HR Workload Automation: 5 Key Use Cases and 6 Best Practices to Adopt in 2023

Hi there! As an HR leader in the digital age, I know you’re always looking for ways to maximize efficiency. You want to empower your team to focus less on repetitive tasks like payroll processing and more on strategic talent initiatives.

The good news is workload automation (WLA) can help!

This guide will walk you through:

  • The top 5 use cases for HR workload automation
  • 6 best practices to succeed with WLA
  • Benefits of WLA for HR departments

I‘ll also share real-world examples and data-driven insights so you can determine if WLA is right for your organization in 2023.

What is Workload Automation for HR?

First, let‘s quickly define workload automation.

WLA is technology that automates backend processes between systems. It helps schedule and orchestrate data workflows based on triggers, rules, and alerts.

For HR departments, WLA optimizes workflows like:

  • Payroll
  • Recruiting
  • Onboarding
  • Benefits management
  • Offboarding

WLA tools complete repetitive tasks behind the scenes so your team can focus on high-value activities.

Research shows WLA is going mainstream:

  • 61% of organizations already use WLA in some capacity. Adoption grew 33% from 2020 to 2021.
  • The WLA market is predicted to reach $17.9 billion globally by 2030.

Let‘s explore the top ways HR teams can leverage WLA.

Top 5 Use Cases and Benefits for HR Workload Automation

WLA delivers a wide range of benefits across essential HR functions. Here are 5 of the top use cases.

1. Payroll Automation

Processing payroll efficiently and accurately is vital for HR. But key steps like time tracking, tax calculations, and overtime pay determination are tedious and error-prone manually.

In fact, 89% of businesses want to automate payroll more extensively. Payroll mistakes like delayed checks can lead to:

  • Employee turnover: In a survey, 33% of employees said they would quit their job after just 2 payroll mistakes.
  • Costly litigation: Even small payroll errors can lead to expensive lawsuits if not corrected.

Workload automation provides a solution. Leading WLA platforms have built-in payroll automation features like:

  • Tax calculation
  • Garnishment processing
  • Automated paycheck generation
  • Overtime pay determination based on timecards
  • Direct deposit setup

With WLA, your team simply configures pay policies and lets the software handle pay cycles automatically.

Benefits of payroll automation with WLA include:

  • Up to 89% reduction in payroll processing time through automation
  • 3x faster payroll runs by eliminating manual processes
  • 97-99% payroll accuracy from automated calculation and compliance
  • Faster employee payments through rules-based direct deposits
  • Lower compliance risk through detailed audit trails

Bottom line, WLA reduces payroll workload for HR while ensuring accurate, compliant payroll.

2. Human Capital Management (HCM) System Integration

Modern HR tech stacks are complex, with various systems for:

  • Core HR
  • Recruiting
  • LMS
  • Payroll
  • Performance management
  • Benefits

Manually managing data between these systems is time consuming. It also heightens the risk of errors and out-of-sync workflows.

Workload automation seamlessly connects HCM tools using pre-built connectors and APIs. This automates multi-system workflows.

For example, leading payroll provider Paycom uses WLA to move data and files between its payroll system and clients‘ HR databases, ERPs, and timekeeping tools.

This automation eliminates manual data entry and reduces compliance risk. Employees are paid correctly and on time without HR intervention.

Another example is Infor. They leverage WLA to automate and simplify benefit enrollment across multiple HCM platforms during employee onboarding.

Key HCM integration benefits provided by WLA include:

  • A unified HR dataset through automated syncing across HCM systems
  • Up to 90% reduction in manual data entry
  • 220+ pre-built connectors to mainstream HCM tools
  • Lower compliance risk through automated data exchange
  • Optimized HR workflows with seamless HCM integration

In short, WLA is the connective tissue that binds modern HR tech ecosystems together for maximum efficiency.

3. Recruiting Automation

Recruiting top talent is a top priority. However, common tasks like screening resumes, scheduling interviews, and onboarding new hires consume HR resources.

Workload automation streamlines the hiring process through automation, allowing HR staff to focus on high-impact activities like candidate engagement.

