Improving The Recruitment Process By Automating Human Resources
The HR landscape is changing—and how!
HR was one of the last departments to tune into the digitization and automation wave that swept the corporate world in the last few years. But as the pandemic forced organizations into remote work and cut out the possibilities of face-to-face interviews, personal meetings and in-office work, HR teams were forced into virtual mode.
Recruiting is a key responsibility for your HR department, And it's a tedious, paper-intensive process.
HR teams spend valuable time searching out talented candidates, nurturing their relationships with top talent and arranging numerous rounds of interviews before a top vacancy is finally filled.
Can automation really fulfill the tasks that a talented and experienced recruiter handles on a daily basis?
Automating human resources to improve recruitment
Automating recruitment and onboarding processes improves employee experience. It reduces human error, saves time in endless paperwork, and improves the visibility of the recruitment process across the company.
Today, HR departments have access to advanced technologies that automate processes across their entire employee life cycle—from job applications, interviewing, selection, hire, performance evaluations, benefits and separation.
Here's a quick look at some recruitment processes that can be successfully automated:
Candidate screening: Searching for the ideal resume from hundreds of job applications is tedious and time-consuming! And one that is prone to errors - you may miss out on some resumes, overlook a qualified candidate or even let a weak resume pass through. HR automation helps you overcome these challenges. Robust search functionality enables you to search out all resumes that meet specified criteria. In addition, HR software can help you set up pre-screening assessments. Ask for pre-recorded videos answering a set of selected questions or simply trigger notifications when a new matched resume enters the system, further narrowing down your search to find people who fit the exact criteria you're looking for.
Interview scheduling: Interviews are probably the most critical part of the hiring process. An HR automation solution helps expedite the interview process and reduces the risk of losing top prospects. E-forms allow candidates to self-schedule interviews and allow interviewers to accept or re-schedule them. Candidates can view available slots and indicate their preferred time based on availability.
Candidate pipelines: An HR management system can help build candidate pipelines and keep top candidates engaged until the vacancy is successfully filled. It saves time, and ensures that your HR team can complete the hiring process on time. In addition, if a selected candidate does not complete onboarding, the system can trigger automated processes to re-start the hiring workflow from the candidate pipeline—with no time wasted!
Candidate selection: Evaluating candidates and making the final selections is a high-priority HR function. HR automation reduces the time required to collect feedback from hiring managers or interviewers. You can assign selection tasks to managers or interviewers and then set up automatic follow-up reminders to interviewers to ensure those selection procedures are completed on time.
New hire onboarding: Onboarding new employees is one of the most crucial HR processes. The Wynhurst Group reported that new employees who went through a structured onboarding program were 58% more likely to be with the organization after three years.
Automated onboarding involves using a document management system to maintain employee records in a single, secure location and make them easy to share and access. New hires can submit the required documents and complete their onboarding documentation process with the clicks of a few buttons. Automated offer letter creation, digital signatures on employee contracts and automated notifications to employees to complete the next steps in their onboarding process help reduce onboarding costs, increase the productivity of your HR teams, and create a positive employee experience.
First steps to automating your Human Resources management team
The recruitment process involves screening dozens of resumes, and job applications, managing multiple job descriptions and assessing applicants. Resumes, interview transcripts, and employees’ personal information proofs are valuable and confidential documents. The hiring team is responsible for verifying new employee documents, including experience, reference letters of previous employers, and educational certificates.
The first step to HR automation is digitizing all recruitment-related documents.
Revolutions Data Systems provides HR departments with professional, high-volume document scanning services to digitize all employee records. Once scanned and securely stored in a DMS, these digital documents further streamline processing. A DMS can automatically capture, sort, and distribute job applications, routing them to the necessary HR team members and saving time sorting through stacks of paper resumes.
OpenText AppEnhancer is a powerful document management system that empowers HR teams with critical documents and information about employees to eliminate manual tasks, streamlines HR workflows, and saves time and administrative costs. AppEnhancer helps your teams develop fast and efficient solutions geared toward web, mobile, and other connected platforms. Moreover, it has high-level security features that allow for granular control of what information different users can see, access, manage or share.
The benefits of automating HR recruitment processes
Instant, anytime access to crucial employee documents: RDS provides bulk scanning of paper files to digital and indexes them using accurate meta-data fields (such as employment status, name, employee ID, and department). Digitization enables HR teams to locate employee documents when needed and from anywhere or on any device.
Enhance data security: Our document management software comes with permission-based security, preventing unauthorized users from accessing files that aren't meant for them. We provide your HR department with a DMS that adheres to industry regulations about data security and access levels. Encrypted logins enable gated access, and user permissions prevent the same file from being opened simultaneously, meaning there will be no duplicates.
Improve employee experience: According to The Wynhurst Group, 22% of turnover occurs in the first 45 days. RDS automates your employee onboarding process to ensure a standardized, consistent, and company-approved approach toward new hires across your HR, Finance, Accounts or Administration departments. As a result, HR automation provides a much easier experience for new hires.
Improve interdepartmental visibility of new hires: We streamline your manual HR processes and improve efficiency with continuous process improvements. Our automation solutions allow each department involved in onboarding tasks for a new employee to receive automatic notifications of a new hire. Hiring approvals are documented, and new user accounts, system access, employee benefits packages, and employee training schedules can be obtained seamlessly and without delays.
Improve compliance: Digitizing critical onboarding documents and routing them through an HR automation platform helps HR teams with mandatory compliances. Failure to comply with employee data regulations could subject your organization to penalties or even litigation. Using digital data capture forms, RDS makes it easier to store confidential employee data securely and manage document retention schedules.
RDS: Your partner for automating human resources processes
RDS digitizes HR workflows, so they can shift focus from manual and administrative tasks to activities that promote employee satisfaction and talent retention.
Our business process optimization consultants redesign manual HR processes that are time-consuming and error-prone. They add automation components to smoothen the flow of documents and information and save time and costs.
Our advanced workflow management tools and in-depth knowledge of business process management lead to improvements in HR efficiency.
Workflow automation software creates easy workflows to manage high-volume or tedious tasks like processing vacation requests, reviewing multiple documents for employee onboarding, benefits enrollments and other related HR processes using e-forms.
AppEnhancer, our content management system, manages all HR-related documents across the employee lifecycle.
RDS supports your HR department with automated solutions to improve the recruitment process.
Contact RDS for document scanning and automated recruitment solutions that set your HR staff free from manual tasks and focus on value-added work.