Shifting from manual to automated HR systems can be a shock that can take some getting used to. However, just like when shifting from a manual transmission to an automatic one, the change can make things much simpler. While it may seem that there is a lot of work involved in making the switch, most of that work is front-loaded and will only have to be done once, while the benefits will keep on coming.
Automating Systems Using Rules
Automated systems are based strongly on defined rules and parameters. HR system rules are defined when managers set up configurations after software has been purchased. Examples of rules may include setting the system up to send out automatic notifications when staffing levels are below a certain point or automatically alerting all employees in the company when a change has been made regarding performance expectations.
Defining Rules for Systems
The effectiveness of an automated HR system is directly reliant upon the quality and specificity of defined rules. Every single action that is taken when using self-service, submitting an application, or any other function available in the system should bring about a reaction that helps the user to achieve a specific goal. Managers must think ahead when setting rules so that each action is productive and there are no “dead ends.”
How Difficult is it to Establish Rules?
Most automated HR systems are created in a way that makes it easy for managers or HR personnel to establish rules without recreating the wheel. Vendor representatives or skilled HRIS analysts may be able to help with defining rules in the system and making sure that all rules are as productive to achieving the desired results as possible.
Most automated HR systems allow companies to adopt only the desired features, which can be very helpful when first getting on board with the technology. By starting simple and only adopting a few features of the system, managers can limit the number of rules that must be defined and gauge how well the system works based on the criteria that were put in place. After seeing the rules and systems in action, companies may choose to automate more HR processes or make changes to the existing rules.
If a system is set up by someone that does not have a clear understanding of how the automated system works or how the company works, it can bog the system down and hinder the company’s productivity. The system itself may also be to blame if companies have not taken the time to research and make sure that the HR system fit well with the company culture and processes.
Responding to Input
While automating HR systems can be a great way to rid the company of mundane manual tasks and increase efficiency, adopting a new HR system should always be thought of as a work in progress in which input is valuable. Users of the new system are bound to give input, so companies should be prepared to accept and respond to that input to improve the system.