Human Resource Information System is one of the widely used software packages in the HR scenario. It has streamlined the entire HR procedure and brought varied aspects of HR under one roof. Needless to say, HRIS is the present and future of human resource management.

Here we will cover a few aspects of HRIS ranging from its meaning, its importance, its types, and its use in organizations. This will be a comprehensive guide to all the basic know-how of HRIS and how organizations can implement it for higher productivity.

What is an HRIS? – Human Resource Information System

Human Resource Information System is defined as a software package or an online solution that is used to manage employee and organizational data. It is used to store the data, track the data as well as manage the data. HRIS is used to store sets of data and retrieve them as and when necessary. 

HRIS is an HR automation software that applies to all functions of human resource management. It is a database for storing employee data. This contains information such as the contact details, the address details, the work permit, the social security numbers, etc. HRIS pertains to functions such as recruitment, applicant tracking procedure, employee management, compensation management, leave management, so on and so forth.

In short, HRIS can be considered as an intelligent database that stores all employee information makes it easily accessible, thereby automating the HR functions.

TYPES OF HRIS

As already mentioned the HRIS software does not only pertain to one kind of task. It applies to people functions, procedure functions as well as policy functions. This gives rise to four major types or varieties of HRIS with their respective subsets. Read on to find out.

Operational HRIS

Operational HRIS primarily deals with recurring and regular HR functions. At the operational level, the primary work of HRIS is to collect various employee data and store it. The systems under operational HRIS are as follows:

●      Employee Information System is a database for all employee information ranging from their age, sex, religion to background history, work experience, social security number, etc.

●      A position control system that gives detailed information about the current positions in an organization, with the employees assigned to it, the job title, and also the positions that need to be filled.

●      The applicant selection system helps the HR personnel in the evaluation, screening, and onboarding functions of candidates post recruitment.

●      Government Reporting and Compliance Information Systems keeps track of all government regulations and compliances about the organization and its employees.

Tactical HRIS

Tactical HRIS is primarily used at the managerial level and not at the operational level. It aids upper-level managers in the organization in facilitating the decision-making process. The subset functions under tactical-HRIS are as follows-

●      Job analysis and design information system– It cumulates all the internal and external organizational information to create job descriptions and job specifications. The internal information includes those from supervisors, workers, etc. The external information includes those from labor unions, competitors, market research, etc.

●      Recruitment Information System- Every recruitment procedure requires a plan. This plan includes information about the organizational needs, the positions that need to be filled as well as the skill required. Recruitment Information system aids in these functions as well as streamlines information regarding employee transfers, pensions, job preferences, etc.

●      The compensation Management system deals with the benefits and compensations meted to the employees. This function is also tactical as it can help in increasing productivity through various incentive plans.

●      The training and development system aims to streamline the training process to meet the needs of the specific job roles that are previously determined by operational HRIS.

Strategic HRIS 

The subset functions under strategic HRIS are described below :

●      Information system supporting workforce planning- This is used in long-term strategic decisions of the organization such as market expansion, construction in new locations, diversifying the product line, etc. These need comprehensive data about the workforce which is exactly what the system facilitates.

●      Information system supporting labor negotiations – The human resource team completing the negotiating needs to be able to obtain numerous ad hoc reports that analyze the organization’s and union’s positions within the framework of both the industry and the current economic situation. 

Comprehensive HRIS

The other HR functions produce several files like employee files, information files, position files, skills inventory files, etc. It gets a difficult task to skim through all of them to find out the desired results. Comprehensive HRIS, therefore, cumulates all these files to create a comprehensive database that can be accessed for retrieving information required in HR planning.

IMPORTANCE OF HRIS

HR automation is the future that we are currently looking at. The automation of HR by HRIS has proved beneficial to modern-day organizations in more ways than one. It has multi-dimensional benefits starting from cost-effectiveness to increased productivity. The implementation of HRIS has changed the scenario of HR operations and hence is of utmost importance to any organization. The reasons are as stated below :

• Clear Definition of The Goal

The analytical approach of HRIS makes the definition of organizational goals very clear. Both the long term and short term goals are not just merely planned by the strategic level, it is planned by an analytical algorithm.

• Reduction In Cost

The human resource of any organization is a huge field. Hence, data has to be stored in the account of employee data, position data, compensation data, etc. It does not only require a lot of paperwork but also incurs a huge deal of cost to the organization. HRIS streamlines this operation thereby economizing on the cost.

• Easy Retrieval of Data

When any information is required, scrolling through huge tons of information is time-consuming work. It also results in diminished accuracy and delays the retrieval of such data. HRIS being a systematic and comprehensive database makes retrieval of data easy and timely.

• Better Decision-Making

Hence HRIS induces analytics in the decision-making process, it makes the decision-making process more accurate and data-oriented. It leaves no room for bias and human error and the analytical approach also speeds up the decision-making process.