According to research by Phenom, 60% of candidates abandon the hiring process due to lack of communication. WLA drives timely communication through automated reminders and notifications based on rules and events.

Key WLA features for optimized recruiting include:

Resume screening

  • Automated screening and parsing of high-volume resume submissions
  • Intelligent triage based on keywords, skills, experience
  • Rapid identification of qualified applicants

This ensures great candidates aren‘t overlooked while decreasing manual screening work for recruiters.

Interview scheduling

  • Automated interview requests via email or text
  • Calendar syncs to identify best time slots
  • Confirmation reminders for interviews

WLA drastically reduces the back and forth of interview scheduling.

Candidate experience

  • Customizable nurture campaigns with automated messages
  • Real-time process tracking for candidates
  • Automated reminders for assessments, tasks, and requirements

WLA creates a structured, transparent process that enhances the candidate experience.

With these features, WLA delivers powerful recruiting benefits:

  • 55% less time spent scheduling interviews
  • Up to 36% increase in qualified applicants
  • Faster time-to-hire through process automation
  • Improved candidate satisfaction through excellent experiences

WLA allows your team to scale your hiring process while accelerating and enhancing every step.

4. HR Onboarding Automation

According to LinkedIn, inadequate onboarding leads to 50% higher employee turnover. Smooth, thorough onboarding is vital, but manual processes fall short.

Workload automation enables you to orchestrate an adaptive onboarding process tailored to each new employee. Key features include:

  • Custom workflows based on role, location, and requirements
  • Automated task assignment & reminders to complete items like paperwork
  • Instant system access through automated user provisioning
  • Training program enrollment with learning progress tracking

Together this automates a seamless onboarding experience:

  • New hires complete required tasks on time
  • They gain system access instantly on day one
  • You have full visibility into onboarding progress

Top benefits enabled by onboarding automation include:

  • Onboarding time reduced by 30%
  • Required paperwork completed on time by 98% of new hires
  • 54% of employees more engaged following automated onboarding
  • Significant reduction in week one headaches for HR and managers

Automating onboarding with WLA allows your department to onboard faster while improving the employee experience and onboarding results.

5. Offboarding Process Automation

When employees leave, provisioning access and wrapping up final details is traditionally manual and disjointed.

WLA introduces automation to your offboarding processes through features like:

  • Access deprovisioning across systems triggered by termination
  • Automated offboarding task assignment & tracking
  • Exit interview scheduling & administration
  • Final paycheck calculation and processing

This streamlines offboarding. Examples of key benefits include:

  • 97% of ex-employees denied system access within one hour of termination through deprovisioning
  • 43% faster completion of offboarding tasks like exit interviews
  • $65,000 annual savings through accelerated final pay processing
  • 83% of exiting employees describe offboarding experience as organized

Smooth offboarding reduces security risks, keeps departing talent on good terms, and represents your brand well. WLA enables optimized offboarding at scale.

Key Takeaway

These 5 use cases reveal how WLA optimizes essential HR functions. Supported by the latest AI capabilities, WLA tools automate repetitive, manual work so your team can redirect their energy to high-impact HR initiatives.

Now let‘s explore best practices to ensure you succeed with HR workload automation.

6 Best Practices for Workload Automation in HR

Like any technology project, designing and implementing a workload automation strategy requires diligence and attention to detail.

Follow these proven best practices to maximize the value of WLA for your HR department:

Get executive buy-in

Any significant HR tech initiative requires executive sponsorship. Share compelling metrics from the use cases and benefits above to outline the strong business case for WLA.

With leadership buy-in, you‘ll get the budget and cooperation needed across teams like IT and Operations to implement WLA smoothly.

Build an automation task force

Identify key HR team members to champion the WLA implementation. Look for tech-savvy professionals open to tools that amplify their productivity.

This cross-functional group will help:

  • Assess current processes and pain points
  • Prioritize top workflows for automation
  • Test and provide user feedback on the solution
  • Drive adoption across the department after implementation

Rallying power users will accelerate your automation success.

Audit and map target workflows

Conduct an audit of the processes you identified for automation, such as payroll and onboarding. Document all inputs, outputs, dependencies, exceptions, and triggers in the current workflows.

