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Strengthen your HR team with intelligent chatbots!

Manpreet Kalsi
min read
Strengthen your HR team with intelligent chatbots!

There has been an emergence of chatbots on the customer-side of business, but have you noticed that they’ve been infiltrating internal departments as well? While chatbots are primarily used to handle customer queries, they’re transforming business functions rapidly, particularly in Human Resources. 

Since chatbots are virtual assistants, they can be used to communicate with employees via various online mediums. Employees can easily access the HR and organizational information through chatbots and this is slowly brewing into more advancements in the near future.

The ROI on HR chatbots

Chatbots are changing the way HR operates. Modern-day HR teams have a challenging job with seemingly conflicting objectives. Human resource management is not just limited to the administrative and transactional roles of only hiring, firing, and payroll management. The HR teams today are more than just that, they have transformed into becoming strategic business partners, employee experience designers, brand builders, communicators and catalysts in change management, etc.

So, many teams turned to the use of automation and AI tools to carry-out people management seamlessly. Chatbots in HR promise a great ROI. They can automate repetitive tasks in seconds in comparison to an HR team that may take hours. They can also automate HR-employee interactions across various mediums. Imagine your employee needs help with the company policy or apply for leave, they can go directly to your chatbot, type in the request and get the work done in minutes, without wasting their or your time. Though HR chatbots act as information providers, their functionalities are evolving onto complex tasks, such as filtering through recruitment applications to save time and boost productivity amongst HR teams.

HR Chatbots are transforming the traditional Service Delivery Model

HR teams have a challenging job. Most of their time is spent in carrying out routine, repetitive processes that a chatbot can carry out instead. This allows HR managers to use their time to keep employees focused, but to also focus on larger challenges like employee satisfaction and reducing employee churn. 

In addition, the chatbot can facilitate communication within employees. If an employee files a request for a document, for example, a chatbot can provide it in seconds. A manager on the other hand may take several hours. The extra time spent in looking for that document may cause tension between the employee and the manager, and so the chatbot takes that weight from the manager’s shoulders and allows for proactive engagement.

‍Chatbots, your new hiring agents!

On-boarding and filtering

Hiring has always been a time-consuming job, but there has been a significant decline in the total time invested in this whole process. Recruiters are often overburdened with candidate applications. Filtering through candidates, sorting, and shortlisting can be a very time-consuming process. With this, they also have to make calls, send emails, and schedule interviews, leading to employee burnout. But what if there was a tool that easily automates these tasks? HR bots perform all these tasks, streamline hiring for recruiters and managers.

HR chatbot your new hiring agents

As the image suggests, the quicker pace started out in 2016, coincidentally when chatbots began gaining popularity! HR Chatbots in hiring can filter candidates, qualify them, communicate with them for follow-ups, and even schedule interviews. This cuts down the time taken for HR representatives to select through a list of candidates and schedule interviews for them. A chatbot can do it within minutes and handle a large sum of candidate applicants at the same time.

Handling incoming queries from candidates

Incoming candidates have the same couple of questions and they all end up in the recruiters' mailbox, piling on. Hence, side-lining other responsibilities like finding ideal candidates. A HR Chatbot can be used to screen candidates using a series of questions and saving their responses for HR executives to examine later, as well as providing a medium to ask questions they have. Another excellent example is in the recruitment field, where chatbots are used for a conversational coding test that screens tech candidates for on-the-job coding skills. The answers can help profile a candidate before an initial conversation. So, you call only the good candidates for the interview.

Turn employee on-boarding into less of a chore

Organizations that are rapidly scaling are desperate for a solution to training new employees. For example, We've scaled to over 300 employees within three years; that’s a lot of repetitive orientations and meetings which we can automate. While the advent of Learning Management Systems (LMSs) and Massive Open Online Courses (MOOCs) are helping alleviate this, they are expensive solutions that get pricier with each new individual. HR bots can help keep the on-boarding cost low and is an easily replicable process for multiple roles from software engineers to digital marketers.

Human Resource is an important team within every organization

But they are often some of the most overworked employees with highly repetitive actions. Chatbot automation can allow them to spend more time engaging with employees. Instead of answering for the 50th time how many days off an employee can take.

Upload company and policy FAQs to the bot

Common questions should stop going to the HR department; it is a waste of time to spend time answering a question more than twice. Upload FAQs to a chatbot once and using a combination of machine learning and natural language processing (NLP), the chatbot can be trained to answer all questions 24/7 with no fatigue or wasted time.

Using Chatbot to automate routine HR processes

As mentioned earlier in this blog, chatbots automate routine processes, be it for HR or any other sector of the industry. They save an HR’s time and can substantially automate recruiting activities such as screening candidates, scheduling interviews, and managing the recruiting life cycle for candidates and hiring managers. Employee onboarding and orientation is another area that's ripe for automation. New employees account for a high number of queries to the HR team that you can easily automate. You can also automate regular processes such as attendance tracking, goal tracking, performance review, employee surveys, and tracking paid leave balances.


Easily accessible and available at all hours

HR bots help human resources become more accessible to employees. HR teams can now provide instant responses to common queries with almost no chance for errors. Employees can reach out to the chatbots directly for FAQs on common policies, paid leave balance, company insurance policy, etc. Certain complex queries can be taken care of by the human representatives and chatbots can assign them to the employee automatically to take over the chat. Having access to the best HR chatbots can empower the HR teams, allowing them to only intervene and respond in sensitive conditions.

This is particularly helpful throughout phases of change-management when businesses roll out major changes in the organization or strategy. These changes result in an outsized range of worker queries during a very short time that the HR has got to address quickly to stop problems from festering.

