Empower Your HR Team with Sales Automation Solutions for HR

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uh we record usually these webinars in order to make sure that we keep them on our website on our YouTube channels to ensure that you can have access to them later on and you can also share them with people who can benefit from them so this is ravia everyone I'm a senior consultant in human resources and leadership development with murder training and Consulting and it's a great pleasure to be with you today I'm gonna share a little bit of my background uh in a minute but first and foremost just allow me to share a little bit of the information about our company more training and Consulting uh definitely uh from the names I can see that some of you have given us the honor of serving them uh previously and you might be familiar with the history of the company however for those of you whom we are meeting for the first time uh I'd like to share with you some of the important Milestone that smart training and Consultants have been through since 1958 so if you do the math weekly this year we're celebrating our 61st 65th anniversary which uh honestly uh a celebration that we are preparing with a lot of enthusiasm and a lot of Joy we've been in relationship with some clients for the past 65 years and that's a great honor to be honest so Merck as the name says is the company that offers training and Consulting solutions for uh companies and public sector and private sector and for government authorities in GCT the middle east Europe Asia southeast Asia and Africa and the solution could be public courses could be in-house courses Consulting and coaching Services as well the name work comes from the five values that we really try to live by on daily basis whenever we are interacting with our clients or whatever we are interacting with each other as an internal team so and the values are Mastery excellent Innovation reliability and client centricity and when it comes to those webinars I guess they really come from uh two values one is innovation because they are always around new topics that are of interest for the learning community and at the same time it comes from client centricity which fulfills our aim to share learning to encourage everyone to learn continuously and to provide this kind of content for everyone who need it uh without any burden without any any additional charging so uh the company now offers courses in around 30 categories whether it is human resources and training like uh in this webinar that you are attending or stay in the marketing and Finance and Accounting project management and so on and throughout the years we've been so lucky to be entrusted by International bodies who join hands with us to certify our courses to give further credits and added value to the uh participants who are attending this courses completing their certifications and some of these associations are sure and hrci in terms of Human Resources some inequalities some universities for leadership and so on I wouldn't like to spend much more time uh especially of your precious time to introduce the company but definitely if you would like to know more about it we are present on social media and you can know about us more and all the details on on our website .work.com so uh that's a little bit about the the company about myself as I said before my name is Rabia I started this Learning Adventure in 2001 as a trainer and then I fell in love with this industry since then it has been uh 23 beautiful years right now throughout this I uh I was very lucky to complete a bachelor and a master's degree in education another one and human resources and training and I recently also received my cipd level 7 certificate so as you can see um I'm a learning edit I always look forward to learn new things in order to share it with people who find it interesting and in terms of career I taught in some universities I worked I worked as a leadership as a talent development manager and as a group l d manager and with the leadership team leading HR transformation and companies around GCT and the Middle East in work I offer technical it's our training leadership training and HR consultancy as well as part of my area of expertise and I believe that that's it regarding the introduction I don't want to waste more of your time around that so the topic today definitely is the topic that has been gained a lot of momentum uh drawing a lot of attention for a while right now but especially during the pandemic it became a a must in a several business scenarios so automating HR processes is a very interesting area because it's oxfords a lot of challenges it incorporates a lot of innovation and in the same time it offers a lot of learning and a lot of benefits for everyone in the organization so let's start by defining HR automation right so it's uh not really different from any other automation process and uh when we say automating HR processities what we mean is we utilize software in order to transform all the repetitive and time-consuming tasks that we do as HR people whether it is a record keeping whether it is a payroll whether it is uh services like certificates like uh on boarding stuff like that and time keeping attendance reporting these are very uh important tasks however they are time consuming and they take a lot of our time while what we really want to do is to move from this the this this kind of task that look like into the tedious kind of things towards something that is more strategic but again as any other HR UD uh release or new introduced topic we always find that there is different opinions about the people take different stand around it some people would be afraid that this automation with uh not stand it's not possible with people it might put some people outside of their job it might impact the labor market however that's a very uh controversial topic as any other HR for prevention topic as you might uh definitely know right so we're gonna tackle this topic today as an introduction definitely we only have around 45 minutes altogether but if you feel like you are more interested later on to know more about it I'll drop down by the end my email and my phone number and we can definitely stay in touch if you have in mind to automate some of these processes so during this webinar I would like to invite you to aesthetic the current situation that your organization your Market your country is going through and then take an informed decision or at least initiate a discussion around this decision on whether it's about time to start automating HR