• Appropriate Training Programs

Training programs are detrimental to the long-term and short-term productivity of the organization. Operational HRIS facilitates laying down the exact needs of the organization in terms of skill-sets and workforce planning. That allows tailor-made training programs for the organizational needs and hence further paving way for better productivity.

SUMMING UP

HRIS doesn’t seem to be a luxury for organizations anymore. It seems to be a need. With the proper utilization of this software, organizations can effectively streamline all of their processes to attain greater productivity at lower costs. However, complete dependence on HRIS will take away the human element from HRIS which it so direly needs. But, with a proper balance of the human effort as well as the analytical HRIS, organizations can see heights of productivity that have been long unknown. 

In 2020, the world is not the same. To say that the world will go back to its old ways is still a long-shot. In a scenario like that the entire market has shifted from its ‘normal’ course and taken a turn towards something which is, to say the least, unfamiliar. Most jobs have gone online with every operation occurring in the digital platform. Meetings, conferences, recruitment, termination, parties, you name it and it is conducted online.

According to a recent study, more than 63 percent of employees are aiming to switch their jobs this year. This may be due to various reasons like insufficient pay, heavy work-stress, propensity to choose a new career path, etc. However, this heavy job-shifting phenomenon has put considerable pressure on the HR departments of many organizations.

A high number of employees changing jobs means a high number of employees to be recruited by other organizations. This means that the recruitment process should be top-notch to handle these new candidates. It not only has to be efficient and accurate but also cost-effective and time-economical. 

WHAT DOES STREAMLINING THE RECRUITMENT PROCESS MEAN?

Since everything has gone online and there are numerous job boards and online portals where candidates can apply, the number of potential candidates has dramatically increased in the recruitment procedure. This has shown the inefficiencies in the recruitment strategy, evaluation procedure, and ultimate onboarding process.

Streamlining the recruitment process means that simplifying each level of the recruitment process to attain better productivity and efficiency while simultaneously economizing on the costs and efforts that are put in the process. This includes making changes like incorporating collaborations in the strategy, adding innovations to the strategy, automating the strategy as well as adding checklists in the process, While substituting the traditional long-haul strategies with these advanced ones, the recruitment process can be successfully streamlined.

WHAT ARE THE WAYS TO STREAMLINE THE RECRUITMENT PROCESS

Let us dive into a descriptive analysis of the tips and tricks to streamline the process of recruitment in an organization. 

Re-thinking access to the recruitment procedure:

Most companies, upon having a vacant position in their organization make hiring posts to attract candidates. In most cases, these posts or hiring calls are made on the same kind of platforms regardless of the type of the job, the need of the company, or the urgency of the position. 

This dilution of the job posting leads to the organization receiving thousands of applications. This slows down the recruitment process posing greater stress on the recruitment manager. This also poses a risk that the truly deserving candidates might get miss out due to the huge number of miscellaneous applications that have been received. Hence, to streamline the recruitment process, organizations should rethink the given access to their job postings.

Instead of posting the jobs in similar forums, the organizations can firstly, analyze these online job portals. Upon doing that, they can post respective jobs on respective platforms depending upon the kind of candidates that are generally found there. This will naturally filter the number of applications received. In addition to that, it will also filter the kinds of candidates that the organization is potentially looking for.

The organization may also employ a recruitment agency to cater to their needs. This means that the organization will showcase the job role as well as the kind of candidates that they are looking for. The recruitment agency then will do the outreach on the company’s behalf and therefore yield a pool of more specific and targetted candidates.

Sourcing candidates internally is also an effective way to streamline the recruitment process. Upskilling and reskilling existing employees are not only extremely cost-effective but also have proven to provide higher and better output in terms of productivity.

Incorporating innovation

In almost every field in today’s time, a degree of innovation is needed for the operations to function properly without many bottlenecks. It is the same for the HR process. The numerous software and systems that are out there in the market help streamline the recruitment process in multi-dimensional ways. Be it the Applicant Tracking System (ATS) to filter the candidates or the numerous psychometric and personality tests to evaluate the candidate’s current and future potential of the organization.

Incorporating systems like ATS ensures that the applications are automatically filtered according to the company’s requirements and hence the recruiters have to only evaluate the candidates who have the required KSA. Also, traditional ways of evaluation are time-consuming and have an element of human error in them. However, various online psychometric tests are relatively highly accurate. They make sure that a candidate is the right fit for the job both in the short run and in the long run. This is significant because people with a certain set of personality traits are proven to be better at certain kinds of jobs.

Automating the recruitment process 

While attempting to employ candidates with a relatively more basic skillset, the automation process works better than any other. 

This incorporates potential candidate sourcing through automatic enrollment advertisements, prescreening with the assistance of a robotized list of reference scrubbers, screening with video-examining tools that search for body signals, and word decisions in a pre-recorded video interviews, and speaking with applicants in regards to their application. The process of automation may likewise be reached out to different parts of Human Resources, such as onboarding.

