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Automated HR systems are key to compliance. Here's how to prepare for the transition.
Automation has quickly become a popular choice when managing HR functions. For example, research conducted by the Society for Human Resource Management (SHRM) shows that nearly 1 in 4 businesses already use automation or artificial intelligence (AI) to support HR-related functions like recruitment and hiring. Of those who use automation, 85 percent say it has increased their efficiency and/or saved them time.
Switching to an automated system may seem daunting at first, but it can save you time and money in the long run. With preparation, you’ll have your automated system up and running in no time, allowing you to focus on more strategic aspects of HR management.
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An automated HR system is a digital platform that can automate repetitive human resources functions like recruitment, onboarding, timekeeping, benefits administration, payroll, performance management and HR reporting. Most automated HR systems are cloud-based platforms available via monthly subscriptions.
Automated HR systems rival non-automated systems by allowing you to streamline your HR processes without having to perform manual data entry. It can save time and resources, and it reduces the potential for human error.
Whether you are planning on making the switch to an HR system for the first time or moving to a new system that better suits your needs, there are a few things you can do to ease the transition.
Online reviews, such as those on business.com, are excellent places to start in preparation for the switch. What better way to determine whether the system’s capabilities will fit your needs than reading reviews?
Make sure the provider you’ve chosen has goals that align with your own. The whole point of switching to an automated system is to make your HR and payroll processes easier; don’t compromise quality service for sleek-looking software.
Be thorough and clear about what you expect from the system. Set up a product demo if possible, and talk to your provider to understand how its solution will meet your needs. Work together to create a plan and actionable steps to achieve the goals you’ve set. Once expectations are set by both parties, implementing and converting data into the new system should be a much easier process.
You’ve selected a new system and set goals for how you want the solution to work for you; now it’s time to transfer employee data and records. This might seem like a daunting responsibility, but there are a few ways to make sure everything is moved over accurately.
When your provider starts migrating your data, its implementation team should convert year-to-date history into the new solution. Next, the team should run a compliance assessment to reconcile data history. Finally, before running your first live payroll, the team should conduct a parallel payroll test to confirm your system settings match your provider’s settings. By taking these necessary steps, your provider can ensure all data is correct and compliant.
The secret to successfully adopting any new technology is usability, and human capital management systems are no exception. It’s crucial that everyone is appropriately trained and has a clear understanding of how to operate the new platform. If your managers and employees don’t use it, the system is useless, no matter how much it promises.
Although organizational changes are sometimes necessary, they can also cause stress and frustration. By providing comprehensive training for your team, you can ensure everyone will be confident utilizing the system to its full extent. Plus, automating workflows will help relieve some daily stressors and busywork. All system users will be free to focus on more important tasks at hand, making your company more productive overall.
Numerous HR tasks can be automated, and the bigger your business gets, the more necessary automation becomes. Here are a few of the most commonly automated HR tasks.
There are many reasons why a company might choose to automate its HR functions. Here are some of the biggest benefits:
The best HR software for your business will depend on several factors, including your budget, number of employees and required features. It is vital that you do your own due diligence to determine which is best for you. To get you started, here are a few top HR software options you may want to consider.