This creates a blueprint of the workflows to automate and helps configure the WLA tool accordingly. It also establishes pre-implementation performance benchmarks.

Start small, scale up

The best recipe for WLA success is to start small, prove value, and expand. Pick 1-2 top priority use cases and run a pilot.

Measure results like:

  • Hours saved
  • Cycle time reduction
  • Error reduction
  • Productivity gains

Positive ROI will build internal support for expanding WLA to additional workflows later.

Integrate with your HR tech stack

To maximize benefits, integrate your WLA solution with surrounding HR systems like HCM software, ATS tools, and payroll platforms.

APIs and pre-built connectors make integration seamless. This spans solutions from major vendors like Workday, SAP SuccessFactors, ADP, and more.

With an integrated foundation, you can automate multi-system processes like hire to retire workflows.

Change management and training

Any automation initiative requires thoughtful change management. HR should communicate frequently about WLA through:

  • Training programs on the purpose and benefits of WLA
  • Town halls and email updates to share progress and results
  • Support resources like webinars and help docs

This helps build organizational readiness and adoption of WLA. Training ensures employees leverage the technology effectively.

Key Takeaway

Following these best practices will help you develop a successful HR workload automation strategy focused on maximizing benefits and ROI across essential HR processes.

Now that we‘ve covered the key use cases and best practices, let‘s examine the overall benefits you can expect from WLA for HR operations.

4 Major Benefits of Workload Automation for HR Teams

Based on the use cases and best practices we‘ve discussed, it‘s clear workload automation offers wide-ranging value. Here are 4 major benefits your HR department can realize:

1. Increased efficiency

WLA delivers efficiency through automation in several ways:

  • Eliminates repetitive manual work: Payroll processing, interview scheduling, application management during onboarding – these tasks are handled automatically by WLA based on configured rules. HR staff is freed from repetitive tasks.
  • Enables 24/7 operations: With software bots handling workflows around the clock, HR processes continue even outside working hours. This accelerates cycle times.
  • Improves resource allocation: With workload reduction from WLA, HR staff can be reallocated to focus on high-value strategic projects rather than administrative work.
  • Boosts HR productivity: According to Mckinsey, organizations using WLA realize over 20% productivity gains in HR, finance, and IT departments.

2. Enhanced data-driven decision making

WLA tools provide rich analytics on automated workflows. Leaders gain visibility into:

  • Payroll processing metrics
  • Time-to-hire and quality of hire
  • Onboarding completion rates
  • Offboarding cycle times

These insights enable data-driven decisions to continuously refine and improve HR programs.

3. Reduced compliance risk

WLA minimizes compliance risks in areas like payroll, benefits administration, and time tracking through:

  • Detailed audit trails accounting for all automated workflow actions
  • Automated policies to prevent errors and enforce compliance
  • Controls like 4-eye approvals built into automated workflows

This provides assurance that end-to-end HR processes comply with legal and regulatory policies.

4. Improved employee experiences

WLA creates smoother, faster HR interactions for employees. Candidates experience organized recruiting. New hires are onboarded swiftly. Employees get paid accurately and on time.

These optimized experiences result in:

  • Greater employee satisfaction: 78% of employees state process automation improves their job satisfaction
  • Stronger employer brand: Excellent HR experiences distinguish your employer brand

In short, WLA improves EX across the employee lifecycle. This pays dividends in attraction, retention, and performance.

Are You Ready to Automate Your HR Workflows?

As this guide has shown, workload automation delivers tremendous value across essential HR processes from hire to retire.

Today‘s WLA solutions feature powerful AI capabilities to automate end-to-end workflows, freeing your team from repetitive tasks and enabling data-driven HR.

To recap, you now understand:

  • The top 5 use cases for HR process automation with WLA
  • Proven best practices to succeed with WLA
  • Benefits your HR organization can realize from improved efficiency, decision making, compliance, and EX

The time is now to evaluate workload automation for your HR tech stack!

To learn more and get started accelerating your HR operations with AI-powered automation, contact us today at Acme Workload Automation. We‘re happy to provide an in-depth demonstration showing how WLA can transform your HR workflows.

Let‘s connect and discuss how to move your HR organization to the next level!

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