Create Check-lists through different stages of the process

To think of it generally, the recruitment process can be extremely messy given its ever-changing nature. Various functions of the process are always overlapping and the need assessments are equally dimensional. 

To smooth out these different situations, it is suggested that an organization fabricates a work process outline or a work-flow chart. This will rundown each progression in the recruitment process and how to continue with the work process contingent upon the candidate or the part being referred to. This guarantees that recruiters can execute a smoothed-out recruitment measure despite candidate contrasts.

SUMMING UP

Streamlining the recruitment process is the current need of every modern organization. Bogged down by the open access to candidates, and a high rate of new candidate-influx, streamlining the entire process is probably the closest sure-fire way to ensure productivity as well as making the process economical and time-economical.

The performing stage of the group formation starts after the group becomes stable and steady in their structural sense. At this point, the team is mature, organized, and clear on what they have to do to reach their goal. Even though conflict still arises due to the human element of the group, they have already become efficient at solving the conflicts and they can securely focus on problem-solving, meeting goals, and being productive at their peak. The digital transformation of the current world is the truth we cannot even choose to ignore. Beginning from daily grocery to shopping, to interviews and termination, the world has not only just gone online, but it has also successfully settled there. Owing to the pandemic, social distancing has become the new normal. Having said that, it is noteworthy to mention that, the entire online framework is not just safer but in most cases, very convenient.

In a scene where organizations are coping up with everything new, recruitment is also undergoing a massive change. The online recruitment process is relatively new to both the candidates and the employers. However, the most important question that employers and HR managers are asking is that, “how to make the online recruiting process successful?”. From a layman’s perspective, it might look like a cakewalk to onboard candidates by conducting an online interview. In reality, online recruitment includes aspects like choosing the right place to post the job, sourcing and managing the data of potential candidates, conducting interviews, performing evaluation and et cetera.

If you are someone struggling with your online recruitment process and looking for sure-fire ways to make your online recruitment process successful, you are in the right place. Read on to know about the best tools and strategies that you can incorporate in your online recruitment process to extract the best of the best while also economizing on your resources.

STRATEGIES FOR A SUCCESSFUL ONLINE RECRUITMENT PROCESS

Before embarking on an online recruitment procedure, make sure that the strategies are in place and well-versed. Without a concrete strategy, the recruitment process will not only fail but also wreak havoc on the company’s resources. 

Following listed are some of the most important strategies to ace your online recruitment game :

• Building a Brand

One of the most important reasons why a candidate would be interested in a particular company is because of the brand value of that company. The employer has to make sure that it has a strong online presence that exudes the brand value of the company. Social media is a good place to start where the company can establish a fruitful presence. A good brand would ensure that a large pool of candidates are interested in the company and hence apply.

• Diverse Sources

Recruitment or not, it is always a bad idea to keep all your coins in one place. In the same way, while conducting an online recruitment process, the employer should make sure to leverage diverse channels to source potential candidates. The diverse sources may include online job boards, various job portals, social media, e-mail marketing, et cetera.

• Attending To Passive Candidates

Passive candidates are a great way to source several talents that your company can potentially use. Passive candidates are those who are not actively looking for a job and already have one. The employer should be able to reach these candidates and pitch the brand of the company so that these candidates feel attracted to this job. This can be done by creating a great social presence. Creating informational and beneficial content on platforms like LinkedIn will also make sure that the passive candidates notice and engage with the company socially thereby increasing the possibility of turning them into active leads.

• Attractive Job Postings

Instead of choosing text formats or generic posters, job postings can be made relatively attractive. This can be done by incorporating video postings or attractive graphic images as a part of the recruitment procedure. It is to be ensured that these graphics or videos tell something about the company and match with the company’s presence. 

• Utilize Employee Channels

Your company’s current employees serve as your company’s best testimonial. The word-of-mouth communication from your current employees will prove the genuinity of the company’s goodwill. Hence, it is also important to use the current employees for a successful online recruitment process. Encourage your employees to share the job postings on their social media handles for not only a better reach but also for creating a better image.

TOOLS FOR A SUCCESSFUL ONLINE RECRUITMENT PROCESS

Apart from the above-mentioned strategies, several specific tools can be used for a successful online recruitment process. These tools economize on time, reduce the possibility of human error, and also make storage and retrieval of necessary data very easy.

• Video Tools

Instead of using voice interviews or using low-quality video apps, using tools like Skype will ensure a hassle-free interview experience for both the interviewer and the interviewee. This, in turn, will ensure that the interview process is transparent and well-conducted.

• Applicant Tracking System

ATS tools are a great way to speed up the online recruitment process. They make the storing and retrieval of candidate data easy. This ensures more accurate evaluation and easy retrieval of candidate information according to the needs of the process.

