Automatic for The People: How automation can work for HR

Following our webinar earlier this week, Rebekah Wallis, Director of People & ESG at Ricoh gives some insight into the hows and wherefores of automation for HR.

Q: What are the prime targets/opportunities for automation in HR?

A: In an ever-changing, fast-paced landscape, automation can be an incredibly useful tool in aiding the flow of HR processes. In doing so, it allows for improved efficiency, reduced costs, and enhanced decision-making.

Automation can supplement human inputs, by not only improving accuracy and efficiency but also saving time that HR professionals can direct towards tasks that require the human touch and emotional intelligence.

The applications and opportunities of HR automation range enormously from filtering applications in recruitment processes to onboarding and training – taking tasks which traditionally take days down to a matter of hours and minutes.

We saw this efficiency come to life when Ricoh partnered with B&M, whose onboarding process couldn’t keep pace with its quick expansion. By integrating Ricoh’s solution DocuWare, a software that automates business processes and workflows by electronically managing and sharing documents, B&M reduced onboarding from weeks to hours. 

Q: How should HR go about implementing the automation of their processes?

A: The first step is to identify which HR tasks would benefit from automation. These usually include time-consuming tasks such as attendance monitoring, payroll, leave management, recruitment processes, onboarding, etc. If there are any areas of improvement dictated from employee surveys or conversations, this could also be a starting point. 

Next, it would be best to research and evaluate various HR automation tools available on the market and consider their features, cost, usability, and integrations. Numerous HR automation tools are available and should be chosen based on their relevance to the organisation’s needs, user-friendly nature, integrations, and ability to scale in the future. Ricoh’s solutions cover a broad range of specialities, such as digital document management services, scanning/archiving, accounts payable automation, and inbound mail control.

In terms of distribution, instead of a company-wide rollout, piloting the automation on a smaller scale might be beneficial first. This can help identify potential issues and rectify them before a full-scale implementation. It should be a gradual process that starts with a slow and steady integration. During this process, it’s important to work with partners that can fully support the pre-and post-implementation journey while ensuring consistent communication.

Q: How do you strike a balance between efficient automated processes and still giving employees the human touch?

A: Balancing efficiency from automated processes and maintaining a human touch can be challenging in any business. But various strategies can bring that common ground to life. 

First, a hybrid approach would be ideal. Implement a blend of automated and people-led operations. Routine, mundane tasks that don’t need much human intervention should be automated. However, keep functions that require human judgment and creativity. It’s best advised to maintain human interaction for complex tasks, especially those that involve decision-making and sensitive topics, as these require compassion, emotional intelligence and best judgment. 

Secondly, it’s necessary to educate employees about the benefits of automation and teach them to use the automated system to free up their time for tasks that require intervention. To do this effectively, ensure that adequate training is set up to enhance skills and ease the transition. During this process, seeking feedback and facilitating ongoing conversations with employees is needed to guide that process. 

Q: Is ROI from automation just about cost saving?

A: ROI from automation is about more than just cost savings. It also includes factors such as increased productivity, improved accuracy, quicker delivery times, enhanced competitive capability, and better customer service. It allows more time towards strategic, creative, or problem-solving tasks, generating greater value for customers and the wider business. More than just tangible financial gains, automation allows businesses to refocus their resources on more strategic, innovative tasks that drive growth.

Automation is about digital transformation and business growth. It allows businesses to stay competitive in the digital age by embracing new technologies to improve operations and customer service. It holds the potential to transform the way HR functions are carried out in the future, leading to enhanced efficiency with more accuracy, data-driven decisions, improved compliance and cost savings.