HR Chatbot: Enhancing Human Resource Efficiency

By Jordhi FarhansyahPublished 20 Jun, 2024

Currently, the use of AI for various HR tasks is increasingly being utilized. One of them is the use of chatbots for HR to enhance efficiency.

HR chatbots themselves are features that leverage artificial intelligence (AI) technology to manage various HR functions such as answering questions and offering assistance.

What are HR chatbots and what are their benefits? Find out more in the following article.

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What is an HR Chatbot?

An HR chatbot is an AI-based virtual assistant designed to perform various HR functions. This technology leverages natural language processing (NLP) to understand questions asked and provide relevant information or answers.

According to the HR Chatbot Market Reports in 2024, the HR chatbot market is predicted to continue growing significantly between 2023 and 2030.

Additionally, the State of Artificial Intelligence (AI) in Human Resource Management report by Engagedly indicates that the adoption rate of AI in global companies has reached 21 percent. Many companies are beginning to experience the benefits of using AI in managing their employees.

In the report, 65 percent of respondents reported that AI can increase productivity and efficiency in the HR department.

Here are the types of HR chatbots.

Recruitment Chatbots

Answer basic candidate questions about the company and the open role, collect initial candidate information, schedule job interviews, and pre-qualify them by scoring their responses.

Onboarding Chatbots

Guide new employees through the onboarding process and discuss company policies, benefits, tools, and culture. Chatbots also collect documents and answer questions.

HR Helpdesk

Handle routine employee inquiries such as benefits information, leave policies, and policy clarifications. They can also update employee information, track attendance, and direct staff to relevant HR resources.

Employee Feedback Chatbots

Conduct employee surveys and gather employee feedback and sentiment to improve the work culture.

Employee Engagement Chatbots

Help improve the employee experience by providing access to company resources, allowing employees to communicate with each other, gathering employee feedback about culture and business practices, and promoting company events.

Wellbeing Chatbots

Respond to health-related concerns and offer mental health support for employees.

Training and Development Chatbots

Assist employees in accessing training materials, recommending training courses, and answering training-related questions.

Performance Management Chatbots

Guide managers and employees during performance assessments, goal setting, and feedback provision.

HR Analytics Chatbots

Enable HR personnel to analyze data and gain insights to make data-driven decisions related to workforce planning, talent management, and employee engagement.

Read more: Understanding Human Capital Management (HCM)

Benefits Offered by HR Chatbots

Here is an explanation and elaboration of the benefits provided by HR chatbots.

Easy Accessibility

HR chatbots provide continuous access to information and assistance at all times. Employees can ask questions or seek information anytime, even outside of working hours.

Additionally, HR chatbots can be accessed through various platforms, including mobile applications, desktop, and other devices. For example, chatbots can be integrated with applications like Slack, Microsoft Teams, or accessed through the company’s web portal.

Time Saving and Seamless

HR chatbots automate routine tasks such as answering common questions, managing leave requests, and updating employee information. This reduces the manual workload for the HR team and speeds up information access for employees.

For instance, a company can reduce the time spent answering HR questions by up to 50% by using chatbots, allowing the HR team to focus on more strategic tasks.

Instant and Authentic Feedback

HR chatbots can provide instant feedback to employees based on their interactions. For example, after completing a task or submitting a request, employees can immediately know the status or response from the system.

Moreover, chatbots use continuously updated data and smart algorithms to ensure the feedback provided is accurate and relevant to the context of the employee’s question or request.

Accuracy and Transparency in Responses

HR chatbots ensure that the information provided to employees is consistent and accurate by relying on verified databases and advanced AI algorithms.

With chatbots, employees can easily access information about company policies, procedures, and the status of their requests. For instance, employees can know the status of their leave requests in real-time without waiting for a response from HR.

Increased Productivity

By automating routine tasks, chatbots free up the HR team’s time to focus on more strategic tasks such as employee development, succession planning, and enhancing company culture.

Employees can quickly get the information and assistance they need without waiting for help from the HR team, allowing them to focus on their work and improve overall productivity.

Supporting Remote Work

HR chatbots provide the same level of support to remote employees as they do to office employees. Remote employees can access HR information, submit requests, and get help at any time.

For example, chatbots can help remote employees by answering questions about remote work policies, providing information about necessary tools and applications, and assisting them with technical issues they might encounter.

Read more: What Are the Benefits of Performance Review Calibration

Examples of Chatbot Usage and Implementation in HR Operations

Here is an explanation and elaboration of each example of chatbot usage and implementation in HR operations.

Recruitment

Chatbots can be used to screen candidates based on pre-established criteria, such as qualifications, experience, and skills. After the initial screening, chatbots can schedule interviews with qualified candidates.

For example, a recruitment chatbot can send automated questions to candidates after they submit their applications. Based on their responses, the chatbot can determine their eligibility and schedule interviews with the recruitment manager.

Onboarding

Chatbots can provide essential information to new employees, such as company policies, orientation schedules, and team contact details. This helps new employees adapt more quickly to their work environment.

Another example is a chatbot that guides new employees through the onboarding process by providing step-by-step information, answering common questions, and even presenting quizzes to ensure their understanding of company policies.

Employee Self-Management

Chatbots can handle routine inquiries from employees on various topics, such as available leave balances, payroll details, and benefits information. This reduces the HR team’s workload and provides quick answers to employees.

For instance, an employee can use a chatbot to request leave, check the status of their request, or get the latest payroll details without needing to contact the HR team.

Performance Management

Chatbots can be used to conduct regular check-ins with employees, remind them about upcoming performance reviews, and collect feedback on their progress.

For example, a chatbot can help employees set performance goals, remind them of deadlines, and track their progress. Employees can report their achievements directly to the chatbot, which then stores this data for future performance reviews.

Employee Satisfaction

Chatbots can be used to send periodic employee satisfaction surveys and collect real-time feedback. This helps companies monitor satisfaction levels and address issues early.

Another example is a chatbot that routinely interacts with employees to ask about their work experience, provide well-being tips, and offer a channel for employees to submit suggestions or complaints.

HR Processes

Chatbots can automate various repetitive HR tasks, such as document submission and approval, form management, and tracking submission statuses. This streamlines HR workflows and reduces the time spent on administrative tasks.

For instance, a chatbot can be used to manage the leave approval process, where employees submit leave requests through the chatbot, which then sends the request to the supervisor for approval. Once approved, the chatbot updates the leave status in the HR system.

So that is an explanation of HR chatbots. By implementing chatbots in HR operations, companies can improve efficiency, reduce the HR team’s workload, and provide a better experience for employees.

Reference:

How Chatbot Can Improve HR Processes

HR Chatbots – Benefit and Use Cases

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Jordhi Farhansyah
Penulis yang selama 2 tahun terakhir fokus memproduksi konten seputar HR dan bisnis. Selain menulis, sehari-hari Jordhi juga aktif merawat hobinya di bidang fotografi analog.