• Psychometric Tools

Online psychometric tools will evaluate the candidates based on the required personality traits for the job that is being offered. The use of these tools will automatically screen out the ineligible candidates and retrieve a pool of candidates most suitable for the job that is being offered.

• Candidate Surveys

Various tools of candidate survey that is available online needs to be incorporated into the online recruitment process. This would be a great way to extract the candidate experience and also give a transparent picture of the bottlenecks in the process which can be used for further improvement.

The online recruitment process requires some strategies and a certain degree of planning to make it successful. However, once these strategies are set and onboarded into the process, it would effectively streamline the entire recruitment process. In addition to that, it would also save time and human efforts that could be utilized in other avenues where it is most necessary. 

If you are still having second thoughts, maybe it’s time to take that plunge of faith and see the zeniths of success your company can reach with an online recruitment process. 

In general terms, most of us associate HR with several quintessential tasks that we think Human Resources abide by. These include hiring employees, terminating them, handling the benefits and compensation of the workforce, resolving employee conflicts at the workplace, etc. To divide the workplace into various demarcations, it can be seen how it has evolved over the years and over different times in history. 

HR is an integral part of any organization. An organization’s human resource is one of its most important assets. Likewise, the management of this resource is also one of the most vital tasks. With the evolution of this work culture, the role of HR has indeed changed over the years. During the period surrounding the industrial revolution, the role of HR was mostly inclined to the management of employees. This included recruitment, termination, compensation management, etc.

To look at it analytically, the role of HR was solely confined to the employees and what are the ways they function or cease to function. HR had nothing to do with their performance or organizational productivity. On the flip side, HR in today’s time has multi-dimensional roles and functions. While the traditional functions of HR remain constant, there has been a great diversification of the role. HR is also detrimental to the productivity of the organization. The new role of HR also includes working on employee performance by ensuring employee motivation. The use of big data technology and various automation tools is also a part of the role to streamline the process and also ensure cost-effectiveness.

WAYS IN WHICH HR HAS EVOLVED

Needless to say, the work and role of HR are not the same as it was 10 years back. It would not be wrong to say that the work has increased. But the most appropriate statement to make here would be to say that the work of HR has diversified. It has been enriched over time to being a responsibility that is more than just interviewing, hiring, and terminating candidates. 

Below described are some of the most notable and significant developments in the changing role of HR over the years and phases.

Empowering The Employees

Employee empowerment might not be the most common term for laymen. Besides, its meaning or concept is also not something that most people can relate to. Like already mentioned, today’s HR plays a detrimental role in ensuring the productivity of the organization. This means that HR makes sure that employee performance is at par with the organizational goals.

Employees’ performance depends on many factors, employee engagement is one of them. Employee engagement is undoubtedly identified as one of the changing roles of HR. This refers to the idea that an employee is engaged and focused on the work that he/she is engaged in. 

This also means that he/she likes the specific work in question.

However, merely employee engagement might not yield the most desired results. High engagement does not always yield high success. This may lead to easy burnout and high absenteeism. Hence the HR department should be responsible for empowering the employees as well. This means the role of HR here is to inculcate a sense of competency within the employees. In addition to that, HR is also responsible for giving the employees an idea of impact and accountability.

Once the HR blends engagement and empowerment of employees in its role, the direct successor of the organization can be ensured. 

Technological Familiarity

Above all, in totality, the role of HR is to ensure that the core human resource of an organization is attended to. This means storing and studying employee records, retrieving these records as and when necessary, analyzing these records, producing these records for evaluation, so on and so forth.

HR in the traditional days was responsible for these tasks but almost all of it was conducted offline. This meant a great deal of paperwork, manual labor, and a degree of human error involved with it. As a consequence, the output was shaky and delayed, there were inadequate results and increased dissatisfaction among the employees as their needs and grievances were not meant on time. This greatly affected the overall productivity of the organization as well.

The changing role of HR requires HR to be familiar with the latest technology in Human Resource Management. This will economize on both time and cost, ensuring faster and better results with improved productivity. This means that the HR personnel has to be well acquainted with the various employee management software to be able to effectively use them and yield the desired results.

Data Specialists

Traditionally HR has not been an analytical and data-driven role. It mainly records primary data from the organization and employs humane analysis and evaluation to conclude. Even though that has been occurring for years now, with the change of time and recent development of technology, this entire process can have a different approach.

HR personnel, now, employ big data technology to analyze all records to design and implement their various programs. This includes incorporating solid evidence to figure out the needs and shortcomings of the human resource of the organization and how to overcome that challenge. 

SUMMING UP

When we chalk out a timeline of the evolution of HR over the past couple of years, a significant number of path-breaking changes could be observed. This includes more employee-focused schemes, implementation of automation and technology, employing a data-driven approach to HR, etc.

What doesn’t change is the sole focus of HR. Whatever might be the change and diversification of the role, the ultimate footnote of HR responsibility is to ensure that employee satisfaction is intact, that the employee performance meets the organizational needs and the rate of retention is very high. 

