Automate your sales proposals for human resources

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all right thank you to uh everyone who is uh able to join us here today let's uh let's go ahead and get get started so welcome to hr automation with e-capital advisors um we are going to first i should probably start my uh video here like dokon just did so awesome uh thank you to uh to everyone who who is able to join us so let's go ahead and get started uh we'll we'll introduce uh dokkan first and uh and then get to the the agenda here today so dokkan hello everyone my name is dokkan i'm an rpa consultant at e-capital advisors um in my day-to-day job i work with implementing automation solutions using rpa technologies and i'm just very excited to talk about technology and talk about what is possible and in this dynamic uh changing times and i'm just looking forward to sharing uh what we can do with you awesome yeah thanks so much doecon and uh i'll be uh today's session john kerth with ecapital uh i lead our automation sales efforts here so what that really means is partnering very closely with uh dokon and michael another one of our automation leaders as well as the broader e-capital team to ensure that your objectives are are achieved as our clients so um just really excited for for today's session a few housekeeping items and and what we'll be uh covering is we will be monitoring uh the the chat feature so if you do have questions uh throughout today's session please by uh by all means uh feel free to put those into the the chat or q a and uh we'll we'll definitely get those uh addressed here as well uh from an agenda perspective we're gonna keep things uh light and and fun and first uh cover you know why should organizations and specifically hr professionals and leaders as uh all of you are be thinking about automation um partnering more closely with the business and and being more strategic then you know what it is and what are some of those initial use cases not only within hr but again to that strategic business partnering perspective really where we see human resources going in in the future so should be a a great session in indeed one of the questions that we always love to start conversations and discussions with is is the one you see here of if there was a way that we could remove the least favorite uh part of your day the least favorite hour and that could be your your own day your team's day or even working with the other functional business units and areas removing the employees least favorite part of their day and replace it with what you love doing would you jump at that opportunity and everyone that we ask this question to says yes absolutely if i could avoid doing um whatever i hate and could do the thing that i love i would absolutely do that and i think as employees and and professionals just across the board i think we're seeing organizations and employees themselves really asking themselves this question and um being a part of the the great reshuffle resignation kind of whatever buzzword you you want to use around today's talent shortages and challenges and really where we see things going is that automation's going to be incorporated into all areas of of the business moving forward so what we say our philosophy is the goal of automation is to take away those least favorite uh parts of our day uh the mundane things that we hate doing and empower the employees to really be the best version of themselves really engage in the work that they're doing uh lean in and and move the organization forward so when we start to think or go a little bit deeper it's okay what are some of those things that we as professionals or that we hear our colleagues say in other functional areas that we we hate doing and there's a lot of different tasks that we all do day in day out could be managing a team working on um the strategic direction interacting with our clients regardless if they're other stakeholders internally or externally uh trying to gather data to make decisions um look at performance reviews email follow-ups with um potential candidates um and those folks that that we want to have join so there's a lot on our plates across the board so while we see automation becoming more a part of our lives especially within hr and other areas it's by all means not all encompassing that um we're going to lose our our job to you know some robot or um alexa um or siri something along those lines but automation is going to be a key ingredient moving forward and a way for human resources to be more strategic with other parts and areas of the business so going a little bit deeper we view automation as the overarching philosophy or idea and there's several different engines or solutions that organizations can incorporate one of those being robotic process automation and this is one of the main engines that we're seeing um in in today's workforce and organizations implement so what rpa is it's a software solution that integrates into our business environment and simulates those employee actions so what are some of those actions or where are some of those initial sweet spots could be looking at data entry um so you think of having to onboard a new employee and all the various forms and information uh getting system access set up um and having to email it or other areas to make sure they have the correct credentials uh then pulling uh employee files uh for you know re reports and performance reviews there's a lot of different things that rpa can be used to help streamline and automate um some of those tedious and manual tasks that we do day in day out and so what we say is is that as long as the process can be mapped it can be automated so if we know that um you have to log into workday with set credentials you always go to you know the next screen on on the hcm and download whatever information or review whatever information validate whatever data um that all can can be automated um as as well and where i human resources in particular can start to become more strategic with other areas of the business is salt helping solve for some of the talent challenges and shortages that are going on in today's environment uh i was at a cpa conference earlier this month and and one of the main themes that i heard several cfos and finance leaders saying is i need to find um you know two accountants to bring on to the team um i had two people leave or our work's grown and the other thing that i'm really concerned with is making sure that my controller and senior