prosity I'm pretty sure that some of you have done some work around that maybe some of you right now have reached very mature levels when it comes to automating those processes uh and some others uh maybe they felt that it's not the right time as I would always like to uh tell participants and people in the HR profession like human resources practices are never about what other people are doing it's all about what suits Us best so what might be beneficial and what might be suitable for one organization might not be suitable for another although they are neighboring companies maybe they are based in the same building not only in the same place so HR is not about uh you know having fun with what's new but it's about functionality and whether this is going to bring added value or not so something uh like General situational analysis about people and Technology nowadays a lot of concerns come around okay we're gonna automate these processes uh are we ready is the labor market ready is everyone in the organization ready to adopt this kind of technology or are we going to uh just purchase it spend so much time customizing it and then no one will utilize it I'm pretty sure you've heard about companies who purchased for example licenses to pre-recorded online training and then when they Then followed up upon how much time people are spending on these platforms how much learning they are consuming they were a little bit disappointed because the investment was large yet uh the utilization was not opted so I would like to highlight a couple of things that are very important when it comes to the situational energy and our people and Technology nowadays and as you can see technology is uh no longer restricted for younger Generations I know my mother is in her late 80s and now she uses a smartphone fairly easily right so we cannot stay nowadays especially after the pandemic that the older generation the organization is not going to be adopting this new technology right and uh some of our grandparents maybe now are on social media they are on Facebook they are on Snapchat and Tick Tock so that's the first invitation to uh rethink on whether the a little bit old employees is ready or not because they are definitely ready so allow me to share with you some statistics around uh how the workforce is uh expressing their opinion around technology and that was the research done by work front in 2020 and look at the numbers 88 of workers say that technology is an important part of employee experience right and when you say 88 that means all ages 91 of them they say that they crave modern technological solutions 84 percent of workers say that businesses today are really busying on opportunities if they don't move more into modern solutions and finally 94 of employees really would like that anything they want to search for in the organization would be as easy as looking at the or looking for it on Google so having this fall in front of us it's a straightforward invitation that we must try if that we didn't start yet we must try to venture into some kind of technological adoption to ensure that we are satisfying the workforce and we are providing our employees with a the next level customer experience that they are looking for so another aspect which is a well it's it's true it's a little bit sad but it's true so HR people nowadays Aspire that they spend 80 percent of their time on Modern HR practices they would like to spend more time strategizing and aligning all the human capital initiatives towards the company's strategy they would like to spend time on talent management or succession planning they would like to spend more time on uh data analysis on strategic sourcing right but unfortunately the reality is it's the 80 20 rule again looking down the lock sheets the time time sheets you will find that many human resources professionals right now although they would really love to work more on Modern HR practices they spend 80 percent of their time on Administration on paperwork on collecting data on uh gathering this data to generate dashboard or making sure that this data is Consolidated it's in one place it's safe it's governed very well and that takes a lot of time it's very important but if it can be automated then it might create a major difference so having said that how about we stop for a minute and think about all the advantages and disadvantages of HR Automation and by doing that I'd like to invite you to really consider which ones relate more to your current situation in the organization right so as I said HR difference from one place to another it's a tailor-made suit that you design for your company that would only be suitable for you for your current organization so that's why we would need to ponder around the pros and cons in order to really assess and take a decision whether it is the right time and what to automate as well because there's there are some maturity levels around Automation and there are stages that we need to go through we cannot jump uh to the end of the ladder in one giant step because that means that we would be jeopardizing the infestation so definitely automating HR like any other process that you can automate comes with a lot of benefits the first and the obvious one is to ensure that we reduce the time that all the employees are spending on uh HR porosity whether it is uh building individual development plans for their subordinates or is it writing the employee objectives for performance appraisal or maybe um finalizing their training needs or updating the employee records or filling up templates in order to apply for an unpaid leave or for a personal loan or for a salary certificate so all of that is time freed for everybody in the organization so just imagine if you're working on in an organization with a thousand employees and everybody would uh spend an hour a month on such uh Services then that's a thousand hours a month that's 12 000 hours a year of productivity time so if you do the math very quickly maybe you will come up with uh around I don't know maybe 1500 days of waste right uh uh on paperwork when it comes to that that we can save for the organization definitely uh automation improves the security of the data and it's most kinds of governance in other words you will observe more compliance to HR policy whenever you automate those processes because now it is mandated by the system approvals are mandated by the system workflows are mandated by the system then definitely that would create more accountability because whenever you have this automated this process automated then I can know where is