To say the very least, the change in the role of HR is massive and the change is not going to be constant. However, the current seat of HR is highly evolved and futuristic in itself. The happier the employees, the happier is the organisation. A few more years and HR will probably completely revolutionize into an unprecedented process. 

INTRODUCTION
Many view Screening as the first step of the selection process, while others perceive screening of applications as an integral part of the recruiting process. Once the applications have been scrutinized and shortlisted, the selection process begins. The purpose of screening is to remove from the recruitment process at an early age, those applications who are visibly unqualified for the job. Effective screening can not only save a great deal of time but also keeps a check on the recruitment(hiring) cost. The main aim of resume screening is that it is both good practice and a legal necessity that applicants’ qualifications be judged based on their knowledge skills and abilities and interest required to do the job. Resumes are official documents where a candidate is expected to give details about his or her academic and career life and achievements. Further on being evaluated, whether the job specifications match with the candidates’ background or not, resume screening proceeds to the next stage of selection.

In general, there are two stages/types of resume screening. First, is the initial resume screening which is done by HR personnel by scrutinizing every candidates’ resumes and shortlisting the qualified ones best fit for the job. Further, the second stage of resume screening is when the filtered resumes are forwarded by the HR personnel to the hiring manager. Resume screening is the crossovers between the job position and the best suitable candidates fit for it

RESUME SCREENING FACTORS

Several vital factors weigh in whereas screening resumes. Although not all factors right away can outline the resume screening, most of them are vital.

1. Education Skills
2. Relevant expertise
3. Years of expertise
4. Current Company Other corporations worked for
5. Functional Domain worked in
6. Cities or countries worked in
7. Number of Jobs
8. Written Communication
9. Contact Details and Current Location
10. Web Presence

WHAT ARE THE REASONS FOR RESUME SCREENING

1) Time Is Important
As any prosperous leader can perceive, time may be a valuable artefact and the objective of every organization is to minimize the time required to do particular tasks without compromising the quality of work and performance. Screening candidates may be a good way to avoid both – wasting time and cash by guaranteeing that employers don’t need to sit through long interviews with candidates who are neither qualified nor are suited to the open position.

2) Cut ninetieth of Applicants
The screening method has also proven to be resource-efficient, as a result of the unimaginable variety of candidates that organizations discard when evaluated to be unsuitable for the job. Out of all the candidates who apply some may not have the required knowledge base necessary for the job position which makes the entire hiring process meaningless. Thus resume screening is done to go through the resumes of candidates and ensure that the employees who sit through the interviews fit the eligibility criteria apply for the position.

3) Lower worker Turnover
One of the key issues intimate with businesses is finding staff who should find themselves staying on board for any serious length of time. A high turnover in an exceedingly large company means they need to pay valuable time, resources, and cash running enlisting programs, coaching new staff, and guiding them through the induction part once they won’t be at their most effective. Screening provides employers the chance to look out for those recruits that appear to show qualities that may keep them at employment for a longer period.

4) Efficiency
A lot of success within the business world is placed down to creating tons out of the small businesses they got to work with. This ability to maximize potency may be a fantastic attribute, significantly within the world of achievement, and screening ought to assist the hiring method.

5) Hiring the right person for the right job
Hiring the correct personnel is a vital part of running a business and can go a long way in ensuring future success. The screening method can facilitate and contribute to the hiring method that helps employers notice an acceptable and property personnel.

WHAT IS RESUME SCREENING ELEMENTS
Although resumes aren’t the most effective indicator of a candidate’s skills, they include all the key components of hiring, and that they don’t appear to be departing any time soon. some of the information recruiters can get from a resume while screening candidates.

1. Length – an organization gets numerous applications per position, eventually recruiters cannot commit to a longer period for screening every minute detail. Ideally, the resume ought to be 1-2 pages long, with the foremost relevant info regarding the candidate.
2. Design – Even the proper resume length doesn’t cut it if the information is scattered around the resume in different sections and formats without any parity or sync and it’s tough to look at. It advised following a properly organized format in a resume for a more professional approach.
3. Language – Grammar and spelling mistakes in resumes reflect a lackadaisical attitude on the candidate’s part. And are usually a sign that a candidate is not very detail-oriented and professional. However, recruiters are not very hasty with the evaluation, particularly if the position has little or nothing to try and do with writing and language.
4. Previous Work Expertise – Ideally, the candidate ought to have relevant work expertise listed, together with months and years spent on every position which gives the candidate an advantageous edge in the competition as he/she is previously preliminarily trained for the position and would have a higher preference from the recruiter’s perspective.
5. Resume Match – One of the largest mistakes candidates build is sending out the same resume to any job applications. Each job has different necessities and requirements and therefore the resume would possibly want smaller or larger tweaks to create it relevant. And this takes time and lots of candidates don’t invest their time right – however, it could be a way to portray their dedication and desire to get the job which acts as an additional aspect to create a positive work image of the candidate.