accounting managers my two best employees that they always stay happy they feel empowered they want to keep coming to work every day without getting burnt out and where i think human resources can really play a huge role with automation is working with those business leaders to say hey you know what um absolutely agree it makes sense that we need to you know bring on a new accountant or a new sales person or whatever functional area but at the same time in the short interim let's look at the the job descriptions and responsibilities and where the current bottlenecks are where the existing teams being overworked and what can we take off of their plate automate and make their job easier and by the way there's a solution that can do that in just a few weeks um so starting to think differently and maybe even challenging those other business units to say hey you know what we don't necessarily have to spend the the overhead and hire four new people to to come in um we have an existing solution or there's a solution that is much more cost effective that could accomplish uh much of those responsibilities that are maybe a high turnover area and let's have a solution that works 24 7 365 does not catch covet or the flu or anything else that that may be going around and um let's become more intelligent and streamlined with our our internal uh processes so um but of course there's things within human resources that we can look to and automate as well um and of course these are not all necessarily encompassing but um and dokon will touch on a few of these here later as we get into you know some specific examples and walk-throughs but um where we're seeing most organizations gravitate towards or have some of these challenges is really in that recruitment and talent management so having to work fast have a streamlined and an effective uh recruitment process staying in contact with potential candidates uh to make sure that we're not having to reschedule you know interviews or going two and a half weeks without corresponding because candidates do have a variety of different offers and opportunities available to them so if we want to stand out and differentiate and capitalize on that talent before our competitors do we need to make sure that that that process is streamlined um we'll get into kind of a performance and development example here here shortly but also on the onboarding and exiting uh process as well is is another huge area so you know we've we've done a ton of work as i just mentioned making sure that the talent management recruitment process is streamlined but it really shouldn't stop those first 90 days and the first impressions to that new employee when they joined the organization um is key and paramount as well as they look to stay engaged with with us and hopefully make a career um with uh with us as an organization so let's make sure that our onboarding process is streamlined with user credentials uh laptop um that any sort of training that we need to go through the employee is doing is aware of it knows how to sign up for you know various uh benefits packages etc and then on the flip side when we do have an employee leave and resign their position you know let's make sure that we we capture everything in in the the exit interview um that we do shut off their credentials that we don't continue to to play pay employees more or less than then we should have you know based on their their resignation date um looking at job satisfaction as as well so a lot of different examples that we could dive deeper into and happy to do that in in one-off conversations but this should at least paint a really good picture on what are some of those low-hanging fruit areas that we should be thinking about or are challenged with as as an organization i had also mentioned um you know this being cross-functional so we do have some other uh examples here based on other business units and departments that we see automation play very well in um at least initially definitely want to draw your attention to the right side of the the slide around hr and talent uh we had touched on onboarding but payroll is another big one and always a fun challenge for organizations um as well as just the the data management aspect as as well um so these are just kind of four initial examples that that we would draw you two as uh good candidates to potentially start your automation journey with so we've covered quite a bit so let's kind of get into some customer use cases and and some specific use cases that hopefully will will make sense to uh to to all of you so h and i and hearth and home technologies is is a client of ours uh we've been working with them for for the past several years in a variety of different uh capacities from workforce planning you know budgeting and forecasting the business from a finance perspective but also supporting them with their their sales team and automation so really where this use case started with is hearth and home was looking for a way to better enable and empower their their sales team to sell more generate more revenue for the organization and based on all their different product lines and their clients is there was just a ton of information that the sales team needed to sift through to prepare presentations get backgrounds on you know the the customer account that they were going to be meeting with um looking at you know historically is this account up to date on their their payment terms are they notorious delinquent uh what have they purchased in in the past from us what do we know about the main contacts you know etc all that information and it was taking you know in some cases two three four hours for the sales team and sales person to prepare and gather all this this information well through automation we were actually able to automate and streamline that entire process that now there's just a click of a button within their their crm that the sales person goes up uh pulls up within their crm hearth and home technologies clicks you know run report the easy button so to say and within 15 minutes that salesperson has in their inbox a pdf report of all the information that they need to know about the client account that that they're going to meet with so all of this information is is captured but it's helped the sales team but where human resources comes into this now and where the organization is moving to is based on all this information they're actually able to make strategic decisions to benefit the business so for instance they decided and looked at