How HR Process Automation Helps Companies to Scale

Challenges for HR When Scaling a Company

Business scaling frequently brings about "growing pains," which are particularly noticeable in HR: outdated processes hinder coping with increased workloads, restructuring becomes necessary, and workforce management becomes progressively more challenging. Without the right approach, a company won't develop, and HR process automation can be the solution. Below, we detail the challenges HR departments face during company growth.

Organizational Restructuring

An organization's structure inevitably changes as it grows and develops. Companies evolve from the simple linear structure of a startup to the complex matrix and hierarchical forms of large corporations. When scaling, the HR department may conduct restructuring and organizational modeling; in forward-thinking companies, these responsibilities often become a significant HR focus.

As the workforce grows, making changes to the organizational structure takes increasingly more time. For rapid restructuring, it's crucial for the HR department to have convenient and flexible tools for visualizing and modeling the organizational structure — while a startup might manage this in Excel, it's practically impossible at the corporate level.

Organizational modeling is a key tool during restructuring. Throughout each growth phase, HR plays a vital role in modeling and implementing the new organizational structure. HR not only executes restructuring decisions but also actively participates in their adoption.

The Need for Hyperautomation and Unifying Disparate Systems

Hyperautomation means automating all HR processes under one central system that collects and holds all available employee and HR activity data. This approach is trending among large organizations and those gearing up to scale.

A major hurdle in scaling is dealing with disparate HR tools and fragmented data. Seasoned companies can operate over 10 HR activity streams, each with its own toolkit, making it tough to consolidate data and assess the overall effectiveness of the HR function. For example, to connect the dots between recruitment success and how well new hires integrate, HR teams must often manually extract data from various places, which wastes time and leads to less accurate analytics.

Companies increasingly recognize the need to transition to a unified HR system but face significant challenges. Most organizations operate their HR functions with a fragmented array of tools — a "zoo of systems" — which complicates the unification of data and workflows. Conversely, those that have already invested in comprehensive HR platforms often find them rigid and ill-suited to their distinct operational needs. Ultimately, what companies in both situations seek is a versatile, adaptable solution that can centralize all HR activities on one platform and seamlessly respond to new requirements as they arise.

It's often observed that off-the-shelf products, while automating most HR processes, are typically difficult to customize for a specific company's unique needs. Adapting a "boxed" solution to an organization's unique business processes can be painful, expensive, and time-consuming.

Human Resource Management During Growth

Company scaling often requires mass hiring of frontline staff — a complex task that demands quickly attracting a large number of new workers. The key is not only to find the right specialists but also to ensure their smooth integration.

The onboarding process itself is of critical importance. It's a complex, cross-departmental effort. Whereas in a smaller company, an HR specialist could personally oversee each new hire's settling-in period, such a hands-on method becomes inefficient as the business scales. Automated onboarding systems, by contrast, independently generate and delegate tasks for new hire processing and integration to designated individuals. This ensures a systematic and proficient assimilation of new team members, minimizing excessive strain on the HR department.

Imbalance Between Tactical and Strategic Management

Lacking automation, HR specialists find most of their time consumed by tactical problem-solving and manual, repetitive tasks, such as completing personnel paperwork, compiling reports in Excel, managing paper-based leave and business trip requests, and the constant back-and-forth of calls and emails for recruitment. In such circumstances, there might not be enough capacity for strategic HR planning and function development because the HR Director is bogged down in day-to-day tasks.

As a company scales, its processes demand automation for swift adaptation to new realities. Modifying non-automated processes is challenging; every change consumes considerable HR time and resources, leading to the HR department struggling to adequately support the evolving needs of the business.

Lack of HR Function Transparency

When a company scales, the HR function risks becoming a "black box" for senior management. Top management needs to see how HR processes align with the company's overall strategy. However, without adequate transparency, it becomes challenging to discern the specific tasks HR teams undertake, their actual workload, and their tangible contributions to the business. For the HR department to effectively support the organization's strategic goals, its operations must be clear and measurable.

From the average employee's viewpoint, company growth often translates to a wider array of HR services. To help employees know what they can approach HR for, a unified contact point for all HR-related inquiries is crucial. This approach ensures the entire suite of HR services is evident and readily available to staff, irrespective of the company's scale.

What is HR Process Automation?

HR process automation is the implementation of technologies to optimize and simplify the HR department's work across all aspects of personnel management: from hiring to employee offboarding.

Technologies become particularly sought-after when a company starts to grow, as business scaling creates new challenges for the HR department that are difficult to manage without up-to-date solutions.

How HR Process Automation Contributes to Company Growth

Automation doesn't just make the HR department's job easier — it becomes a key driver for the entire company's growth. Implementing modern HRM systems helps overcome "growing pains" and opens new opportunities for business development.

The company shifts from tactical to strategic management

Successful automation of routine tasks frees HR Directors from task management, allowing them to concentrate on strategic planning and advancing the HR function. Such a strategic mindset provides the opportunity to manage the entire employee lifecycle, not just individual segments. This means, for example, understanding how effective training impacts job outcomes and career advancement, thus highlighting areas to strengthen in Learning and Development (L&D) activities. If a company fails to reduce the administrative burden on the HR department and free up resources for strategic management, it will struggle to achieve HR function development.

Data quantity and quality increase, leading to more informed management decisions

By keeping all data in one place, updating it instantly, and making it available to the right people, information stays consistent. This helps the company sidestep mistakes caused by human oversight and builds a solid ground for analysis and making decisions.

Automation delivers current, complete details on every HR process directly to management. It automates report creation and the tracking of all HR key performance indicators (KPIs), making it possible to measure how well processes are working.

Process maturity increases

Unifying all HR procedures within a single system helps to reduce the cost and curtail the duration of business process execution. Replacing a chaotic mix of standalone solutions, the company implements a unified digital framework. This framework supports the establishment of well-orchestrated processes across all areas of HR activity.

Employee engagement increases

A single HR contact point and a detailed services guide make it easy for employees to understand what HR offers and how to get help, which naturally improves how everyone communicates. Beyond that, automating repetitive tasks lets HR become more human-focused. Specialists can then invest their energy in developing employees, building stronger team engagement, and ensuring people are happier at work, moving away from purely administrative functions.

How to Choose an HR Process Automation System: Criteria Overview

When choosing an HR system, companies need to consider several important factors that will help implement and use a suitable solution long-term.

Criteria for selecting a solution:

• A unified system for all HR processes, in line with the hyperautomation trend;
• Deep customization capabilities to fit company specifics;
• Availability of low-code/no-code tools for rapid process adaptation;
• Solution scalability to support business growth;
• Easy setup of integrations with other corporate systems to ensure a unified information environment within the company.

Functional Capabilities of a Modern Automation Platform

A modern HR platform, such as SimpleOne HRMS, enables organizations to manage all interconnected HR processes. This includes shaping the company structure, recruiting and onboarding new staff, assessing performance and planning for their development, and building a talent pool.

Modern HR platforms, following the hyperautomation trend, help gather disparate data into one system and utilize it. Key HR metrics can be monitored, and this data can then be used to generate reports, dashboards, and charts in various formats. The system should assist in making decisions based on current data.

Off-the-shelf solutions often don't account for the unique characteristics of companies. HR processes, while having a common denominator, vary significantly in detail from one company to another. A "boxed" solution doesn't consider these nuances, forcing organizations either to adapt their processes to it or pay substantial sums for customization and wait years for updates. This underscores the need for HR systems to be highly configurable, which is often achieved through the use of low-code tools.