Jul 8, 2021

HR Workflow Processes on Microsoft Teams

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. 

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. 

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.

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 are able to be completed right within Microsoft Teams.

1. Payroll Set Up

Collect information for employee set up. Everyone wants to get paid :). Have new employees or their supervisor complete the workflow form that collects bank details and emergency contact information. All this information is kept strictly confidential and will be fast-tracked to 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 setup and ready to get started!

3. Candidate Qualification

Verification process for a prospective new employee. An employee background verification process can be a thorough screening of a candidate’s work history, education 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 a new position, we’d be happy to help you fill your candidate pool. We post across multiple job boards, 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 upon your experience. 

7. Employee Exit Notification

Notify HR, IT and Ops that a team member of yours is exiting. 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.

Related Content

Discover how leading edge companies are becoming more productive

Join our mailing list to receive the latest industry news and feature updates from our team.

You have Successfully Subscribed!

Share This