Simplifying HR with an HR Chatbot for Modern Workplaces

In the fast-paced business world of today, effective use of HR resources has never been more critical. Whether being tasked with answering questions from employees, managing the onboarding of a new hire, overseeing time-off requests or opportunities to work from home, HR and shared service teams find themselves inundated with repetitive tasks. In this situation, an HR Chatbot is able to be a valuable ally. Through implementing an HR Chatbot which harnesses cognitive technology, HR teams save time, reduce errors, and ultimately, spend more time on only important HR issues.

What is an HR Chatbot?

An HR Chatbot is a virtual support that enables HR departments to answer frequently asked employee questions, perform simple procedures, and guide users through HR processes. Chatbots work on a messaging platform like Slack, Teams, Gmail, and Outlook. Employees can look for answers immediately in the app as opposed to sending an email or waiting for a human response.

Chatbots are trained in artificial intelligence (AI) and leverage that technology to evaluate the questions asked by employees and address them accurately. Chatbots can also learn over time, and provide you with better answers according to your employee interactions.

Reason Companies Choose HR Chatbots

HR chatbots take some of the burden off HR teams by automating some of their repetitive and time-consuming duties. Here are some reasons companies are choosing chatbots in their HR departments:

They save time with instant communication

They increase accuracy as compared to the manual handling of data or communicating policies

They can be used 24/7 as opposed to only during working hours

They increase employee experience with speed and accuracy of support

For smaller businesses or organizations with very small HR teams, an AI HR chatbot can be impactful.

Common Tasks an HR Chatbot Can Perform

An HR bot is not just another messaging software; an HR bot can be programmed to support many HR tasks:

Employee Onboarding

New hires usually have many questions. An HR chatbot can help them provide some structure to the onboarding process by communicating company policies, and then help the new hire fill out necessary forms upon arrival.

Time-off Requests

Instead of needing to send HR an email, employees can ask the chatbot about how much leave they have left, or initiate a request for time off. The chatbot may also check calendar availability, or inquiries that would normally require manager approval.

HR FAQs

From “What is our holiday policy?” to “How do I update my bank details?” — can be answered by the chatbot without human assistance.

Gathering Feedback

An employee chatbot can also run quick surveys or gather feedback so HR teams can get a sense of employee needs.

Training Reminders and Help

It can remind employees of upcoming training sessions and assist them in registering for or accessing training resources.

Easy to Use and Integrate

One of the easiest parts of using an AI HR chatbot is the ease of use and integration. Platforms like Winslow offer chatbots that exist directly within existing tools like Slack, Teams, Gmail, and Outlook. Employees don’t have to download a new software or have to onboard their whole team.

Employees simply start a chat, enter their question, and get their answer. Just like texting a co-worker — but faster and available any time.

How HR Teams are Using Bots to Their Advantage

For HR teams, the use of chatbots is lowering stress levels for team members as well as saving time to dedicate to more strategic work. Hours that would typically be invested in responding to emails or explaining a policy can now be time that HR teams can spend with more time on employee engagement, hiring, or working to improve culture within the workplace.

Chatbots can also help with consistency, as every employee will receive the same accurate answer, while making misunderstandings less likely.

Additionally, any responses given to employees through the chatbot can be logged and analyzed. This can give HR teams insight into what questions employees want answers to most, and the proper normalizing action needed to improve a policy, or perhaps a training program.

Chatbots in action: A real life example

Assume the HR team has implemented Winslow’s HR chatbot across their organization. John, a new employee, is now looking to set-up direct deposit on his new paystub. John waits for an email response from HR, while stressing about the set-up process. Instead of a response email, John opens Slack and asks the chatbot, which automatically responds with the required steps to complete, and provides a link to the direct deposit form.

A few hours later, John wants to check how many vacation days he has left. With the click of his mouse, he asks the chatbot and gets his leave balance in only a few seconds. No email, no waiting — just the answer.

For the HR team, this means less questions to manage, and that leaves for more time on other assignments, initiatives and desired strategic plans.

Suitable for All Sizes of Companies

While large business benefit from automating HR tasks, small businesses get an even greater benefit. Small teams have to do more with less and lack the time to spend hours responding to basic questions or manual tasks with limited HR staff. An HR chatbot essentially acts as another team member: dependable, quick, and never ran-out of time.

Even a growing business can use an HR chatbot, depending on its customization capability or feature capabilities, which will help the company use the chatbot in a way that fits its needs.

Secure and Private

When managing personal details of employees, there are significant stakes regarding privacy and security. Quality chatbots for HR platforms prioritize the privacy and security of all data. Many of these benefits and use cases focus on organizations that have opted to follow industry standards when it comes to data protection, which provide assurance and comfort for both HR professionals and employees.

The future of HR is smart, fast and friendly

As technology expands, especially with the continued rise of AI and all of the applications related to it, companies are continually layering on AI HR chatbots into their HR-tools ecosystem. Each year — they are getting smarter, faster, and more useful. Whether managing onboarding, off boarding or everything in-between; AI HR chatbots in the increasingly complex world of HR, are replacing human thinking, intervention, and process. HR chatbots lessen the load of small, repeatable tasks whereby the human can focus on what matters, supporting the employees, and helping businesses grow.

By now we’re certain that an HR chatbot is much more than a tool; it’s a smart assistant that allows important HR processes to be undertaken in an efficient, speedy and less stressful manner. Whether indeed answering HR-related inquiries as they arise, or onboarding new employees; HR chatbots can certainly assist HR function in saving valuable time and energy whilst enhancing the experience and journey for employees.

Final Thoughts

An HR chatbot is more than a tool — it is an intelligent aid making HR professionals more streamlined, faster, and efficient in their work. From answering questions to onboarding new employees, all this technology saves HR time, while also enhancing the employee experience.

If you need a way to simplify your HR process, then an HR chatbot solution may be your answer. Platforms like Winslow offer simple ways to get started and integrate the chatbot to fit into your current tools and procedures. No matter if you are a small business or on the way to becoming a large company, there is no better time than now to embrace this smart technology way of working, and adapt to the evolving nature of 

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