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Seven Workflow Examples to Automate Your HR Helpdesk

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Seven Workflow Examples to Automate Your HR Helpdesk
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Did you know that there is a whopping 65% boost in employee satisfaction in companies with a well-functioning modern HR helpdesk? Well, it's the power of automated HR workflow, not magic. The days of time-consuming manual procedures and copious paperwork are long gone, as the modern HR environment adopts GenAI-led automation power. Using automated HR processes strategically is proving to be more impactful. 

Envision a world where HR tasks and processes are highly effective and truly remarkable. Imagine cutting down on hours spent on repetitive tasks; you would have more time for strategic projects and insightful interactions with your employees.

In this blog, we will explore seven innovative HR workflow examples that will take your HR support to a whole new level.  Before we begin, let’s learn more about  the revolutionary benefits of automating HR processes from the lens of an AI-powered HR helpdesk, which is a vital resource for managing the complex issues of modern workforce management.

What is an HR Workflow?

An HR workflow is an organized collection of processes and tasks that the Human Resources department uses to accelerate various activities such as hiring, onboarding, performance appraisals, employee training, offboarding and workforce management. In essence, it depicts the scheduled progression of HR tasks from start to finish. In a recent study by HR.com, it was found that manual HR processes require a lot of time and resources administrative work can consume up to 40% of HR professionals' time.

Another study reveals that for an estimated 71% of HR professionals, manual data entry is a continuous problem that results in more errors, delays, and decreased overall work productivity. All these statistics highlight the necessity of a modern approach to deal with the complexities of HR processes.

What Makes Automation Important for HR Workflows? 

The need for increased effectiveness, precision, and strategic engagement holds the key to the solution. In today's digital age, automating HR workflows is not a luxury but a need. Automation appears to offer a ray of hope as businesses struggle with growing workloads and the need for quick decisions. HR support agents can focus their energies on more strategic projects that directly impact corporate success by using technology to tackle repetitive, time-consuming HR tasks and processes. Automation also reduces the possibility of human error, guaranteeing data correctness and legal compliance.

HR workflow automation is more essential than ever due to today's changing workplace needs for speed, accuracy, and strategic agility.

Now this is where an automated HR helpdesk comes in. 

What is an HR Helpdesk? 

Every successful organization needs an automated HR helpdesk, which serves as a central point for employee support. This vibrant and vital part of HR provides employees looking for help with a range of questions—from the mundane to the urgent—with a single point of contact. It serves as the first point of contact for employees, answering any HR-related questions they may have about general queries, policies, or benefits in a timely and effective manner. 

The HR helpdesk is a strategic cornerstone that improves employee engagement, satisfaction, and overall organizational effectiveness. It is more than just a support system.

Why is HR Helpdesk Automation a Must-have for the Modern Workforce?

Organizations that want to satisfy the changing needs of both customers and employees and streamline operations must make the transition to automated HR help desks in today's evolving environment. With the increasing complexity of company workflows and the growing need for personalized services, traditional manual processes are no longer adequate.

The way HR departments function needs to change in response to employees' growing expectations for customized support. Organizations are adopting automation to boost productivity as manual methods become less effective. HR process automation is not an extravagance but a strategic requirement for offering employees seamless support.

When we look at the data, it becomes clear how important an organized HR service desk is. According to SHRM, resolving HR-related issues takes 50% less time in companies with an efficient HR helpdesk. Moreover, another fascinating study reveals that around 80% of employees feel better satisfied when their companies offer an efficient and quick-response helpdesk. 

Seven Common HR Workflows Examples that Need Automation 

An HR helpdesk workflow is a series of steps your HR department performs to executive a specific process when certain conditions are met. Automating these HR workflows allows your employees to obtain seamless support and your HR managers to approach your employees effectively. 

Here are some of the most common workflow examples for automating your helpdesk: 

1. Employee Onboarding Process

Employee onboarding is unquestionably a crucial procedure that creates the first impression that stays with a person for the duration of their employment with the company. Establishing a positive relationship between the employee and the organization during this critical phase is crucial as it influences their perspective, engagement, and dedication from the very beginning.

And it goes without saying that HR efficiency heavily relies on how well onboarding and offboarding processes run, and automation is essential to maximizing this potential.

An essential component of this change is the automation of the pre-onboarding paperwork. HR departments may easily create and distribute contracts, handbooks, and policy materials well in advance of the employee's start date by putting automated tools into place.

Example

Let's look at Sarah's situation. She recently changed her job and joined remotely in an IT organization. With an automated onboarding process, she receives a personalized onboarding package in her mailbox and is greeted with open arms. The packet contains all the information and paperwork required for her position. This speeds up the manual paperwork process and creates a welcoming atmosphere for Sarah's onboarding. 

With a personalized onboarding process, Sarah can familiarize herself with the rules and regulations of the company, ensuring a stress-free and seamless transition on her first day of work.
What is the result? A dedicated and enthusiastic employee from the start, laying the foundation for a more prosperous future.