the approval hanging and where are the button lengths on top of that it will definitely create more uh like rays in each other's efficiency it will reduce error and uh a lot of redundant work that eliminates paperwork and it also allows real-time tracking it allows monitoring and Reporting at the button and that's also very important because we all spend a lot of time on collecting this data extracting this data into Excel file or maybe if you have a more advanced Erp again you need to build those dashboards you need to ensure that they are updated all the time you need to connect all these data warehouses together so it allows really more uh insights in terms of reporting it also allows more rooms for data analytics which would be to inform decision around uh around human capital whether it is all the attendance or on performance or training and development on Stick leads on the uh gender distribution diversity and inclusion in the workplace and all that and finally when you automate you ensure some kind of consistency if you have several branches or your company operates in several regions in several vocations then this ensures that there is equity because the processities are observed in the same fashion among all employees so that there wouldn't be any kind of grievance when it comes to this end or definitely these are the uh straightforward benefits there are some more benefits that could be more customized for your own organization and I invite you also to have a look at it at this one more time and think if you are suffering from any challenges that I mentioned right now maybe it's the right time to start thinking about uh automating these processes however as I said it always comes for uh with some uh challenges it's not always uh straightforward automating any service any manufacturing client any production any Logistics operation comes with some challenges we really understand we really need to ensure that we are aware of before we dive and get involved into a very uh be badly project there I stay which is the HR automation now definitely when I speak to HR professionals about its own automation we're talking about the design part we're talking about the change management part and we're talking about the buy-in internally and the scaling of the utilization of the services but definitely we will be partnering with I.T experts who will be partnering with a technology providers that have development Solutions around the most important and the most easily automated HR services it's rarely a plug-and-play thing so it's gonna be really that you bring in a company that sells uh HR Solutions especially digital XR pollution and can then just log in and here you go there is always a lot of challenges around that and this is where we come in as a facilitator as enabler of digital transformation within the HR area in our organization right so some of the challenges that we will face when we automate HR processes is uh this kind of substantial upfront investment that the company needs to improve and for that we really need to have a very solid business case that allows us to go there with the top management present our business case and show this decision making unit that we are really going to reap the benefits of such an investment although it seems very sizable in the beginning another challenge which is always uh or not always maybe most of the time offer to organization is system integration and it depends on the provider that you work with but definitely you will have now all the softwares speak to each other somehow but you will need to spend some time on ensuring that the infrastructure of data that you currently have because you definitely have some data right and the bare minimum you have it on uh some Excel sheets right so on some extent file or on a on a certain uh basic Erp uh HR HR classroom right so you will need to ensure that all this uh all these systems are integrated with each other and they speak with each other somehow sometimes you will require to migrate the deal okay and for that it means that you need to ensure that the data migrated properly okay again this is the technical aspect is not yours as HR professional but testing whether the migration happened correctly or not is better done under your supervision so you need to make sure that whenever the data is migrated right my grade my job level migrated uh properly my age migrated properly my education uh level migrated properly properly that's only more and on the people and you would also face uh some challenges in terms of people resistance that's very normal people don't like you by Design okay you'd like to always uh stay on what we know best stay on using what we got used to although we know that it's not always the optimal ways of a way of doing things and also it means that you will go around and you will train a lot of employees all these new systems internally so you would go from one business unit to another definitely depending on the um the size of your organization and how scattered it is or how many branches do you have in your organization and how many locations you operate in but definitely you need to train employees to utilize those systems and to get all the benefits are available now in some cases unless you are developing this software from scratch in Germany and you have the capacity to do that using such automation means that there is some kind of dependency on Supply so you would really need to review the contracts and the terms and conditions is a surface level agreements that you have with those suppliers to ensure that it's not only about the implementation of the process it's also about the optimization and the continuous Improvement of the services that you have and you are also in currently and always remember that it's not only a one-time investment every HR every automation process comes with an ongoing investment especially when another third party is involved even if you are doing it internally you would also you would always uh need to you know rent a certain space on the cloud to pay monthly fees per user for how much data you store there how much documents you have and whether you want to have it in several locations for security reasons and uh and that and having mentioned that it's also worthwhile to consider whether the provider complies with your local data governance policy because sometimes the government will not allow you to store employee data on servers outside the country and that's also something that you need to consider mainly in the beginning of HR automation projects you will not have full clarity