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  • Writer's pictureMichał Zaremba

How to streamline time-consuming tasks in the human resources management sector? - Automation in HR

The modern business world is an arena of constant change, where new technologies , such as robotization, are radically transforming traditional approaches to human resources management. Robotization of business processes is becoming a key element of HR strategy in many organizations. What is RPA and how can it revolutionize human resources management?

In a nutshell... what is robotic process automation?

Robotic process automation is the use of software in the form of virtual robots for automating repetitive and routine tasks in various departments, including HR. RPA robots can simulate human activities such as data entry, transaction processing, and database management.

You're probably asking yourself now... "Okay, but how can this help my company?" We are in a hurry to respond!

How is RPA transforming HR?

There can be an endless number of processes and tasks to be automated in the HR department, from simple administrative activities such as managing employee data, to more complex tasks, including analyzing employment trends and forecasting staffing needs. However, today we will try to identify several areas that are best suited for automation.

Automation of Recruitment Processes

RPA can automate recruitment processes, from reviewing CVs to scheduling interviews. This allows HR teams to focus on more strategic aspects of recruitment, such as job interviews and building relationships with candidates.

  • View CV: RPA can be programmed to scan and analyze CVs for specific keywords, skills or experience. Thanks to this, recruiters receive an already filtered pool of candidates who best fit the specific requirements of the position. Automating this process saves you time that would otherwise be spent manually reviewing hundreds of applications.

  • Scheduling interviews and communicating with candidates: RPA can automatically manage calendars, arranging job interviews with selected candidates. Thanks to the ability to generate personalized messages, RPA informs candidates about the status of their applications, which will not only make the process more friendly and transparent, but also have a positive impact on the company's image. In addition, automated systems can quickly answer candidates' frequently asked questions, providing them with ongoing support and information, which increases their satisfaction with the recruitment process.

The main advantage of using automation in recruitment is primarily focusing on the strategic aspects of recruitment, such as conducting in-depth job interviews that allow you to better assess candidates' competences, their fit with the company culture and their potential contribution to the development of the organization. Most importantly, automation also allows you to build relationships with candidates, which is crucial for creating a strong employer image and increases the chances of attracting the best talents.

Employee data management

Without a doubt, robotization allows for faster and more accurate processing employee data

Managing employee data using automation includes many specific processes that can be optimized. Here are some of them:

Automatic employee data entry

When a new employee joins an organization, data such as personal information, qualifications, work experience, etc. can be automatically entered into HR systems. This eliminates the need to manually enter data, which is time-consuming and error-prone.

Leave and absence management

Automation can track and manage vacation requests, absences and sick leave, integrating this data with work schedules and payroll, making it easier to plan and manage resources.

Compensation Processes

Automating payroll processing can include calculating wages, accounting for overtime, bonuses, deductions, and ensuring compliance with tax and insurance regulations.

Employee Benefits Management

Automatic management of benefits such as health insurance, retirement plans and bonus programs ensures that employees are up-to-date on their benefits and can easily make changes.

Data reporting and analysis

Automation allows you to generate advanced reports on various aspects of human resources management, from performance analyzes to pay structure reviews. Access to such data helps in making informed strategic decisions.

Training and development management

Tracking training history, planning future training and managing employee career development can be effectively managed by automated systems.

Regulatory Compliance 

Systems can automatically monitor and ensure compliance with local and international employee data regulations, such as data protection and labor regulations.


Finally, we will discuss one more aspect that may be crucial in the decision to use automation in your company..

In addition to direct benefits in managing recruitment processes and employee data, one of the key aspects in which RPA contributes to HR transformation, is increasing overall operational efficiency and reducing costs.

We already know that automation allows for: reducing working time, reducing operating costs, improving the quality of processes, faster implementation of strategic goals. All these aspects closely influence the relatively quick return on investment. The implementation of robots in the form of RPA in business processes, including human resources management, is relatively inexpensive, especially compared to the costs of implementing full-scale IT systems.

According to a McKinsey report, automation can bring from 30% to 200% return on investment within the first year of implementation< span style="color: #6f6f6f;">. Similarly, a Deloitte report indicates that organizations using RPA can expect operational cost reductions of 20-30%. Such statistics highlight the financial and operational benefits of implementing RPA in human resources management.

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