HR department. It’s a process that things occur in sequence — like when someone is hired, there’s a clear line through what needs to happen first and then what happens next. Consider it a how-to guide that everyone can use to make sure nothing falls through the cracks, whether for collecting documents or opening email accounts for newly hired staffers.
What software is HRIS?
HRIS (Human Resource Information System) is the equivalent of a digital filing cabinet paired with a clever assistant. It’s software that enables HR teams to manage all of their employee data, from basic contact information to performance reviews. Some popular ones are BambooHR, Workday, and ADP. All of these platforms make it simple to monitor nearly everything about employees without the avalanche of paperwork.
How do you automate HR processes?
HR automation is like dominos – once you knock one thing down the rest follow on their own. You can begin by mapping out your existing processes, then put software in place to make manual tasks automatic. For instance, instead of having to send new hires welcome emails manually, the system can automatically send them. Products such as Tallyfy can help to build these automatic cascades of action, saving hours on manual recurring work.
Is Workday a HRIS software?
Yes, Workday is HRIS software, but it’s a little like a Swiss Army knife for HR. It provides more than simple HR management, as it also encompasses finance tools, payroll and planning in one platform. It’s beloved by large companies, but maybe more complex than what smaller businesses require.
What features should HR workflow software include?
The best HR workflow software comes with employee onboarding tools, time-off requests and management, document management, and performance review tracking. Think of it as a digital assistant that doesn’t forget anything, like to remind people to act. It should also integrate with other tools your business relies on, such as your email system or payroll software.
How does HR workflow software improve efficiency?
HR workflow software serves as a traffic controller of sorts for HR activities. It minimizes errors by preventing steps from being missed, saves time by automating the repetitive work and offers a clear view where processes may be stuck. For instance, rather than having to hound people for signatures, the software sends out reminders, logs responses and so forth.
Can HR workflow software help with compliance?
HR workflow software acts as a safety net for compliance. It logs documents that are required, sends automated reminders to renew and retains an audit trail. That way, you minimize the risk of missing important deadlines or overlook critical steps in compliance, especially in regulated industries.
What’s the difference between HR workflow software and general workflow tools?
HR workflow software is akin to a specialized chef’s knife as opposed to a generic kitchen knife. HR- specific tools provide built-in templates and functionality that make work easier for human resources processes, like transitioning new hires or enrolling in benefits. They speak the HR language and understand their needs, which makes them faster for HR teams.
How do you choose the right HR workflow software?
When selecting HR workflow software, it’s similar to choosing a new car – you have to find one that fits you. Think about the size of your company, your budget, the tools you already have, and your company’s most pressing HR challenges. Begin by identifying your must-haves, then search for software that plays nice with your existing systems and can scale with your company.
What are the implementation challenges of HR workflow software?
Deploying HR workflow software can be a lot like learning a new language. Common obstacles include getting everyone to buy into the new system, transferring the existing data properly and providing adequate training. Much of it comes down to having a clear plan, good communication and, critically, strong support from leadership.
