5 Steps for Making a Smooth Transition to Automated Processes

As HR professionals, you're well-versed in change management, but even the most experienced professionals can find it challenging to navigate the transition to automation. Whether you're looking to improve efficiency, reduce costs, or eliminate errors, automation can be a powerful tool for streamlining HR processes and making your job easier. 

But how do you go about implementing automation and ensuring a smooth transition for both HR professionals and employees? Here, we'll explore five steps you can take to ensure a successful transition to automated processes.

5 Steps for Making a Smooth Transition to Automated Processes 
 

Step 1: Identify the process needing automation

The first step in automating a process is to identify the areas that would benefit the most from automation. This can include onboarding, bidding processes, or even employee performance evaluations. Take a look at your current processes and consider which ones are time-consuming, error-prone, or have a high volume of transactions. These are the processes that are most likely to benefit from automation. The key is to be specific and targeted, because automation is not a one-size-fits-all solution.

In this case, we will use the example of a current manual vacation bidding process. This process involves employees submitting their vacation requests on paper, and then the HR department manually reviewing and approving the requests. It's a time-consuming process that could definitely benefit from automation.

Step 2: Research automation tools that are available

Once you've identified the process that needs automation, it's time to research the available tools. There are many automation tools on the market, so it's important to find one that fits your company's needs and budget. Consider the features offered, the cost, and the level of support provided. 

It's also a good idea to read reviews and gather feedback from other companies who have already implemented the tool. Reach out to the vendor or service provider and ask questions, get a demo, and ensure that the tool is the right fit for your organization. Evaluate the ease of use, scalability, and compatibility with your current systems.

When researching vacation bidding automation tools for the vacation bidding process, here are some examples of important questions to ask:

• Can the tool be easily integrated with our current systems and is it scalable to grow with our organization's needs?
• Does the tool include functionality for preferential and sequential bidding?
• Can the tool be configured to our specific needs and organizational rules?
• What security measures are in place to protect against data breaches and unauthorized access?
• Is the tool user-friendly and easy for employees to navigate when submitting vacation requests?

Step 3: Implement the automation tool and train your team

Implementation is key, and it's important to train your team on how to use the new tool. This will ensure a smooth transition and that everyone is on the same page. 

It's also important to communicate the change to your employees and explain the benefits of automation. Provide them with the necessary training and resources, and make sure they understand how the tool will impact their work. Finally, have a clear roll-out plan and assign a dedicated team to oversee the implementation to help ensure that the process is running smoothly. You should not hesitate to seek assistance from the company who sold the vacation bidding tool, as it is the expert and can help ensure optimal usage of the product.

To ensure a successful transition to the new automated vacation bidding process, you need to train all employees on how to use the new system. This includes providing instructions on the process, the criteria for winning vacation bids, and the submission deadlines. Additionally, employee communication should also highlight the benefits of the new system such as increased fairness and transparency. 

Step 4: Continuously monitor and improve the process

Automation is not a set it and forget it proposition. You will need to continuously monitor the process and make adjustments as needed to help ensure that it's meeting the needs of the organization and your people. This includes tracking the effectiveness of the tool, collecting feedback from employees and making any necessary changes to the tool or process. 

It's important to have a clear understanding of the key performance indicators and measure the success of the automation process. Here are some examples of Key Performance Indicators (KPIs) that could be used to monitor the vacation bidding process. By monitoring these indicators, your company will be able to identify areas where the process is working well and areas that need improvement and adjust accordingly.

• Bid awarded rate: The percentage of vacation bids that are successfully granted through the solution without any manual intervention.
• Employee satisfaction: The level of satisfaction among employees with the vacation bidding process, as measured by surveys or other feedback mechanisms.
• Vacation utilization: The percentage of vacation days that are taken by employees.
• Vacation bid response time: The amount of time it takes for employees to submit vacation bids.
• Time to award: The amount of time it takes for a vacation bid to be awarded.
• Error rate: The percentage of vacation bids that are submitted with errors and require manual intervention to correct.

Step 5: Reap the benefits

After completing these steps, relax and enjoy the fruits of your labor. Your team will have more time to focus on what truly matters -- your people. And, with more efficient processes in place, your company will be running like a well-oiled machine.

The benefits of automating HR processes are clear and undeniable. Automation can greatly improve efficiency and effectiveness by streamlining time-consuming, error-prone, or high-volume processes. With the right tool, you can take control of the chaos and streamline processes for both HR professionals and employees. 

Are you ready to take the first step towards automating your bidding processes? Visit Zaddons on the UKG Marketplace to learn more. 

Partnership is where all the magic happens with HR technology. Here are the questions you should ask to find a partner instead of just a vendor.

Are the HR solutions your company uses keeping you up at night? In The Magic of Purpose-Drive Partnerships, learn how two UKG customers turned their nightmares into fairytale work experiences for their own people.