The organization’s support functions must also optimize the way they do things. Like operations, they need to question themselves about the value they bring to the organization, and how they can improve. Automation is one of the solutions to improve administrative processes.
As in the industrial revolution, when machines replaced men, machines can now perform several tasks more efficiently than humans. In this article, I give you two examples of process automation for human resources.
Automation, why and how?
At the beginning of the 19th century, the invention of steam engines transforms society. Instead of digging the earth or making handicrafts, we learn how to operate machines. It’s the same change that happens with automation: the trades are changing. We now have programmers or data analysts.
A number of tasks currently being carried out manually, such as writing letters, or follow-ups can be automated. The resources thus freed up can carry out other tasks computers can’t do. Automation should aim to address the majority of cases, exceptions remain the prerogative of humans, who can more effectively assess situations and make the right decisions.
To automate, you first need to know the process and make sure that all the steps bring value. A tool like the 5 why help determine if a task has value. Then you will decide which tasks to automate. An approach using the principles of the SMED can help to ask the right questions and make the right decisions.
It may seem strange, even totally inhumane, but to have tested it, I find that it is particularly effective, and this on several levels.
The operation is quite simple: a platform sends a link to the candidate. He logs in, tests his camera and microphone, then records his answer to a few questions prepared by the recruiter. The recording time is limited for each question. The recruiter can then view the interviews and choose which candidates they would like to meet.
Efficiency of the process
The human resources employee should not call each candidate, find a good time for them and ask questions, take notes and report back. He simply activates the link. Each candidate can take the interview when he wants. Similarly, the hiring manager does not have a biased report of each pre-interview. He has direct access to the answers provided by each candidate.
Clients of the process (recruiter and candidate) therefore have a process that makes their lives easier. And it’s also a time saver for human resources!
Validating the candidate’s values and skills
At first glance, the experience may seem disconcerting. However, for a company that works in technology, for a company that has multiple sites and has to work remotely with different technological tools, this is a good way to find out if the candidate is comfortable with this mode of operation. Will a candidate who is not comfortable doing a video interview be comfortable hosting a video conference workshop?
Once the interviews have passed, it is time for the reference check. For readers not knowing what references are, it consists of asking the previous manager what he thinks of the candidate. Because managers are all very busy, it is easier to do this in writing than by phone. If email is now frequently used, with a list of questions to validate certain information/get confirmations following the interview, the manager should contact and follow up. With an integrated solution, the candidate enters directly into the system the people to contact. The system then sends the questions and tracks answers. He then compiles the report so that the hiring manager can make his final decision.
In organizations where reference-taking is mandatory, it is also a good way to keep track of the references obtained.
Both the former manager and the new manager can respond and consult the answers at the time that best suits them. On the HR side, follow-ups are automated and employees can perform other actions.
Before automating, you need to ensure the added value of the task in the process. Then you have to keep in mind the customers of the process: automating it must simplify their life. It should not only reduce the workload of the team in charge of the process.