shortly after implementing that hey you know what our sales team how we're set up from a regional geographic perspective doesn't make sense we actually need to shift our sales territories around in how we define our customers now we're starting to see and look at why is dokon you know the the top sales rep in the entire organization what is dokon doing differently that john michael bob sue whoever they're they're not doing um or what's the their performance differences in terms of um looking at how well they're they're doing um so all of that information is now captured and human resources is interested this and and saying okay this is great now we actually have insights to start looking at who should be promoted um how can we coach up the the rest of the sales team and it's that strategic advisement that the finance leaders i.t human resources and sales leadership are all working together on moving moving forward so a very easy use case that originally started just to help and benefit and enable the sales person to perform their job better but huge benefits across the entire organization that's improved and increased employee engagement and morale of course as well um so one kind of typical use case we see transitioning here a little bit going back to the the war on talent and i'm sure many of you are aware of this but let's just look at an easy example of of job postings um so all of a sudden we hear from let's just continue on with sales is hey we need to hire two new you know sales people for dolcon's team well with us in hr our kind of recruitment strategy is looking at um and posting the jobs to indeed linkedin our own company websites uh maybe even an external recruiter if we're working with one of those or any sort of uh trade um specialties we we should be looking for perhaps whether that's industry specific or niche focused with with recruiters whatever the the case may be so you know we have one job description but we have to post those in many different places that posting process of course is not the same across the board so all of the the clicks and information is nuanced some systems require more information others you know less um so on and so forth and then once we have all those jobs posted now how are we capturing all the resumes and applicants that that are coming across um so we need to have integrations and things set up to with all of those different avenues to whatever hdm system you know we're using and capturing as well in this case you know with workday then once all those resumes and information is within workday and captured while we have these two openings now um how do we sift through all of those those resumes find the best candidates many hcm solutions of course have uh that workflow you know built out but in other cases um if those resumes are then you know saved somewhere whether it's in the hcm or maybe the internal database six months down the road where a new role opens up and dokon you know was not selected for those two account executive roles but maybe it's a better fit for sales operations or account management whatever the role may be how do we search our existing database to find that candidate that has already expressed interest and then reach out to them and say hey dokkan you know timing didn't work out last time but we have a great new role that that's opened opened up and think of the impact that also has to the potential candidate is that if you can create that tailored message and approach through streamlined data and processes that's immediately going to set yourself you know apart so what what we're really saying here is that while you may have you know a job posting that goes several areas and then comes into the hcm solution then there's still work that then we as human resources talent acquisition recruiter we're not having to do all the manual things to dig through it's so streamlined that we can then make an impact and quickly review notes make and include that human touch element so i know we've covered quite a bit here already um and now i want to turn things over to uh dokon to actually have us look at a few real life um joe con i'll uh i'll turn it over to you and stop sharing here yeah just to echo what uh john said earlier is that about automation the possibilities are endless uh and the one of the questions that you get all the time oh can it work with this system can work with that system but um and the stuff that we showed automation can kind of interact and engage with any system out there so it is a very great tool to uh just for job posting employee onboarding or any kind of like web scraping like if you need to check canvas linkedin page or anything that sort but let's go to like a specific use case of onboarding let me go ahead and share my screen let's say you have a very tedious onboarding process right and assume that you have files that each person needs to receive whenever they're hired right let's say we have these data for different positions you have assistant forklift drafter market analyst planner all those different jobs have they have different files they need to receive whenever someone is hired uh let's say like they could be uh just from i9 to w2 forms like all that stuff like you need to send an email communicate with your manager and kind of give them like a welcoming email right and this needs to be dynamic so as you can see uh this is the main automation platform and this is just a very simple code but let's see like what it does when we actually run this so again i'm just clicking run and what's going to happen a pop-up window will come up and it's going to ask what is the new hires email address right it's just gonna say enter the email that doesn't need employees okay i'm gonna have go ahead and add my email address here and then it's gonna ask what is the manager's email address so in this case i'm gonna put john's email address and then it's gonna ask what is the role so i can i'm just going to pick forklift driver in that example and then it's just going to unzip all those files and send out an email to you so it's just going to say the ball runs successful and what it looks like is just this example and then you're going to have congratulating with the role and all the necessary files that are required and you can run this for different positions different files uh different messages for different positions as well and this way you'll be able to include the manager and us and it's a very quick solution but i just want to emphasize the the ease of