around the requirements and when uh you start thinking about that you are really invited to be very proactive when it comes to clearly describing what you want in order to come out with a very clear document all right that describes everything you want in the system every button every procedure every level of users and every kind of override that you might meet along the way um to wrap up with the challenges offered by automating HR I believe that the most important challenge here is whether we have the right HR team to do that okay so do we have the right competencies to undergo such a process and as you will see uh right away what we are talking about are not technical I.T competencies right but they are more into uh behavioral competencies and some awareness of technical competencies that will allow us to facilitate and enable automation around HR remember you're not implementing it yourself it's something on the more on the uh like programming and I.T but most importantly for us are the following competency so I would like to invite you again to have a quick assessment about the HR team that is working in your organization and whether they score when on these competencies that you see right now so the first competency that allow uh that allows HR employees to automate processes successfully is technological skills and by here we only mean understanding of the Technologies used in automating HR right we're not talking that you want to become a software engineered or a data engineer but you need to be familiar with the terms right and I really invite you to spend time with your suppliers learning from them right so even if you're not considering right now purchasing an HR automation solution and a supplier invites you for anything to display or to present what they have please make room for this because that's a learning opportunity another competency is process design so you will need to ensure that you come up you draw a very clear process that is efficient and is effective and it makes your users uh have a uh an enjoyable experience instead of finding it difficult to navigate around the uh the application that you created and this means how much they need to input in terms of data how much of this data can be fetched right away and displayed on the system it also means that the user interface is friendly they can use it on their mobile they can use it on the tablet and also the process doesn't have a lot of bottlenecks along the way uh definitely you would also uh you would also require change management competency and I believe that this is self-explanatory because so many stakeholders will not uh will not appreciate the kind of effort that you do although after a while of using them they were definitely appreciate what you have created but credit comes a little bit late when it comes to automation so please be patient around that you will need high level of project management competency because you will need to have a master plan for this project you will need to communicate with several stakeholders right in order to ensure that all of these are orchestrated together are delivering as a plan they are committing to deadlines and you need to be able to monitor all this progress report this progress to top management to ensure that you always secure this kind of buy-in and you don't find unfortunately your project to be shut down all of a sudden uh another competency which is also which would also be very beneficial is data analysis where you would be able to benefit from the amount of data that you can extract at every single stop in the process because when the process is automated you can collect a lot of data right you can collect a lot of information that will be able to inform people decisions in the organization so it would be honestly a waste if you don't capitalize on the data that you can collect from the uh from the platform itself you would also need uh a lot of collaboration which goes hand in hand with with project management you will need strategic thinking to be able to align all these processities with the strategy of the organization and also you will need the competency of continuous Improvement which drives you all the time to make things better to make things easier to make things uh more beautiful and more user-friendly in order to really get a very uh positive feedback from the users from the employees and they would come by the end of the day and when you deliver this project successfully and shake hands you know they say you know what that's really a uh like a very nice piece of work and congratulations so that like in a nutshell what would be the main competencies that we'd like to assist ourselves as HR professionals when it comes to uh diving into an HR automation project so one has to ensure that we have those at least the team all together is fairly confident around the majority of these uh of this company so having said that allow me to uh also invite you to have a look on how organization mature in terms of HR automation and that would be a a very nice opportunity as well to access or allocate where you are as an organized or where your organization is right now when it comes to maturity around the um the HR Proclamation and these are five levels uh that I'm gonna share with you you can see the person here the next two are on the next slide and they come from a very lovely book called people operations that I would also invite you to read if you have some time so the 11 one which is the lowest in terms of uh automation maturity is uh what is called a chaotic level where uh you deal with HR issues as they happen right and in terms of Technology you are still on the uh manual paper process uh paper-based processes you don't have a lot of resources and your tools and knowledge is limited around technology also the availability of data and the mobility of data as well is not really optimal okay and definitely that comes with a lot of lists that comes with compliance stress it comes with exposure to all the deficiency and it also uh like makes it very difficult for the business to scale up because that means that you will need to hire more and more people in the organization now the second level is what people at the Active level you know where uh you are mainly focused on uh time sheets and payroll and the technology that you use is most of the time spreadsheets that are uh that consists of the basic records of employees so names the passport number gender and their salaries Etc you do this kind of uh salary deduction and salary transfers and all of these calculation by hand and that