How to optimize your HR Processes ?
Are you struggling with inefficient HR processes that hinder your team’s productivity? Discover how Magic BPM can transform your HR operations and boost efficiency.
Furthermore, the automation of repetitive tasks using BPM frees up valuable time for strategic activities. In this guide, we’ll show you how to leverage Magic BPM to streamline your HR processes, from recruitment to employee integration, boosting efficiency and freeing up time for strategic activities.
What is Business Process Management (BPM) in HR?
Business Process Management (BPM) represents a structured methodological approach which aims to analyze, model and optimize the operational processes of an organization [1]. Indeed, this strategy systematically improves company performance by continuously optimizing business processes..
Simple definition of BPM
BPM differs from simple task or project management by its broader scope. Notably, while task management focuses on individual activities, BPM encompasses the entire end-to-end process [2]. Furthermore, unlike project management which deals with one-off work, BPM is interested in repeatable and continuous processes.
Key HR processes to improve
In the field of human resources, several strategic processes require particular attention:
- Recruitment and integration of new employees
- Talent management and career development
- Personnel administration and payroll management
- Monitoring of leave and absences[3]
Automating these HR processes brings significant benefits. HR teams can now observe the complete workflow with a panoramic and detailed view of their activities[4]. In addition, indicators recorded in real time, presented on dashboards, make it possible to quickly identify activities requiring intervention.
This approach is particularly relevant for globalized companies with different subsidiaries spread across the territory. In these decentralized organizations, management by centralized processes becomes essential [4].. In addition, automating approval procedures in HR processes represents a considerable time saving, allowing teams to focus on higher value-added missions.
Preparing your Magic BPM project
Careful preparation is essential for the successful implementation of Magic BPM. First and foremost, it is vital to establish a solid foundation for your digital transformation project.
Assessing your current HR needs
The first step is to draw up a complete inventory of your existing HR processes. In particular, you need to identify all the work undertaken and the tasks assigned to each employee [5]. This analysis also allows you to identify weaknesses, redundant tasks and bottlenecks in your current processes [6].
Choose your first processes to optimise
To maximise the chances of success, it is crucial to prioritise a critical process that can be quickly operationalised [7]. We therefore recommend selecting processes that meet the following criteria:
- A large volume of files to be processed daily
- Multiple interactions between the different departments
- A direct impact on the company’s compliance
Training your HR team
Training your team is a key factor in the success of the project. It is essential to involve the business stakeholders from the planning stage [8]. It is also advisable to appoint a project ‘leader’ or ‘ambassador’ who fully understands the business issues at stake.
Once the operating rules have been established, you can create your worksheets in the Magic BPM platform. This stage will enable you to manage all your activities effectively and provide the information necessary for the smooth running of the human resources department.
Implementing HR business processes
The effective implementation of HR business processes begins with precise mapping and intelligent automation. In particular, Magic BPM enables the management of all employees to be harmonised in a coherent and structured manner.
Mapping the recruitment process
The recruitment process is a crucial element of HR policy. In addition, well-structured mapping can reduce processing time by 50% . To optimise this process, it is essential to follow these key steps:
- Precisely define recruitment needs
- Write and distribute job offers
- Centralise and sort applications
- Organise interviews with a standardised evaluation grid
- Ensuring follow-up and feedback to candidates
Process example you can do in MAGIC BPM
Participants:
- Manager: Expresses the need for recruitment
- HR: Manages the advert, selects the candidates
- Management: Validates the hiring
- Candidate: Apply and interview Administrative: Prepare the contract
Here is the task list used for this process:
- Definition of the requirement by the manager
- Validation of the requirement by management
- Drafting and publication of the offer by HR
- Receipt and sorting of applications
- Pre-selection of candidates
- First interview with HR
- Second interview with manager
- Final assessment
- Validation by management
- Proposal and negotiation of contract
- Preparation of administrative documents
- Signing of contract and onboarding
Automating employee integration
- The integration of new employees is a critical phase, especially considering that 22% of resignations occur in the first three months.
- Magic BPM can facilitate this stage by automating several essential aspects.
- Automating the integration process allows for the creation of personalized pathways.
- The solution enables scheduling regular follow-up meetings between the employee and their manager.
- Statistics show that 62% of employees who have benefited from structured integration achieve their objectives within a year, compared to only 17% of those who have not undergone onboarding.
Optimise with Magic BPM tools
Magic BPM analysis and management tools enable precise and efficient management of HR processes. In particular, these features offer complete visibility of the activities of the human resources department.
HR dashboards
Personalised dashboards are at the heart of HR management. They enable quick visualisation of key performance indicators and identification of areas for improvement 10]. Furthermore, this synthetic view facilitates the monitoring of essential activities such as:
- Workforce management
- Monitoring of recruitment processes
- Analysis of absenteeism rates
- Training evaluation
Automatic alerts
The Magic BPM alert system provides real-time monitoring of critical actions. This means that HR managers are immediately informed of situations requiring their attention. Furthermore, this automation considerably reduces processing times and eliminates data entry errors.
Performance reports
Performance reports allow for an in-depth analysis of HR processes. In particular, Magic BPM facilitates the measurement of the effectiveness of the actions implemented. The system also allows for the rapid identification of anomalies and the initiation of appropriate corrective actions.
The platform centralises all information in a single space, providing decision-makers with a clear view of the progress of each case. In addition, the integrated monitoring features provide real-time data, enabling managers to assess the effectiveness of processes and identify areas for improvement.
Conclusion
Optimising HR processes with Magic BPM represents a major transformation for modern companies. This solution not only automates repetitive tasks, but also significantly improves the operational efficiency of the HR department.
In addition, customised dashboards and performance reports provide unprecedented visibility into HR activities. This enables teams to make informed decisions based on concrete data, while ensuring rigorous monitoring of critical processes such as recruitment and integration.
Finally, the success of a digital HR transformation relies on careful preparation and methodical implementation. In particular, training of teams and precise process mapping are essential steps in maximising the benefits of Magic BPM and ensuring more efficient and strategic HR management.
References
1. https://blog.softexpert.com/en/when-hr-discovers-bpm-process-automation/
2. https://www.ibm.com/think/topics/business-process-management
3. https://www.efalia.com/en/department-needshr-digitise-and-simplify-your-hr-processes/
4. https://www.heflo.com/blog/technology/hr-process-automation/
5. https://www.magic-bpm.com/bpm-applications-library/human-resources/
6. https://www.linkedin.com/learning/les-fondements-de-la-business-analyse-gestion-des-processus-metiers/evaluer-les-besoins-en-bpm-pour-une-organisation
7. https://avanteam.fr/en/how-to-make-a-success-of-your-bpm-project/
8. https://en.outscale.com/business-process/
9. https://www.appvizer.com/magazine/hr/hr-data-management/hr-dashboard
10. https://www.appvizer.com/magazine/hr/hrms/hr-management