use of the tool and how it can actually impact uh processes beyond hr so of course we can talk about like employee onboarding candidate search and whatnot but this tool can actually give the freedom for high turnover positions it can enable you to track your actions and follow what's happening so here in this automation tab when we create a new uh bot we can literally just make it follow your actions and create automation for your own tasks so let's say we have just a simple page that i'm going to do a search right and if i click here and i start recording it will take over my computer and track whatever actions that i'm doing so it will allow you to automate your own job and kind of get rid of those like mundane tasks uh having you uh maybe get bored with all that uh task that you don't want to do in repetition so here with the recorder it will allow me to go around and read the elements of this page as you can see and kind of track create code around it so let's say if i'm supposed to click here as you can see on the right bottom it follows and it's just going to create the generated code for it or if i need to type and search for something and let's say like hello and then if i click finish it's just gonna go ahead and create a necessary account so this is especially useful for high turnover positions that requires mundane tasks and give to empower your employees kind of get them to focus on things that are value adding to them and to your company and organizations but as i said uh opportunities are endless in this case and hr onboarding is one of the use cases that we see quite frequently and just to show it again uh how things can uh be done in a very simple code in a way that you can interact as an hr specialist and enter uh the necessary details and have employees ready from the first go and make sure that they hit the ground running hey dokkan we we did have a question come in actually when you were going through this this use case with uh this this example or is it possible through rpa to have the bot um or solution just automatically kick off in terms of a larger workflow so um the this person was saying like within our hcm system once there's a notification that uh michael is you know the the new employee starting could everything just kind of flow from from there versus having to interact um as as you did uh absolutely so in this example i don't want to go too technical but you can see a small section that says trigger sears so here in that example i just manually clicked and started automation but we can put conditions here let's say if there's an email coming in saying that like an employee is hired so the bot can monitor that email inbox on its own and kind of kick off things on its own too so let's say this is very useful for receiving applications let's say you received an application uh your inbox came and know saying that uh receive a resume the bot can kick off take the details from the email and do whatever you ask the bot to do so in that way this triggers section will allow you to fully automate bought to take over depending on the conditions maybe it's a file existing or email or any other thing that you want bot to check and say okay this is my go sign sure okay that that makes sense um is there any other i guess examples or things that you've seen do con with any of your um clients in terms of other kind of common hr use cases like i i would imagine um for organizations that maybe require you know drug testing or or a background check and that's with a you know third party if if you will that that would be a easy automation to to build out on a weekly basis or something to go to that third party site log in and send the reports to the hr director or something like like that exactly one thing that we do is like routine or report bursting so let's say uh you need to grab a data from like a exterior website or database uh then just routinely send out email to hr managers or uh department like division managers that's something that you can implement very easily and that's one of the use case that we see quite frequently but the idea is uh automation is your digital assistant so it's replicating your actions and whatever you can ask a person to do it you can pretty much replicate it so if it's pulling data checking for a condition and sending out an email that's something that uh can be automated quite easily one of the examples that you mentioned john earlier is like following up with candidates the bot can easily monitor inboxes and kind of check when was the last time that we connected with this candidate and send out a note or send you a note for you to follow so the idea is like it's a digital assistant to help you out and make sure that you're focusing on what matters and as much as you want to be involved and running the bot that is completely up to you connecting back to earlier question if you want bot to start things on its own send out email update folders great but if you want to be involved and kind of you start checking things off or you want bot to ask you questions in that like hr employee onboarding case that you need to enter the email addresses and the roles that's perfectly fine too so it is just like that digital workforce that can help you guide you and make your life easier sure and and i guess on that note doecon just with your kind of comment just now on having to um follow up with with candidates maybe you know if uh we have as an organization make the decision that we want correspondence going you know every 48 72 hours what whatever the case may be um that triggered another thought for me is and i know we've done something similar not directly maybe related to it but around like having to reschedule interviews or coordinating uh calendars for multiple different people maybe it's someone from hr the hiring manager and an executive who we all know calendars can get crazy so um it have you seen a similar use case or done something like that where rpa helps coordinate calendars and update invites all of that sort of thing as well yeah definitely uh i will be reiterating what i said earlier but let's see you're in that position you need to coordinate calendars and you need to find empty time how do you do it you go to outlook make sure that everyone's count is empty it's a lot of tedious manual work the bot will do the exact same it will replicate your own actions but it's just gonna do it on the side so you know that it will be picking the right time so essentially it is just removing that like annoying