The Digitalization of HR Processes and the Role of Chatbots

The digitalization of human resources processes has become a priority for many companies, and HR chatbots are among the most sought-after software solutions, as they can perform various functions ranging from assessing candidates’ competencies, scheduling interviews, and onboarding new employees to providing all employees with instant access to information and documents related to personnel administration. This helps relieve the HR department of repetitive and time-consuming tasks.

According to Gartner, by 2027, chatbots will become the primary communication channel for approximately a quarter of all organizations in their relationships with customers, replacing human interaction.

A decisive factor highlighting the importance of a chatbot at the company level was the pandemic. As employees worked from home, there was a pressing need for efficient and rapid communication without consuming time and resources. For many companies, the lifesaving solution was a chatbot, which, once integrated into existing systems, allowed employees to feel connected to the company culture.

 What is an HR Chatbot?

An HR chatbot is simply a communication interface specifically designed to replicate the role of HR specialists within companies.

The real value of an HR chatbot lies in its ability to automate repetitive tasks and workflows. Powered by AI, HR chatbots can instantly process numerous inquiries. This speed of response saves HR specialists a significant amount of time, thereby increasing the efficiency of the HR department, which can then focus on much more complex and impactful tasks that add value to the company.

There are, however, several types of chatbots: task-oriented chatbots and conversational chatbots. The latter are much more sophisticated and interactive, undergoing continuous learning processes. Often referred to as virtual assistants, they can learn a user’s preferences over time, offer recommendations, and even anticipate user needs or initiate conversations.

Advantages of Using a Virtual Assistant in the HR Department

Saves Time and Eliminates Tedious Tasks

Chatbots effectively automate repetitive and time-consuming tasks within the HR department, helping HR specialists save valuable time and focus on much more complex and important activities.

On the other hand, employees have instant access to information regarding their vacation days and can submit leave requests directly through the chatbot, without needing to submit them to the HR department. They can also download their payslips or various certificates.

One such chatbot that meets employees’ needs and saves them from the time wasted on drafting leave requests and requests for various certificates is MySmarty, a virtual assistant launched by Smartree using Druid technology.

Helps Increase Employee Satisfaction

The chatbot’s role in addressing employees’ needs, reducing long wait times, contributes to improved communication with employees and, consequently, to increased satisfaction.

Enhances Company Reputation

Organizations that invest in various automation applications for repetitive tasks and chatbots are viewed as innovative in the market, significantly enhancing the company’s image in front of candidates and thereby attracting new talent.

Aids in Collecting Feedback

Whether it’s about recruitment or internal communication, it is crucial for organizations to understand employees’ and candidates’ opinions on how these processes are carried out, what can be improved, or what needs to be changed. Thus, feedback collection can be facilitated through a chatbot, a method that is perceived as much more comfortable for both employees and candidates compared to filling out various forms.