INTRODUCTION

In this life-altering day and age of technology, we can visually gauge the dependency of the entire world on technology in every kind of way. The advancement in technology at such a pace is instigating and initiating human dependence on artificial intelligence. With the advent of machine learning and deep learning technologies, artificial intelligence is somewhat being meshed into our system. Hence, the depreciation of human labor. Every department of every MNC is dependent on some software or technology, so does the HR department. Over the last 5 to 7 years there has been a prevalence of E-HR. E-HR is also known as web-enabled HR which performs all HR-related activities and functions on an online platform via a particular software. This software is known as the HRIS which is the integration of all HR systems and processes with the use of technology to benefit the overall management of HR in the organization. HRIS is an umbrella term that also includes the usage of AI in various HR functions such as recruitment. E-recruitment or online recruitment is a concept that is familiarized to all. Electronic recruitment is a much sought-after source of recruitment made used by all organizations. Job portals like Naukri, Monster, and Shine enable recruiters to reach out to a large audience. Artificial intelligence or Chabot’s have a huge role to play on these platforms.

USAGE OF AI-CHATBOTS IN E-RECRUITMENT

With the increase in the dependency on technology and the precision and accuracy it provides, it is human tendency to shift the paradigm of human labour to the usage of chatbots. Chatbots are pre-programmed software that works on artificial intelligence. It not only cuts down human labour but also saves time and effort yet gives a more accurate result. Usage of chatbots in e-recruitment negates confusion about information because the chatbots provide very specific and required information about the job position and the roles and requirements of the candidate who is willing to apply. When a candidate is interested in a particular position of a particular company he or she applies for the post through the AI chatbot.

The chatbot provides information to the candidate about the job position, job description and requirements, and eligibility for the post. Further, once the candidate updates his or her details the chatbot filters out those who are eligible and not eligible for the position they have applied for. Since the chatbot is already a pre-programmed software it has specific automation systems that help in filtering out candidates for the screening process in a much smoother and accurate manner. The added advantage of a chatbot is that it helps in accurate standardization with protected data and information that are essential. Usage of chatbots in e-recruitment cuts down the expenses for the organization with reduced use of labour. Using AI chatbots for E-recruitment is a Win-Win situation for both organizations and the candidate because that way both parties have a clear picture (about the job position, vacancy, the information of the candidate who would be appropriately filling for the position) with an accurate standardized screening system which makes way for an easier and more effective decision making.

ADVANTAGES OF CHATBOTS IN E-RECRUITMENT

A few of the key advantages or benefits of using AI chatbots for e-recruitment are as follows :

1. Cost-saving
   Installation of AI chatbots in e-recruitment saves on employee cost since the chatbots are user-friendly interfaces, the interaction between the candidate and the organization is done via technology through a bot. the dependency on human labour for the screening of candidates’ applications has shifted to dependency on technology. Starting from posting for a job vacancy till the candidate provides his or her application details the chatbot takes care of all the information inner a systematized and standardized manner with the assurance of the safety of information.
2. Easy Approach
   The usage of chatbots makes it easier for the organization as well as the candidate for the initial phases of hiring. With the security of AI-based technology and the use of a conversation-friendly interface, it is easier for candidates to approach organizations. Also, it is easier for the organization to post job vacancies through chatbots as it reaches a much wider pool of prospective candidates who would be interested in that particular position.
3. 24×7 Assistance
   Chatbots answer queries of candidates in a much quicker and precise manner. Chatbots provide very specific information which leaves no speck of confusion. Also, since chatbots or not human-operated, thus customer service is available 24/7 for any kind of assistance that the candidate requires for the application process making the direction and the redirection of the entire hiring process smoother and much more efficient.
4. Helps in The Quick and Error-Free Interview Schedule
   Since chatbots are very specific and precise about the conversation they have with the candidates and with the support of artificial intelligence, it is easier for the chatbots to schedule an interview meeting between the candidate and the organization coordinating the date and time of both the parties. Since there is no human labour involvement it reduces the chance of unmindfulness or any error in scheduling updates for interview meetings of candidates. In a recruitment maximum of the times, we have seen that the interview is done via video calling or telephonic interview system, once the chatbot fixes the date and time for an interview it is automatically added to the calendar of the organization scheduling the particular interview with that particular day and time.
5. Transparency is Maintained
   These man-made intelligence chatbots help the selection representatives to rely upon its NLP hiring to excellently play out the underlying enlistment capacities and afterwards waitlist the correct applicants. The artificial intelligence chatbots gain information on the screening through great many use cases and increment capacities that can bring advancement results. Chatbots help in a pre-screening cycle and make the entire recruitment process transparent and intuitive.
   They filter out the non-eligible candidates instantly. This straightforwardness of utilization measure assists competitors with getting a snappy update on the status of their requests for employment and lessens a great deal of back a forward methods for the HR executives and up-and-comer.