tasks that we all want to get rid of and making sure the bot does it and it is a repetitive it is structured and uh finding like empty times and like interview scheduling that's one of the use cases that we've seen especially like creating invite links and emailing those out and sending reminders too so the bot can create like calendar events and follow up with you on the timeline that you decide so essentially if if it's a task that you're currently doing manually it can be automated what we what the bot needs is just a structure and a clear decision mechanism so the bot can know if this happens i'm going to do this and scheduling interviews is a great example can because bob can take a look at the availability of every party that you want to involve and if there's no time available it can send you an email saying that i couldn't find an available time then maybe you need to reach out everyone to coordinate so our goal is to do the chore like 80 90 the tour and leave you the 10 20 exception handling where you need to go and take actions uh on your own got it all that that's awesome um thank you again to everyone submitting those uh those questions here so let's uh let let's keep uh keep moving so um i should have just shared my screen again docons that look good no user error there so um you know as we were we're talking about here and some of the examples that that we looked at is we we always like to show this this matrix and focus in on the upper left quadrant there of identifying that the best zone to start with again usually that's processes that are low complexity meaning that you know it's one or two systems that maybe we're interacting with we're having to do the process multiple times a a day it's either very error prone or often causes delays that's the best place to start with and for automation um then as you grow and mature we start to want to enable the the end users so that would be like a recruiter or talent acquisition uh person just to kind of stick in that area of the job posting is um if we can enable and train them to execute on on quick wins and continue to make uh their life more efficient effective as the organization evolves that that's absolutely terrific and perfect for for automations then we leave our it counterparts or hr system admins if you will those advanced users to help troubleshoot maybe be the the first line or two of uh of support and build out maybe those more complex uh use cases as the organization matures and we always want to make sure that that we stay away from that that no go zone as as well where either there's not enough value or the process is too complex that it just doesn't doesn't make sense think of it you know to use the cliche the the juice isn't worth the squeeze in that case based on what the the scenario so um that's how we always evaluate and advise our our clients the the absolute worst thing that we've seen organizations uh do on their their automation journey is starting with a process that's either too complex and or um too [Music] not enough roi to start that it's worth it and that just creates a bad uh feeling and vibe internally um as the organization you know matures and and then automation is is really kind of written off and you have quite a hurdle to overcome there so we'll we always want to try to identify that that best zone um as as best as we can but also realize that things are are a journey and so in the first zero to three months or a few weeks we want to be executing on those those quick wins um maybe that's you know looking at when we do a job posting as we looked at or having to aggregate data or collaborating with our finance counterparts on workforce planning for the organization in the upcoming year executing on those quick wins showing the benefit and regaining uh the the roi on on the investment which is by no means um steep or even necessarily near a full-time employee and what that would cost is let's show those those wins and success early then let's look to stand up a larger broader governance sort of model or seeing human resources become that strategic advisor to other areas of the business finance sales operations etc and and then longer term you know looking at how does that really expand across the entire organization and what sort of i.t support and buy-in uh do do we really need so um it's not something that you know you have to eat the whale in one day or build rome overnight it is a journey and evolution uh that that we see the most uh successful organizations uh go on and it's very iterative and agile as uh as well just to add on john's note uh from that equipment stage from the first three months we generally see automation kind of expanding between different departments what stars in hr generally expands to finance and accounting from there it goes to operations so it's generally uh like enterprise level acceptance once we can show that quick wins and nick see how it can make people's life easier but besides just like finding roi and saving time it really improves employee morale as well um giving the tool to their business users and say yes you don't need to go through excel and just to check a data and manually fix things we have a bot for this it really enhances the overall performance and excitement towards uh working at your company as well so what starts as a quick solution generally expense to be a journey and lifting your organization holistically giving that enablement empowerment to everyone that is partaking in that effort oh great great point dokkan so um we'll hang out for for a few more more minutes here but we we hope you all have enjoyed the discussion and you're able to join us again we do have uh several upcoming uh events as well so actually going back to uh the hearth and home hni example they're also looking at how do we layer in uh predictive uh modeling and uh intelligent automation uh with like business data science getting predictive uh so that's actually an upcoming event that we have on on that topic a couple of user groups in uh in chicago and in the minneapolis area in uh in july as as well um but if you're happy or interested in reaching out want to discuss further we're of course happy to chat my information is listed on on the screen and of course you can find us through ecapitaladvisors.com as uh as well and just reach out through the the website so i definitely appreciate everyone's time we will stick on for a couple more minutes if if there are any questions but thank you uh to to everyone who joined us today