Automate HR Workflows and Create Processes on Teams

Published On: July 8, 2021
By: Warren Jenkins

One of the interesting side effects over the past 15 months has been the strengthening of IT within an organization, and even more so, the relationship between IT and Human Resources. More often than not, one of the main topics of monthly meetings are, how can we automate our HR workflows and create processes that take this back and forth off of our plate!

Given IT and HR are inextricably linked to every member of an organization, after diving deeper it isn’t a surprise that this relationship has emerged stronger than ever.

While both business units have their own separate day-to-days, a strong relationship between these two departments allows organization’s to properly scale by building workflows, systems and processes that touch every employee. 

If you’re interested in no-code workflows on Microsoft Teams or Slack, get set up in minutes for free with Jetdocs.

The ‘IT Solves All’ Problem

Talk to any IT manager today and they will let you know their team and agents are swamped. They’ve had to transition, build and implement new processes across the organization and attend to this new era of work. In many cases, the initial processes they implemented were bandaid solutions to keep the organization running, which are now turning into robust workflows that will serve the organization for years to come.

HR…The Workflow Magnet

During every transitory phase, old processes get replaced by new ones and new workflows emerge that serve the organization better than yesterday. For many organizations, this pandemic will be the first time new employees join without meeting anyone face to face, or the first time you can no longer poke your head into someone’s office for a quick question. 

On a small scale, this isn’t a huge problem. Weekly meetings, quick phone calls or instant messages can help solve most problems. However, as companies grow in head count, all of a sudden there are hundreds or thousands of these messages occurring throughout an organization.

This is where some structure, dependability, and accountability come into play.

HR Workflows You Should Setup

Most HR departments have dozens of workflows and processes that need assistance from technology. Which workflows should you start with? How do we implement them? In this guide, we are going to review 12 common workflows that are easy to implement, easy to action, and able to be completed right within Microsoft Teams.

1. Payroll Set Up

Collect information for employee setup. Everyone wants to get paid :). Have new employees or their supervisors complete the workflow form that collects bank details and emergency contact information. All this information is kept strictly confidential and will be fast-tracked by a member of the HR team.  

2. New Hire Checklist

For new employees joining the organization. To be completed by the new hire or the supervisor, this request checklist ensures that the new employee is fully set up and ready to get started!

3. Candidate Qualification

The verification process for a prospective new employee. An employee background verification process can be a thorough screening of a candidate’s work history, educational background and degrees, academic certificates, legal records, and sometimes credit scores.

4. Advertise Job Opening

Expand your candidate pool for your new role. If you’ve been approved to hire for a new position, we’d be happy to help you fill your candidate pool. We post across multiple job boards, and social media and encourage employees to post across their own personal networks. 

5. Incident Report

File an incident report. It is important to take incidents seriously – please fill out this form with as much accuracy as possible. This information will be kept confidential and we will loop in the appropriate parties for resolution or documentation.

6. Feedback About Management

Constructive feedback to improve this organization. This workflow form allows you to give feedback about your supervisor or manager. Please provide constructive, specific feedback based on your experience. 

7. Employee Exit Notification

Notify HR, IT, and Ops that a team member of yours is exciting. Submit this form to notify HR that an employee is leaving the organization. We will then loop in IT and Operations to make sure the employee is properly offboarded.

8. Flexible Work Application

Request a change to your hours or location. Different reasons come up where you need a reduction in hours for a period of time or you’d like a temporary or fixed change to your work environment. Submit your request here!

9. Employee of the Month Nomination

Who has stood out or done an exceptional job? As everyone finds out, companies take their employee of the month nominations seriously :D. If someone on your team or someone else you’ve noticed in the organization has done a great job, highlight them here and they will be entered to win. Big prizes await! 

10. Compensation Change Conversation

Start your compensation conversation with HR. There are different reasons for compensation changes. As an organization, we value every worker and do our best to create a fair environment that helps us retain world-class talent.  

11. Exit Interview Signup

For employees and long-term contractors who are leaving. Exit interviews are a way to help our organization learn and grow. It is important to gather relevant, accurate information that highlights both the positives and negatives. This can be booked by the employee or their supervisor.

12. Create or Open a Position

Open a new job position within the organization. Recruitment cannot occur until formal approval to hire has been obtained. Please provide as much detail as possible as to scope of the position.

Let Jetdocs Streamline Your Processes

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Warren Jenkins

Warren Jenkins

Expert Author

Warren is a process manager here at Jetdocs where he helps businesses to identify business processes that require optimization. With a data-driven approach to analyzing processes and identifying areas for improvement, such as reducing waste, increasing efficiency, and improving quality, warren has the experience required to form efficient business processes. Warren covers the topic relating to creating, optimizing and streamlining business processes in Jetdocs blog. Connect with Warren on Linkedin