Transform HR workload with powerful automation tools

As HR professionals, we know the demands are endless. Between screening candidates, handling payroll, managing documents, and answering employees’ daily questions, it can feel like we’re constantly pulled in every direction, with little time left for strategic work or meaningful interactions.

But what if there was a way to reclaim those hours and make space for the work that really matters—connecting with employees, building a positive culture, and supporting the team’s growth? With the right tools, AI, and automation, HR can shift from constant admin to a more people-focused role, leaving behind repetitive tasks that drain time and energy.

In this guide, we’ll explore practical ways to reduce HR’s daily admin load. Starting small with tools that integrate smoothly into current workflows, we’ll show how AI and automation can simplify the workload and free up HR to focus on what makes the most impact.

pain point 1: the constant overload of administrative tasks

For most HR teams, the majority of the day is consumed by administrative work, which leaves little time for strategic projects or connecting with employees. Tasks like manually screening CVs, processing payroll, and managing document signatures are essential but repetitive and often feel endless.

Here’s how to start lightening the load with tools designed to streamline these tasks.

candidate screening with HireVue (pilot project) Sorting through CVs can be one of the biggest time sinks for HR teams. Manually reviewing applications for each role is necessary but often overwhelming. HireVue offers AI-powered candidate screening to simplify this process, highlighting qualified applicants based on specific criteria.

• getting started: HireVue offers a free trial, so you can test its screening capabilities for one role or department during peak recruitment times. It integrates easily with popular Applicant Tracking Systems (ATS) like Greenhouse and Workday, so it won’t disrupt current workflows.
• outcome: HR teams have reported up to 50% time savings on CV screening, freeing up hours each week to focus on candidate engagement. Key metric to track: hours saved in screening time.
• real-world testimonial: “Using HireVue saved us around 8 hours per week during peak hiring, allowing us to engage more thoughtfully with candidates,” says an HR lead at a retail firm.

payroll processing with Gusto (free trial) Payroll is another task that takes up substantial time for HR teams. With payroll processing, benefits tracking, and accuracy checks, it’s detail-oriented work that’s perfect for automation. Gusto handles these processes, reducing manual entry time and ensuring accuracy.

• getting started: Gusto offers a one-month free trial, so you can trial it for an upcoming pay period to see how it fits into your current payroll flow. It integrates smoothly with finance platforms, keeping everything in one place.
• outcome: Companies using Gusto report a 12-hour reduction per pay period. Key metric to track: time saved and error rate reduction.
• real-world testimonial: “Gusto cut our payroll time by half, and we had more hours to dedicate to supporting our team,” shares an HR manager at a growing small business.

document management with DocuSign (test run) Managing and signing documents can be surprisingly time-consuming. DocuSign simplifies the process by digitizing documents and signatures, eliminating the need for physical paperwork.

• getting started: DocuSign’s trial lets you test its document management for employment contracts, policy acknowledgments, and other HR forms. It integrates with systems like SAP and Oracle, so there’s minimal setup.
• outcome: HR teams report saving up to 10 hours weekly by going digital with DocuSign. Key metric to track: hours saved in document handling and signature turnaround time.
• real-world testimonial: “DocuSign helped us complete signatures 70% faster, which sped up our onboarding process significantly,” notes an HR director at a mid-sized company.

pain point 2: the flood of routine employee support requests

From benefits questions to time-off tracking, HR teams are often bombarded with repetitive support requests that, while important, can divert focus from more strategic work.

ServiceNow for self-service (free pilot) Many HR teams find that ServiceNow offers an AI-powered self-service portal for employees, reducing the volume of repetitive questions HR receives.

• getting started: ServiceNow offers trial programmes, so you can test it with a single department or team. Track how many questions it answers successfully.
• outcome: One financial firm reported a 40% reduction in support requests after implementing ServiceNow, freeing up time for HR. Key metric to track: reduction in employee queries to HR.
• real-world testimonial: “Our self-service portal took care of frequent queries, allowing us to focus on team initiatives rather than answering questions all day,” says an HR specialist at a large organization.

onboarding made personal with Talmundo (trial for new hires) A strong onboarding process is essential for employee engagement but often requires HR to manage repetitive tasks. Talmundo creates personalized onboarding journeys that help automate these tasks, ensuring a welcoming experience for new hires.

• getting started: Test Talmundo’s onboarding for a few new hires, covering tasks like document uploads and training schedules. It integrates with systems like SAP SuccessFactors, so setup is straightforward.
• outcome: A retail company found that using Talmundo made onboarding faster and more personal, while saving HR countless hours. Key metric to track: employee satisfaction during onboarding and hours saved by HR.
• potential drawback: Initial setup can feel detailed with so many personalization options, but many HR teams find it becomes easier after the first setup.

FAQ chatbot for routine HR questions (custom trial) A custom FAQ chatbot, powered by tools like ChatGPT, can reduce repetitive HR queries by answering employees’ most common questions.

• getting started: Set up a basic FAQ chatbot to cover frequent questions on policies and benefits. Test it with a single team for a month and track the number of resolved queries.
• outcome: One mid-sized law firm reduced their HR queries by 60% after launching a chatbot. Key metric to track: reduction in HR queries and employee satisfaction with the chatbot.
• real-world testimonial: “Our FAQ bot saved us hours each week and helped employees get answers instantly,” says an HR coordinator at a finance company.

pain point 3: integration worries when adopting new tools

HR teams often worry about the time and hassle of integrating new tools. It’s essential that any new technology fits in seamlessly with existing systems and workflows. The good news? Many tools today are designed to be compatible with commonly used HR platforms.

1. automatic updates across systems Tools like HireVue, Gusto, and ServiceNow work with popular HR and payroll systems, so new data entries, such as new hires, reflect across platforms automatically.
2. one-login access (single sign-on) Single sign-on (SSO) compatibility with systems like Microsoft Azure and Google Workspace makes tool access easy and secure for HR teams and employees.
3. regular reviews and adjustments Quarterly check-ins help HR teams assess what’s working, where adjustments are needed, and gather feedback. Regular reviews ensure each tool continues to meet the team’s needs and delivers value.

addressing concerns: privacy, learning curve, and adaptability

While AI and automation can transform HR’s workload, it’s important to consider some initial challenges, such as the learning curve, privacy and data security, and adaptability. Many tools offer training resources, support, and privacy standards (e.g., GDPR compliance) to help ease these transitions. For example, Gusto uses encryption to protect payroll data, and DocuSign complies with GDPR standards to secure sensitive employee information.

ready to take back your time? practical next steps for your HR team

Imagine a day where you have more time for the work that drives engagement and culture. Here’s a straightforward plan to see how automation can help HR spend less time on routine tasks and more time on meaningful interactions:

build on your success gradually: Once you’ve seen results, expand gradually. Test the tool with more roles, departmentsgage, and grow your people. So, why not give it a try? Your team, and your calendar, might just thank you.

identify your top admin pain point: Start by considering the one task that consumes the most time each week—whether it’s sorting CVs, managing payroll, or fielding employee questions. This task is a good candidate to start automating.

choose a tool and sign up for a free trial: Based on your top need, sign up for a free trial of a recommended tool—like HireVue for candidate screening or ServiceNow for self-service HR. Many of these tools provide onboarding support to help you get started.

try it out with a small group or task: Use the tool for a specific team or task. For example, test HireVue with one role’s applicants or ServiceNow with a single department’s support queries.

measure the impact and gather feedback: Track time saved, reduction in routine tasks, or employee satisfaction. Small improvements reveal where the tool is making a difference.