2. Ticket Triaging

The ability to manage employee requests promptly and accurately in the dynamic field of HR support indicates operational brilliance. Here comes the ticket triaging- another complex HR workflow that acts as the front-line protector, making sure that each inquiry is routed accurately and quickly to the appropriate resolution.

The secret to this success is using an AI-powered HR service management system that sorts and allocates HR tickets according to urgency and knowledge. This automated HR workflow guarantees that every employee ticket is routed to the most suitable HR support agent, optimizing efficiency and streamlining the entire support chain.

Example

Consider this: John is an employee who accidentally files a request for IT support since he believes it is an HR-related matter. This is where automated ticket triage quickly shines. The system uses artificial intelligence to interpret the type of request and intelligently reroute it to the IT support desk. This avoids delays and guarantees that the question is handled by a support agent qualified to respond to it quickly. 

What is the result? A smooth workflow that resolves possible misunderstandings quickly and effectively. Ticket triaging is a perfect example of how technology can catalyze an otherwise chaotic situation into a skillfully planned HR support system.

3. Effective Communication of Employee Benefits

Employees are often unaware of all the benefits offered to them by the organization they work in. Whenever they need to obtain information about the same, they ask their HR managers or executives, which is often time-consuming. A modern HR helpdesk that leverages the power of AI and automation allows you to communicate specific benefits to employees in a few simple clicks. 

All you need to do is feed your enterprise knowledge base with all relevant data regarding the benefits provided to your employees. This would allow the automated helpdesk to address specific questions your employees ask regarding their benefits and provide them with personalized answers.

You can also set triggers to send automated notifications to employees whenever there is any change in their benefits. This would help you keep your employees updated about the benefits offered to them in real-time.

Example

Rachel is an employee who is interested in learning more about her updated medical benefits. She would normally have to spend time communicating back and forth with HR under a traditional strategy. On the other hand, a modern HR helpdesk equipped with robust AI-enabled knowledge management gives Rachel a thorough explanation of her healthcare benefits very quickly. 

What is the result? Effective, personalized communication enables employees like Rachel to make knowledgeable decisions about their benefits quickly and easily.

4. Employee Engagement Survey

A modern HR helpdesk helps you undertake automated surveys of employees through a centralized platform. Based on the frequency of your requirements, you can send personalized and automated surveys to your employees to understand the pulse of your organization.

By integrating your helpdesk with collaborative platforms like Microsoft Teams, you can automate the process of sending surveys to all employees on the same platform and collecting responses for a thorough analysis.

Example

Let us examine an instance where a company is curious to find out how satisfied its employees are with the recent modifications to the policy on remote work. Traditionally, organizing a poll of this kind would require a complex web of emails and data gathering. But with an AI-enabled HR helpdesk, the HR support agents can quickly create a personalized survey and send it out to the entire workforce with a few clicks. A detailed analysis will be conducted after the responses are neatly sorted on the collaborative platform and ready for analysis.

What is the result? A quick, intelligent, automated HR process enables businesses to make data-driven choices based on real-time employee input. Automated employee surveys improve employee satisfaction by streamlining the data collection process and matching the rhythm of the modern workplace.

5. Harassment Reporting

Employees often hesitate to approach the authorities to report a harassment issue they face. An automated helpdesk resolves this issue by allowing employees to report such cases anonymously through a unified platform.

On lodging a complaint or raising an issue, the management would automatically be notified about the same and prompted to take any action against the same in the most suitable manner.

Example

Picture this scenario: Monica, an employee, witnesses an incident of harassment but hesitates to step forward due to fear of retaliation. This hurdle might restrict her from reporting this issue in a traditional setting because of too many complex processes. However, with a modern helpdesk system powered by Generative AI, Monica can securely file a complaint without revealing her identity. A modern helpdesk automatically ensures that her concerns reach HR management, prompting a swift response.

A robust helpdesk powered by AI and advanced automation immediately notifies management after receiving an anonymous complaint. The system guarantees that the relevant authorities are instantly notified of the situation, enabling them to take prompt and decisive action and streamline the reporting process. This protects the employee's confidentiality while also promoting an open and transparent culture within the company. 

6. Seamless Recruitment

Modern HR service desks allow your recruitment managers to automate several processes related to hiring new employees. From shortlisting resumes to scheduling interviews after selection, a single platform can streamline recruitment. Moreover, an AI-enabled HR service desk can provide automated answers to the questions asked by candidates to be recruited.

Example

Picture a busy HR department evaluating numerous applicants for a crucial role within the company. In a traditional context, this could be a laborious and daunting process. However, with an AI-powered HR helpdesk, the HR agents can seamlessly upload resumes onto the platform. predetermined criteria, this modern service desk powered by advanced automation quickly shortlists employees and provides recruiting managers with a carefully curated list of possible hiring.

