Top 10 ways in which HR chatbots have transformed the HR department

For almost all organizations across the globe, it is important to have a human resource department that handles a range of responsibilities from strategic planning, employee welfare to maintaining company image. The HR department is constantly engaged in a multitude of tasks that revolve around creating recruiting strategies, employee training, payroll, employee welfare and what not! With the increasing employee strength and high focus on maintaining employer branding it is not easy for HR professionals to keep up with the pace and manage all the responsibilities. Well, technology is now nothing less than a saviour for the HR department. With the current demand in AI and automation for recruiting and employee engagement activities, there are great possibilities for significantly reducing the HR workload. But how exactly does technology help?


HR chatbots are now redefining the way human resources department functions. They have taken over the HR industry and are creating powerful impacts over cyberspace. HR chatbots solves core people challenges and helps improve HR efficiency by optimizing all the manual processes involved. As per Juniper Research, the HR and recruiting chatbots has the potential to minimize business costs by over $8 billion by the year 2022. Now that’s huge! Though there are companies that are already in love with the way these chatbots are doing wonders for the HR department, there definitely exists a lot more potential that needs to be unlocked. In this blog, we will see how HR chatbots can help HR and recruiting leaders to rebuild their strategies and also understand the overall benefits of using HR chatbots.


What is an HR chatbot and how is it useful?


So, what exactly is an HR chatbot? An HR chatbot is a virtual assistant that can conduct human-like interaction with candidates and company employees at any time for almost anything. But these chatbots are not limited to just creating conversations with the user. HR chatbots help in automating recruiter/HR tasks like interview scheduling, candidate screening, answering simple candidate queries, such as the application status or basic questions about the company culture, policies, etc. Two major highlights of using HR chatbots are – one, there are no time constraints and all queries and tasks can be completed anytime of the day. Second, such chatbots allow communication via a conversational interface like SMS, website or any other messaging application like Whatsapp. 


AI based HR/ recruiting chatbots are now part of the routine organizational functions with its cool advantages that adds value to the HR responsibilities. Here is a list of some of the advantages for the organization and the HR professionals by using HR chatbots:


 1.Reduce recruitment costs and time to hire


Chatbots now play a vital role in reducing the recruiting and employee costs. If companies invest in the right chatbots or recruiting software, there is room for reducing expenses in the recruiting activities. With features like candidate screening and video interviews being handled via chatbots, the cost and time to hire a new employee is considerably reduced. For candidate queries or process related information, since chatbots will have access to the company knowledge base, can quickly provide the required information that will increase the accuracy and lower the operational costs.


2. Increases HR efficiency

Based on certain studies at IBM, around 80% of customer service questions can be easily answered by a chatbot. This is applicable in the case of potential candidates and existing employees. Powered by AI, HR chatbots are now capable of processing numerous questions in parallel at lightning speed. Such speed and accuracy of the chatbots saves a lot of HR specialists’ time and thereby increases the overall efficiency. HR chatbots definitely minimize a lot of tasks off the plate for the HR/recruiting department.


3.Enhances Candidate Experience


HR chatbots enable instant, 24/7 human-like candidate interactions without the need for recruiters to take time out of their day. As candidates receive constant support throughout their recruiting journey, it creates a positive experience for the candidates. If the organization ensures that the talent pipeline is treated with value and all the required support is provided for the candidates, then it is sure to enhance the candidate experience.


According to studies by Allegis, 66% of candidates are comfortable in interacting with a chatbot for any support needed. This indicates that having a chatbot implemented to engage with the talent pipeline, creates a better experience for the potential candidates.

4. Improve onboarding experience


A strong and a well-planned onboarding process means the best way for recruits to know one another and learn how to communicate effectively. If a proper onboarding program and induction activities are enabled for new hires, it is the beginning to a great employee experience. Using HR chatbots, allows onboarding to be easier for the recruiters to manage, even if it needs to be done remotely.


5. Builds employer reputation


Organizations that invest in automation and chatbot applications, are now viewed as innovative, which enhances the overall brand image. Using a recruiting or HR chatbot to communicate with candidates adds some extra stars to the overall brand reputation. When chatbots communicate with candidates on FAQs about job training, available openings, and any other queries, it shows how much the company values its potential future employees and builds a better talent market perception.


6. Provides quick feedback


Whether it be recruiting or employee activities, knowing what your people think is crucial. Post recruiting, it is almost impossible to know what your candidates feel about the recruiting process and it’s even more difficult to know what each and every employee in your organization has to share. Chatbots are found to be more comfortable for candidates and employees to share their feedback on any activities in the organization. Also, for the HR leaders, collecting feedback becomes way easier when compared to sharing forms for your people to fill out. Quick and unbiased feedback can be easily collected via HR chatbots.


7. Automates recruitment activities


Leveraging HR chatbots and right recruitment software enables HR specialists to engage with the talent pool, match, screen and schedule interviews for matching candidate profiles and also to manage employee leaves, payroll etc. Automating administrative tasks saves time, effort and helps HR professionals to focus on other areas that might require more attention.


8. Increases career site conversions


If there is a chatbot implemented in the career site, it helps people who land on the career page to get their key questions answered and even guide them to their matching job openings.

Researches indicate that there has been a great increase from 5% of traffic to the ATS before implementing a chatbot to about 7%. Chatbots can be more effective than job boards, job ads to attract new talent to your brand.

9. Better quality of applicants


It is important for hiring teams to ensure that the quality of applicants is high at all times. With chatbots, it’s easier to convince A-level talent to apply for job roles by answering candidates’ queries and directing them to the right place in the career portal.


Studies show that generally application rates increase from 1% to 3% in certain companies by the use of HR/recruiting chatbots that are capable of conducting candidate assessments.

10. Enables remote work


When the whole world adapted to a new way of living with COVID-19, remote work has become the new normal in the workspace.

The 24/7 support provided by chatbots through stored knowledge can interact with the employees working remotely and help them work in a less stressful environment.


Wrapping up!


For all the HR and recruiting leaders, this is the time to act! With remote work in place and more importance given to workplace communication, it is clear that if you are nor integrating HR chatbots in the workflow, you will not stay on top of the competition. From lowering recruitment costs to increasing brand reputation and maintaining employee engagement, HR Chatbots are the much-needed personal assistants. HR professionals should capitalize on chatbots and keep the employees and candidates delighted. Companies should define their business requirements and identify use cases that can be supported by HR chatbots. The chatbot performance should be measured, reviewed and necessary alterations made in a timely manner to maximise the desired ROI. HR chatbots with their flexibility and capabilities, have become a valuable resource for HR people and will be an inevitable part of the HR system in the future.


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