Insight Digital HR

5 ways to reduce HR admin with automation

Written by intelliHR on 15 Oct 2018

At the core of increasing efficiencies in your organization lies automation and eliminating as much administration time as possible (aka, HR admin). The people you hire have so many talents; creativity, empathy, relationship-building and more. All talents which are largely wasted on administrative work. HR admin, unfortunately, keeps your HR team from doing the great work they really want to be doing.

While some may be especially skilled in data entry, there isn’t much value humans can add to these repetitive processes. At best the work is accurate but slow and at worst it could be inaccurate or incomplete altogether.

So let’s let our people do what their best at; spending one-on-one time with other staff, organizing employee engagement initiatives and partaking in strategic decision-making.

Spending too much time on manual tasks also has an effect on your organization’s bottom line – think about the following…

If you’re employing 10 full time staff in the HR team, spending half their week on administration work at an hourly rate of $30 an hour, there’s over $300,000 per year spent on manual work.

That’s $300,000 worth of time that could be better invested into more strategic HR initiatives that actually add value to your organization.

Want an in-depth calculation of what you could be saving? Try our ROI calculator.

So now you can see how much unnecessary administration is costing your organization, let’s explore some key ways you can use HR automation to eliminate it!

5 Ways to reduce HR admin

  1. Use workflows for onboarding and offboarding
  2. Automate organizational charting
  3. Generate performance reports on-demand
  4. Track compliance online
  5. Run continuous feedback through a pulse

1. Use workflows for onboarding and offboarding

Completing employee lifecycle compliance is so vital, not only to the employee experience but also for compliance reasons. Think about how many steps need to be undertaken when an employee joins, leaves or changes jobs within your organization – the answer will be different for everyone but chances are, it’s a lot!

In intelliHR you can use workflows to help complete processes like this. After setting up the workflow once, you can trigger this off any time there is a job change. This can handle everything in the onboarding phase from delivering tasks, policies, orientation information to learning material. You can even work in a feedback form with your offboarding process to extract valuable insights.

Using automation to complete employee lifecycle processes minimizes disruption, delivers consistency, reduces the risk of errors and saves some serious time for your HR team and managers. Most importantly, you’re not limited to onboarding and offboarding, you can use workflows to build out and automate just about any current manual process.

2. Automate organizational charting

Many organizations are still creating their org charts in Microsoft Powerpoint or through other manual methods. If you are one of them, don’t worry because there is a better way.

By completing the step above (onboarding and offboarding workflow) your intelliHR system already knows when people are coming, going or changing jobs, which means the in-built org chart updates automatically for you in real-time. There’s no need to manually update your org chart ever again and you can even export it as an image or PDF to share externally when needed.

3. Generate performance reports on-demand

Historically, creating performance reports meant wading through filing cabinets and spreadsheets or going off anecdotal evidence to produce an overview of an employee’s contribution over the last 12 months.

Today if you’re using intelliHR there is a much better way (it’s called continuous performance management). With the platform in place, everyone in the organization is already entering valuable performance information into the system every day. Managers are entering diary notes and sending out monthly feedback, HR is recording promotions, employees are tracking their goals, recording training and completing regular check-in forms.

Now all of the key information you need is already being recorded for you. From here, comprehensive performance reports can then be generated for any staff member at any time in just a few clicks. Performance reviews processes can also be completely automated, reducing the HR admin time for both team members and managers dramatically.

Want more hacks to make the performance review process faster? Read more here.

4. Track compliance online

Expired licenses, missed Visa renewals, policy non-compliance, fair work claims… All risks your organization can be exposed to if you’re still managing compliance manually. Aside from this, it’s also using up your HR team’s valuable time. Luckily, there are tools at your disposal to combat this.

Using the intelliHR compliance and qualifications dashboards, you can keep track of all work rights, licenses, mandatory qualifications, extended leave and policy compliance all in one place. The system will automatically remind you when expiry dates are coming soon and you can set up reminders to go out to staff reminding them to update their documentation.

Learn more about common compliance mistakes and how to avoid them here.

5. Run continuous feedback through a pulse

How many hours have you spent preparing lengthy staff surveys or emailing requests for feedback to keep abreast of how your team are tracking? Probably too many hours. Luckily, this isn’t necessary anymore.

In intelliHR, you can create employee pulse surveys to automatically reach out at sent intervals requesting continuous feedback from your employees. Similar to workflows, once you set up the pulse once, it can run as many times as you like and you don’t need to do a thing.

Not only does this save serious time, but shorter, more frequent feedback forms are proven to receive better quality responses and achieve higher completion rates. Better data, analytics to make it useful, and time savings, what’s not to love about that?

Those are our five favorite ways to help our customers reduce HR admin and invest more time and funds into what matters – their people!


intelliHR is a people management platform helping HR, leaders and managers enhance performance, culture, engagement and retention. With built-in HRIS and powerful real-time analytics, see how the platform works today.

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