INTRODUCTION 

HR productivity is dependent and is directly proportional to employee performance. Once a candidate is hired for a particular job, after being assessed to be the most suitable person to fill in for the job, his/her performance is evaluated to ensure whether the higher has been successfully effective or not. A successfully effective hire automatically translates to productive employee performance. Employee productivity not only ensures profitability for the organization but also is a prerequisite for the growth of the organization as a whole. The role of the HR department of the organization encompasses functions not only limited to recruiting, hiring, and onboarding but also assessing, evaluating, and measuring employee performance to ensure correct decision making. 

HR PRODUCTIVITY 

HR productivity also sometimes referred to as workforce productivity is the evaluation of an employee’s work to decide upon whether he or she is effective and efficient enough. Productivity is abstract and is subjected to individuals’ perspectives, that’s ideally it cannot be measured. But to keep a track of the output of an employee at a specific time it is important to measure, assess and evaluate the amount of work and the accuracy of the work done by an employee. HR productivity is also known as employee productivity because HR stands for human resources and the human resources of an organization are the employees who work for the organization. Employee productivity is measured by keeping a track of the output by every employee (e.g the number of projects handled by an employee in a month). The precision, accuracy, and effectiveness of an employee’s performance have a direct reflection on employee productivity. Measuring HR productivity gives the employer an idea about the efficiency of the employees for a task or project. And for measuring HR productivity the employer needs to collect data about the employee performance demarcating their KPIs. 

FUNCTIONS OF HR (FOR MEASURING HR PRODUCTIVITY)

1. Collecting data about the output generated by every employee through a tracker mode
2. Having a regular check on the employee performance
3. Motivating employees to work more efficiently
4. Implementing incentives and lucrative reward system for the employees
5. having clear communication to avoid any kind of confusion or delay in work, lack of productivity
6. Planning, organizing, controlling, and coordinating other HR functions like recruitment in such a way to ensure a smooth workflow and effective employee performance
7. Measuring employee KPIs because the performance indicator is going to give a fair idea about the HR productivity measurement.

KEY PERFORMANCE INDICATOR (KPI)

Key performance indicators help businesses to staff outline and reach their goals. KPIs are a style of performance measure and are usually used at an operational level to guide the business towards pre-determined goals and at the worker’s appraisal level to facilitate staff stretch themselves and have the end goal in sight.

THE INDICATORS 

ABSENCE RATE: The absence rate within the organization is typically calculated by dividing the range of operating days within which the worker was absent by their total number of operating days.

ABSENCE COST: The total value of absence is calculated by counting worker pay, as well as the value of managing absent, and substitution costs.

BENEFITS SATISFACTION: Satisfaction with employment advantages is typically measured through a worker engagement survey. These are often relevant to cut back the turnover rate.

EMPLOYEE PRODUCTIVITY RATE: Although this metric is difficult to calculate, it says one thing regarding the capability of growth in terms of the production of human capital.

EMPLOYEE SATISFACTION INDEX: Employee satisfaction is measured through worker angle and engagement surveys. Discontentedness is a vital cause of the employee turnover rate.

INTERNAL PROMOTION RATE: This KPI is measured by dividing the variety of senior functions that were procured through internal promotion by the whole number of senior positions procured. Internal hires are usually to hurry up quicker, scale back the danger of a poor recruit, and keep them longer within the job.

HOW TO INCREASE HR PRODUCTIVITY

• Management (Training) By Objective 

Every organization has a certain objective which all departments of the organization comply with and work towards achieving. Hence every hire should be effective enough to produce productive output which helps the organization achieve its objectives. Thus it is very important to evaluate the employee’s performance whether the employee’s actions are aiding the organization to achieve its goals and targets. Once the employee evaluation is done apt training could be given to the employee to brush up on his or her skills for better and much productive performance.

• Motivation For Achieving Benchmarks and Targets 

Every employee of an organization is assigned to do a particular number of tasks in a job, and his or her productivity is assessed by the rate at which he or she finishes the assigned tasks. Often employees are given particular targets to reach in a stipulated time frame which gets the employees to work with full zeal to finish the target. An organization could also opt for a reward system for the employee who finishes the maximum number of targets in the least time frame. This can also work as an added motivation for the employees to work in a much efficient and productive manner with more profitable results.

• Employee Appraisal

An effective appraisal system can contribute to the competitive advantage of the organization by improving employee performance in two ways – by directing employee behaviour towards organizational goals and by monitoring that behaviour to make sure the employee performance is productive enough that the goals are met. Often, HR departments of organizations implement employee appraisal programs to boost the motivation level of the employees which leads to more productivity as the employees become more focused and committed to their work.