definitely comes with a lot of adults right I've seen companies that kept on transferring salaries to their employees after they designed for several months I've seen people who suffered to receive their salaries accurately their overtime their stick needs and all of that they required a lot of the third level of automation maturity is when you are somehow in a good place but yet you are limited in terms of how much you can scale this uh this uh this processes the core HR at this level is automated as a matter of fact so anything related to uh workflow to benefit to employee records to our organizational chart is all there it's all Dynamic and you can reflect it in real time and you can have some fair amount of uh reporting around that however if uh the technology is only focused around that then we are missing a lot of focus around uh Peep and productivity and organizational culture which is again some very important and very vital HR practices that we can only do whenever we automate the repetitive time-consuming tasks that come with automation level four is around uh is strategic level more it's called the scaling level where now you have a single digital platform to manage all the HR the benefits the People needs the self-services the reporting and you are now more on the proactive side of the compliance you are observing your policies uh bridges are very minimal it's not none and definitely here you would enjoy a lot of course saving you will offer a lot of employee satisfaction and in the same time you are ready to scale all these Services whenever the organization grows if you are growing from 500 to 2000 you have the right infrastructure you have the solutions and you can do it very easily and the final level of maturity is a Mastery level where you are now The Benchmark whenever it comes to each automation versus industry peers this uh digital platform that you manage all the HR Services through is very mobile is a very friendly it allows you even for predictive uh modeling it allows you to get insights on what will happen who is going to resign who is going to perform and compare competencies together and we even re-evaluate your culture your uh your company decisions regarding uh regarding people and even your recruitment businesses so all of this definitely uh shows us that HR automation is a long road but it's definitely a very enjoyable one for those who enjoy a challenges or enjoy uh Innovation and like to uh offer their companies a state-of-the-art solution a legacy that they can leave behind even when they are not around so these are the five levels of uh of HR automation maturity I leave you with uh some uh HR practices that are now uh widely automated around the world and just to uh tell you how the uh process goes in the beginning there are some processes that must be automated so definitely the first step is always to have digital employee records to make sure that these factors are there your organizational chart is uh is on the system and the next step maybe you can think about automating hiring and onboarding definitely we're not uh we don't mean here automating the interviews but at least automate will be job posting automating the the rejection replies automating the uh the applicant tracking system and automating the uh the job offer the documents that people require in the onboarding stage in order to ensure that this becomes uh like really optimal and you can also later on move to automate time and pay to finally also uh automate health insurance and benefits which what which is what we call here the basic Employee Service however you can also think about all these practices that companies have been automating around the world and you can think of doing it in bits and pieces at least in the beginning right so some people have done very very very well in automating recruitment I have seen companies like Boeing for example that uh does the first interview using artificial intelligence instead of wasting the time of recruiters employee onboarding definitely can be automated off-boarding as well can be automated paid leave expenses claim payroll tax filing if you come from a country where or you have employees that they have to file for taxes from their whole country time management Time and Time Out absence absenteeism uh medical reports all that some of the employee benefits like the uh what kind of tickets you are allowed to book and what kind of hotels you are allowed to stay in ETC uh employee performance management and definitely managing the learning organization uh maybe through reporting through attendance through evaluation uh through pre and post tests and some pre-recorded courses that you might have on the platform as well so with that ladies and gentlemen I come to the end of this webinar I hope that it was uh a uh a worthwhile spending time for you I really hope that you find this information uh beneficial it gave you some insights and why not some appetite to know more about it and also to apply uh apply more of it right and uh as well uh please allow me to say that in case in case you'd like to attend one of our trainings around this topic we are offering in August and November in Dubai uh two sessions on uh which are certification in HR automation strategies mainly targeting HR professionals who would like to really optimize their automation initiative or even initiate automation initiatives in their organization so with that I come to the end of the webinar I would like to thank every one of you who left the uh a note to thanking me for that that's uh that's really nice of you it makes me really happy and I would also allow few more minutes for uh questions if you would like to write down your questions on the chat uh I would be more than happy to attempt answering them as well meanwhile what you are thinking about uh your questions allow me to share with you on the chat uh my email and also share my mobile number in case you would like to get in touch and know more about uh about this course and in the same time I would also like to invite you to visit the The Merck website because on The Merck website uh you will be able to read all about the course right you will learn about the outline the dates the location and all the details the learning objective so I'll be sharing with you on the chat as well the link to the website to the to the course itself in case you would like to have uh you know a look at it thank you so much ladies and gentlemen it has been a a great uh pleasure having you and uh hopefully that you spent a good remainder of the day thank you so much merck.com [Music]