Technology integration in HR

Integrating technology into time-consuming HR practices can be transformational. Where line managers once had to manually implement processes and complete reams of paperwork, cloud-based software, mobile apps and artificial intelligence are now being used to do some of the legwork. An element of human intervention will always be required in people processes, but technology is helping HR teams to become more efficient and focus human effort where it adds most value.   

In this blog, we’ll explore how technology is being used to achieve gains in HR across recruitment and onboarding, performance management, and analytics. We will also look at the future possibilities and benefits for the whole organisation.

Benefits of responsible technology use

HR software exists to complement, simplify and speed up back-office and line manager administration. When implemented properly and responsibly, the business benefits can be huge. Reported benefits include improved accuracy and reduced human error, support for inclusivity and accessibility goals, and achieving cost savings. Online and mobile applications can be used to encourage employee self-service and enhance the employee experience.

Investing in technology can be expensive, so it’s essential to plan and implement new systems with due care and attention. HR systems should enhance and support job roles and help your organisation to achieve its business goals. Perhaps most importantly, always consider the impact on employees and their experience.

 Using technology in recruitment and onboarding

Most recruiters don’t think twice about posting job vacancies on recruitment websites and social media these days. It’s the best way to reach a broader candidate pool. Post-pandemic, many organisations continue to use video interviews to help with the selection process, often recording interviews for review and enabling managers who cannot always be present at interview to ensure a fair and balanced process. Online assessments and personality tests are also common practice. Video interviews and online assessments are a much more sustainable option to in person meetings, limiting the cost of travel and environmental impact.

There are plenty of examples of acceptable HR technology use, however the potential benefits for recruitment go far beyond this. In the future you could be using software or AI to:

• Background screen applicants to mitigate against hiring unscrupulous candidates, e.g. checking employment history, qualifications and criminal convictions.

• Create and optimise job adverts to reach your target audience.

• Reduce time spent on manual repetitive processes like screening CVs for essential skills and experience.

• Allow new recruits to self-serve their onboarding and take necessary induction training prior to their start date to hit the ground running. NB. It’s important every candidate has a human contact should they need to ask questions.

• Build a bank of interested candidates to inform your talent pipeline.

Performance management software

Integrating technology and automation within the performance management process helps maintain fairness and reduce human bias. Managers benefit from spending less time on administration and more on giving quality feedback to enable their team.

Using technology should also lead to more efficient use of HR time and resource. However, where there is a lack of training or systems are clunky it can slow down the process and prevent you gaining any advantage. Effective system training is essential for every employee who will use it.

Large organisations commonly use performance management software to template strategic objectives and encourage individuals to align their personal objectives with overall company goals. Standard performance scorecards measure and record progress against goals, meaning every employee has exactly the same experience no matter what their working pattern or location. Cut-down versions of this type of performance management system are available to small and medium-sized businesses.

When employees are accountable for gathering feedback and monitoring their own progress, it can be highly motivating. Online systems can sometimes be set up to send automatic reminders and even gamify elements of the process to pit teams and departments against each other in an engaging way. 

Smaller organisations often start with a basic system allowing them to set objectives and track and monitor performance against them. In time, functionality such as the ability to collect feedback, mark employee milestones, and recognise and reward success can be added. This can give teams impetus to focus on improvement and career development rather than simply using the technology to tick boxes.

HR software for analytics and reporting

Both recruitment and performance management software provide abundant data for measurement and reporting. Gone are the days of trawling around departments, requesting figures, collating and analysing information. Reports can be created and sent to senior leaders and board members at the click of a button. Technology is helping HR to simplify data, summarise key messages and identify areas for improvement. Of course, some level of human intervention will always be required to check and verify information.

In recruitment, data collection ensures processes and decisions are fair, compliant and consistent. Reporting can also help us profile workforce demographics and plan for the future, learning from data to adjust recruitment strategy and attract the very best talent. An added benefit of self-service onboarding is that we can track the candidate experience and gather feedback to support ongoing improvement.

Concerns about personal data security

Every use of technology and artificial intelligence should be ethical and inclusive. Protecting employee information and preventing data breaches is paramount. Always make sure you’re following GDPR rules on the storage, use and safety of employee data. It’s always worth consulting a professional for support with development and implementation of HR technology to ensure the rewards outweigh the risks. For more on this subject, download our free ebook Ethical AI in HR.

Automation streamlines HR processes

Introducing technology into HR can change the way your organisation works. Intuitive software, transparent data, and automated processes and reminders can create efficiencies, saving time, resource and energy that can be focused on supporting employees and enhancing their experience at work. Saying that, we must never forget that there are humans at the heart of every process. When integrating any form of technology into HR, the ideal solution has to be a human/technology hybrid approach. In a people-first strategy human intervention will always be needed to ensure empathy, oversee data security and accuracy, and ensure the ethical application of online tools.

Further reading

If you enjoyed this subject, take a look at our blogs on AI in Communication, The Future of Work, and Unleashing the Power of Digital Technology, or download our free ebook Ethical AI in HR.

How we can help you

As always, if you require guidance on implementing HR systems in your organisation, get in touch with us today on 0161 941 2426.