• Employee Engagement

When an employee is engaged in their work he or she would be willing to go above and beyond what would typically be expected in his or her role, this is employee engagement. engagement is the extent to which employees are willing to go beyond the minimum requirements of the rules to provide additional energy or to advocate for their organization as a great place to work. Employee engagement is a strong predictor of employee retention and employee performance which gives an idea about the level of effectiveness and productivity maintained in the organization and the strong willingness towards goal achievement.

Human Resource Management (HRM) is a partial segment of management responsible for allowing effective use of the human capital or workforce of the company and supplying workers with flexible working conditions. This incorporates those activities which plan and manage a company’s human capital. HRM also focuses on building and maintaining a healthy relationship among the employees and at different management levels.

Whereas Human Resource Development (HRD) is a subset of HRM that aims towards the betterment, empowerment and development of the human capital or workforce. HRD mostly puts its effort into training and developing the manpower of the company so that the organisation and it’s employees both achieve growth and success. HRM and HRD are often misinterpreted and is considered to have a similar meaning, but it is not. Therefore to provide a better understanding and help you distinguish between HRM and HRD, here are furthermore details to how they are different from each other.

Human Resource Management

Human Resource Management, often known as HRM, implies a particular management segment that is dealing with handling employees in a company so that to ensure maximum quality output to meet the mission and vision of the entity. The principles of management are brought into practical application on the employees of the organisation. It helps to boost the organisation’s efficiency and profitability by discovering the quality and capability of the workforce. HRM is, therefore, the allocation of work to the accurate person at the right time to get the maximum result.

The procedure consists of various steps beginning with recruiting, screening, orientation, integration, training & development, performance assessment, incentive, compensation, inspiration, employee protection, health & wellness policy, corporate partnership management, change management.

Human Resource Development

The word Human Resource Development or HRD indicates the growth of the workforce in an organization. This is a component of HRM; it helps to develop the organization’s workers’ abilities, expertise, capabilities, mindset, nature and attitude. The HRD aim at empowering and improving the employees ‘ abilities so that their productivity is more efficient.

Human Resource Development provides employees with these prospects that will respond effectively to their overall growth. Such prospects involve training and development programs, career development, performance management, KSA improvement, leadership development, identification of specific staff, strategic planning, etc. Nowadays, several companies work for HRD of workers from the very beginning, and the practice remains until their employment.

Role of Human Resource Management

The basic role of HRM is to design, organize and plan the policies and norms that support and work along with the benefits and upliftment of the employees working for the organisation. Also, it’s role is to maintain relations within the workplace.

There are three major roles of HRM:

• Administrative role of HRM – here, Human Resource Management is mainly to keep records, and legal paper works about the employees in the organisation. With this tie, the administrative role has been improved with technology that maintains huge databases, and the paper works can be easily done online or through accessible forms over the internet.
• Operational role of HRM – this handles the relationship barriers in the organisation. Often the HRM department is said to act as an advocate, and it helps in maintaining relationships between different levels of the organisation and also internal relations. This helps in avoiding conflicts and creates a healthy work atmosphere for the maximum benefit of employees as well as organisation.
• Strategical role of HRM – the strategical role of Human Resource Management is the footsteps towards HRP ( Human Resource Planning ), i.e., the organisation includes the HRM head in the strategical planning and takes into consideration the opinions and viewpoint of the HR manager as they have a better insight to the potentiality of candidates in the market.

Role of Human Resource Development

As HRD is a component of HRM, and its role is precise and particular in the organisation. The major role of Human Resource Development is to enhance the KSA factor of the employees, that is, brushing upon their knowledge, skills and abilities toward the job they have been assigned for. Also, the HRD department must provide the required training to the employees. Nowadays, many companies invest a lot in T&D programs to increase the efficiency of the employees.

Objectives of HRM

• Personal objective – helping the employees accomplish personal goals that also benefit the organisation.
• Functional objective – the contribution toward the organisational achievements as a department of the firm that shows motivation and teamwork and the relation among the employees.
• Organisational objective – putting efforts towards the mission and vision of the organisation. Organisational success should be one of the goals of the employees to increase their productivity.
• Societal objective – when the above objectives are met by an organisation, it creates an image, preaches teamwork and motivates others and also attract new potential in the market.

Objectives of HRD

• To develop and uplift the workforce altogether to enhance the performance of the organisation.
• To design better and more efficient training and development programs to attract greater potentiality and find talent.
• To enhance the performance level of the employees to make them capable of achieving their personal goals.
• To motivate the employees to have similar goals as the organisation.

Difference between HRM and HRD

To conclude, HRM is a wider and broader concept of management. It consists of the traditional principles of management that are applied to the human capital to make them grow personally that further results in the enhancement or improvement of the organization as well. It also helps in creating an image in the society and therefore creating its public profile based on how the company’s performance is.

Human Resource Development is a subset or subsystem of HRM. This department of an organisation is more of a functional part of the system that comes into action in developing both employees and the organization together. The employees are trained towards meeting personal and organisational goals and motivates the workforce to have mutual objectives as the entity.