Digital transformation has been central to driving innovation and efficiency in the workplace, enabling better ways of working by streamlining processes and improving collaboration across teams. But managing a more digital and distributed workforce also increases the demands on HR. Managing HR processes and documentation has become increasingly complex, difficult and time-consuming for their teams to coordinate. That’s why organisations must continue to evolve and take advantage of the next game-changer technology: automation.

The case for automation

This next major technological shift will help improve the experience of their teams by automating HR management and filling the gaps left by the myriad tools that now exist, which can slow teams down and lead to silos and inaccuracies. This way, their teams can claim back valuable time to focus on what matters most: their people.

Automation holds the potential to optimise operations across the entire employee lifecycle, making workflows more efficient, reducing errors and accelerating decision-making. For HR teams, automation can streamline HR processes such as recruitment, onboarding, document generation and management, performance management, payroll and more. In fact, nearly three-quarters of HR leaders believe technology is critical to the survival of their business. While digital transformation has already reshaped how we work, automation is set to take it to the next level, unlocking new opportunities for growth, innovation and productivity. So, how can organisations unlock new opportunities through digital transformation and automation?

Creating a hybrid work-first mindset

The pandemic accelerated the shift towards remote work, forcing businesses to adapt quickly. While some large organisations are now mandating their staff to return to the office for five days a week, the majority of UK organisations continue to offer remote working options for their workforce with 63% of employees working remotely either all or some of the time. This shift has prompted businesses to adopt more agile working practices to support this new way of working.

For HR departments, the continuation of flexible working has demanded a complete pivot to rethinking internal policies and procedures. They must ensure that remote employees remain engaged, productive and most importantly supported while also adhering to organisational standards. Traditional office-centric approaches are no longer viable, and HR teams need to develop approaches that offer support for employees working from any location, whether in the office, at home or on the move.

Shifting to on-demand access for employees

Now that organisations operate in multiple locations and in different time zones, access to both their everyday work and important documents can no longer be constrained by geography or traditional business hours. Employees now expect access to HR systems and their personal files to be as seamless and accessible as the services they use in their daily lives such as social media, e-commerce platforms and streaming services. This always-on culture has shifted expectations, highlighting why HR services and document management systems need to be accessible at any time of the day and from any mobile device, no matter an employee’s location.

In some regions such as the UK, it is also a legal right for employees to have self-service access to their personal documents and information 24/7 7 under GDPR and organisations failing to meet this can result in legal consequences.

Streamlining employee lifecycle management

Organisations must automate processes across the entire employee lifecycle, from recruitment to offboarding to improve the efficiency, accuracy and compliance of document management, no matter where their employees are based. In today’s competitive job market, particularly in regions like Europe where there is a shortage of well-trained professionals, finding the right candidates for a position can take months. Once a candidate is identified, speed is vital, as delays in extending offers or finalising contracts can lead to losing potential employees to faster organisations. Automating recruitment workflows, such as issuing contracts and integrating digital signatures can significantly accelerate the hiring process. By streamlining these stages, organisations can reduce the time to hire, ensuring they can secure top talent more effectively and more timely.

This is also an important consideration for sectors that tend to have a high volume, high turnover workforce such as retail and hospitality. These organisations experience significant employee churn and need efficient onboarding and offboarding processes, automated document creation and contract generation. Handling these processes manually would be extremely inefficient and HR teams would spend not just hours, but days buried in paperwork. Automation allows them to focus on higher-value tasks, creating a smooth experience for new joiners and improving the employee experience.

Enabling HR to channel more time into their people

With 51% of HR leaders receiving more requests for support and 45% finding it more difficult to handle the conflicting demands of teams, the pressure on HR teams keeps mounting. To keep up with evolving demands, HR teams need automation in their everyday HR processes such as talent management, payroll and document management to significantly reduce administrative bottlenecks and inefficiencies. By speeding up response times to employees and minimising manual, time-consuming tasks, HR teams can reclaim valuable time and focus on people-centric activities. This will not only have a positive impact on the efficiency of HR teams but will also allow them to dedicate more time to building a people-first environment, driving greater employee satisfaction.

Automation is no longer a choice

Ultimately, digital transformation is no longer optional. It’s imperative for growth, efficiency and employee satisfaction. Automating manual processes, like document creation and management, can free up valuable time to focus on providing strategic value to the organisation. Self-service tools can empower employees while reducing the burden on HR for routine tasks. And seamless integrations break down silos, reduce inaccuracies and ensure compliance.

However, not all tech is created equal and digital transformation is not a smoking gun. HR leaders must carefully consider whether each solution will alleviate the challenges of constantly navigating change, rather than adding to them. Finding technology that solves real challenges for HR professionals and integrates seamlessly into their workflows will be key to giving HR teams the space to focus on what matters most: their people.