The magnified accessibility to HR is especially valuable to the staff in remote locations, far from headquarters, since they're bereft of the power to own passageway conversations with their HR groups.

Effectively engages employees

Employee engagement is the main focus of most of the human resource representatives and teams today.

Employee Engagement strategy

Statistics show 88% of HR teams consider employee engagement a strategic priority for their organization. Employee engagement is a workplace method designed to improve an employee’s outlook on the company and invest emotional interest in the organizational goals. HR teams work hard to maintain a positive work environment to increase engagement and improve the employee experience.

If the right Employee Engagement methods are used, employees will be ready to push their limits and work towards the organizational goals, driven by a sense of personal interest in their work. Substantial improvements with the right Employee Engagement is shown in this statistic.

Improvements with the right Employee Engagement

But how can HR chatbots possibly contribute to employee engagement?

HR chatbots enable HR teams to engage with each employee individually. An HR chatbot can maintain regular contact proactively with each employee throughout the year and assist them in various aspects. They can also detect any issues that need escalation or human intervention.

Tools such as Natural Language Processing (NLP) and sentiment mining can let certain levels of emotional intelligence to be integrated with the chatbots. Smart chatbots these days can detect emotions like anger, frustration, exhaustion, de-motivation, sadness, etc. Based on these observations, chatbots may involve HR representatives for special care towards the employee wellbeing. Chatbots may also optionally help employees become physically active and healthy by recommending and tracking their daily exercise routines.

HR bots will offer skilled steering and mentorship to every worker. Investment within the career growth of every worker is probably the best ROI effort for HR groups. Chatbots will develop tailored learning and development plans for every individual. This could embrace each soft and arduous skills that the organization needs for skilled success. Chatbots will reinforce the culture of the organization by recommending applicable biological process courses. Chatbots will assess worker skills and suggest courses and modules that staff will take. They may also connect the staff/employees to mentors at intervals in the organization.

Chatbots can take-over or support employees in many ways

Provide fast and customized answers

Job applicants and employees both want answers very quickly. But it isn’t possible for HR to answer all the queries in a short span. We all have experienced sluggish HR responses, haven’t we? So that’s where HR chatbots come into the picture! A potential applicant needs instant answers to questions about the company and where they stand in the process, and chatbots can easily provide answers with the help of their Q&A feature. Thanks to the recent advancements in technology, chatbots can provide quick answers to all kinds of complex customer queries.

Reviews annual performance

Annual performance review appears to be the most challenging task for HR. HR spends days and months conducting surveys, asking employees to fill the questionnaire, sending reminders, collaborating, consolidating, and analyzing the performance review! Not only is the data insufficient most of the time, but the productivity is also terrible as employees are occupied in filling out these surveys and forms! This is where HR chatbots can help! They can accumulate precise data from employees which saves time and ultimately results in increased productivity of the employees and a happy HR team!

Real-time analytics to create more efficient processes

An HR chatbot can be used for more than just answering questions. There is also the opportunity to use these bots to gather employee data to make informed decisions and create more efficient processes. For example, a chatbot can collect real-time analytics to see what kind of questions employees are frequently asking. With this information, HR can determine what’s going wrong and take the necessary steps to solve the problem!

Report issues around employee confidentiality.

There definitely are necessary problems around privacy and confidentiality that a company should address. However, HR conversations, by their nature, tend to involve sensitive and private data. Companies will befittingly address these problems by providing users and organizations with adequate management over their information. Usually, the HR chatbot is always-on, extremely engaged, very customized — the good unit of Human Management. HR groups that adapt chatbots can realize themselves obtaining nearer to success, accomplishing the various impossible tasks and conflicting goals that their organizations place on them.

Chatbots are set to enter our work lives in the form of HR chatbots or virtual assistants—an emerging technology that promises to provide a more personalized employee experience for workers while automating a lot of tedious administration for HR departments.
- Capterra blog on HR Chatbots that are disrupting employee experience.

Reinforces organizational culture

Pushing employees to work to their maximum potential, while ensuring they’re motivated and fulfilled is no easy task for an HR manager. While there have been many technological endeavors to create an uplifting employee culture, none have been as effective as a chatbot. 

Chatbots can engage with employees more frequently and can personalize interactions at a large scale while being cost-effective. 

They can also be used to collect data on employee satisfaction. For example, they can reach out to employees and collect information on how they’re feeling using feedback nodes. When a manager sends out survey forms, it’s hard for an employee to truly be candid with what they’re feeling. However, the anonymity of the chatbot allows for open conversation and discussion. And if you notice a lower score amongst certain teams, you now have the time to properly address it and initiate efforts to improve these scores.

An answer to issues regarding employee confidentiality 

Issues around confidentiality and privacy amongst organizations are inevitable, especially amongst HR circles. HR departments should strive to provide a safe space for their employees, but they have a long way to go. One way that organizations combat this issue is by allowing employees to have complete control over their data using an HR chatbot. Any data that is shared with the chatbot stays with the chatbot, meaning no additional eyes have access to this sensitive data.

Are you ready to transform your human resource functions?

Chatbots in HR not only help in automating various routine processes but also enable seamless communication possible across many channels and under a huge range of circumstances. HR chatbots allow the HR teams to have a closer look at their employees and take necessary actions at the right time. Also with the introduction of WhatsApp Chatbots, it has contributed a lot towards employee engagement, internal communications, onboarding, talent management, and hiring. An HR chatbot does not just automate the Human Resource functions but also changes the way the human resource department operates, enhancing HR functions dynamically.

To build your HR chatbot, we’ve got the perfect chatbot template for you to directly integrate on your channel!

Schedule your chatbot demo now!

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