As the hiring process advances, inquiries from candidates are bound to arise. A GenAI-enabled help desk intervenes, giving candidates prompt, precise answers to their questions rather than overloading the HR team with repetitive requests.  For example, when a candidate, James, asks about the next steps after the first-round of interview, an AI-powered system promptly guides him, ensuring a smooth and seamless candidate experience.

7. Automated Work Policy Support

Like conveying employee benefits, an automated HR help desk can communicate work/company policies to the employees. By adding all the policy-related information to your knowledge base, you can allow your help desk to extract specific bits of information based on the questions asked by your employees. This prevents employees from going through lengthy manuals and handbooks to understand the work policy.

Example

Meet Anne, an intelligent employee who wants to know the company's position on policies regarding remote work. In the past, this might have required spending a lot of time reading through extensive policy manuals or asking HR for clarity. But Anne just asks, "What are the remote work policies?" via an AI-enabled service desk for HR. The system quickly retrieves the precise facts Anne requires from its knowledge base, which is enhanced with data about policies. She gets a succinct and straightforward response in a few seconds detailing the company's regulations regarding remote employment.

This situation demonstrates the revolutionary potential of AI in the transmission of work policies. In addition to streamlining the information retrieval process, HR service desk-enabled by AI guarantees that employees obtain accurate and current policy details, promoting an efficient and transparent work environment.

Now that you have a better knowledge about the power of an AI-enabled HR service desk, let’s look at the potential benefits of automating HR workflows. 

Top Benefits of Automating HR Workflows with a Modern HR Service Desk

  1. Elevates Work Efficiency
    HR workflow automation helps organizations reduce human intervention, allowing HR support teams to focus on strategic initiatives rather than repetitive and time-consuming common HR tasks. This work efficiency decodes to real-quick task completion and enhanced overall workflow.
  2. Time Savings
    Automation of tedious HR workflows significantly minimizes the time required for repetitive processes such as employee recruiting, onboarding, training, leave management, and performance reviews. This enables HR agents to dedicate more time to critical and strategic aspects of their roles.
  3. Reduce Manual Error
    Automation reduces the risk of manual errors in jobs like data entry, calculations, and document processes. This results in improved accuracy and compliance with guidelines and regulations.
  4. Consistency in Processes
    The consistent implementation of HR policies throughout the company is ensured by HR workflow automation. Fairness, transparency, and compliance with corporate policies all depend on this uniformity.
  5. Elevates Employee Experience
    Automated HR service management system streamlines HR process, providing employees with instant responses and seamless interactions. This results in a positive employee experience, boosting employee satisfaction and engagement.
  6. Real-time Access to Data
    Automation HR workflow offers real-time access to essential data, enabling HR support agents to make informed decisions swiftly. This feature is precious for tasks like reporting, analytics, and decision-making.
  7. Cost Effective
    Automation decreases the need for manual labor in redundant HR tasks, resulting in cost savings for the organization. It optimizes resource allocation and allows HR professionals to work more efficiently within budget constraints.

Conclusion

The above-mentioned are some critical workflow examples to automate your helpdesk and streamline its processes. Organizations should switch from the traditional helpdesks to improve their HR workflows and leverage functionalities. The primary purpose of helpdesk automation is to eliminate repetitive tasks, and since HR involves many of them, it's a perfect option to invest in the right HR platform.

Rezolve.ai is a modern HR service desk solution integrated within MS Teams that leverages the power of Generative AI and automation. It provides fast and automated support to employees, ensuring they have the help they need when needed.

Incorporating automation into workflows through a GenAI-powered HR service desk like Rezolve.ai isn't just a technological upgrade; it's a strategic asset that empowers your HR teams to boost their influence on the organization while elevating the overall employee experience. 

Ready to Elevate Your HR Workflows and Employee Experience?  Try Rezolve.ai's GenAI-enabled HR Helpdesk Solutions. Book a Demo Now

FAQs

1. What is a modern helpdesk, and why is it necessary for organizations?

A helpdesk is a centralized forum that manages and handles employee questions, problems, and requests related to HR processes. It's important for organizations as it provides efficient support, improves employee experience, and streamlines HR tasks and processes.

2. What is the main objective of automating workflows?

Automating repetitive work and minimizing manual interventions aims to improve efficiency, streamline HR procedures, and offer a better employee experience.

3. Is automation limited to simple activities, or can it also manage complicated HR tasks?

A wide range of HR operations, including more complicated ones like employee performance reviews and onboarding and offboarding, can be automated. Simple processes like data input and document management are also amenable to automation.

4. What are the advantages of workflow automation for HR managers and staff members?

HR process automation can improve accuracy, reduce errors, and save time. It enables HR professionals to give employees faster, more reliable service while concentrating on key responsibilities.

5. Is it possible for employees to follow the progress of their automated HR requests?

Indeed, one advantage of automation is that workers no longer need to constantly follow up on requests because they can effortlessly monitor their status, get updates, and obtain pertinent information.

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