Digitalization of Human Resources through chatbots

What is digital HR?

It is an optimization process that uses social, mobile, analytics, and cloud technologies to make employee management more efficient, effective, and connected. 

Human resource management is the most dynamic subsystem of an organization. A qualitative rethinking of the methods and technologies of employee management entails a significant impact on the company’s result as a whole.

Who does digital HR benefit?

Digital HR management doesn’t only save the HR specialist’s resources but also the entire company’s resources, such as time, money, attention, and tools. By handing over routine tasks to automated digital solutions, HR frees up time for complex and global tasks, usually not “hands down”. 

An employee who uses digital solutions saves his or her time and HR specialists at the organization. Developers and administrators also save their time – they do not need to monitor the system since most digital HR processes are automated.

What is the best digital HR tool?

Today, chatbots are perhaps the optimal solution for a transformation to digital HR. Chatbots do not replace live employees, but they significantly speed up routine operations, including so that the specialist has more time for those tasks that require live communication and creativity.

They are among the top Best Practices – Microsoft Teams for HR departments. For example, the time that could have been spent manually sending out a job satisfaction survey could be spent analyzing its results more depth. 

*What are some use cases of an HR chatbot?

A chatbot can be incorporated into almost any HR process. The number of options tends to infinity and is limited only by specific functions – problems relevant for one company may simply not exist for another. Here are some chatbot implementation cases:

1. Recruitment

The bot can issue vacancies by keywords, areas of work, and cities. For each vacancy, you can send a response directly from the bot. If a new vacancy appears in the company, all connected users to the bot receive an alert. The chatbot has a much higher percentage of relevant responses than other recruitment channels used by the company.

2. Onboarding and employer brand

For beginners, the bot can help to get up to speed. You can enter background information about the company, internal structure, different departments' tasks, an address book with photos, and much more. In fact, the range of internal HR tasks is limited only by the company’s rules and the initiative of those who will implement it.

3. Vacations, salaries, and bonuses

The bot accesses the database and shows 1) The employee’s earnings for a given period (with and without taxes); 2) The date of transfer of money to the account; 3) How many days of vacation until what date you need to walk, a breakdown of the vacation used by date, or 4) The amount of vacation pay received. 

This solution helps to save time for HR employees, who manually make a separate calculation for each employee’s request.

4. Employee life (feedback, evaluation)

Using an example of an exit interview, through the chatbot, people give more direct answers. They are more willing to share negative points. This helps to identify problems that former employees of the company were afraid to talk about face to face.

5. Support for change (employee development, training)

Chatbots can also be used in distance learning: they can include educational content, checking employees' knowledge, etc.

How does an HR chatbot work?

A chatbot is a program that has been taught to create the appearance of live communication using a large number of digitized dialogues. The main task is to get standardized information from the candidate. For example, the presence of the required category of driver’s license or category of admission by profession, place of residence, willingness to go to work at the right time. 

The bot will briefly describe the vacancy. If the person is ready, it will accept the application and send it to the recruiter. This application will already indicate whether the candidate meets all the requirements for the vacancy. If so, you can immediately call such a person and invite him for an interview and apply for a job in one day.

This stage can also be automated by connecting a calendar of meetings with candidates to the bot. He will ask the candidate about a convenient time and, if it is already taken, he will suggest alternative options. If everything works out, the candidate can start working in just a few days.

A chatbot is a program that has been taught to create the appearance of live communication using a large number of digitized dialogues.

What are the benefits of an HR chatbot?

The main benefit of a chatbot in HR work is the automation of manual, repetitive work and information structuring. A chatbot speeds up the search for candidates, the publication of vacancies, the distribution of information about the company, and any similar procedures.

The good thing about automated data operation is that it minimizes the human factor (forgot/mixed up / typed up) and does not depend on the circumstances.

A chatbot uses systems built into the company’s work and are familiar to employees, be it messenger, mail, or CRM. To access a chatbot’s functions, you do not need to go into a separate system and understand how it works – information is delivered through the channels that are already used.

Chatbots are made by people for people: by automating routine HR processes, we can free up resources for tasks that cannot and should not be automated. The free time saved by an HR chatbot can now be spent on interviews, the onboarding process, the company’s culture and wellbeing, and more.