How to Use AI in HR (Use Cases & Tools)

How to Use AI in HR (Use Cases & Tools)

In many organizations today, the human resources department still operates in a reactive mode. Many activities and actions are prompted only after certain events have occurred. Not ideal, especially in a fast-changing and digital workforce.  But it’s not because your HR team doesn’t care. They’re just too bogged down by administrative tasks or focused on scheduling interviews, processing paperwork, sending reminders, and other repetitive activities. 

AI tools for HR can help change things for the better. They can take over day-to-day activities, including payroll and benefits administration, recruitment flows, employee retention, etc. This allows your HR teams to focus on key activities, such as analysis of employee feedback, talent development, and improving company processes. Using these HR automation tools helps organizations save time and money. Additionally, it reduces the impact of human errors and personal bias in the workplace and promotes a nurturing environment. 

So, can AI truly unlock new possibilities for your human resource processes? In this guide, we will explore how to use AI in HR to build a future-proof HR department and thriving work environment.

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Understanding AI in HR

Artificial intelligence (AI) encompasses a range of technologies that enable machines to simulate human intelligence. AI can analyze vast amounts of data, identify patterns, and automate tasks, freeing up HR teams to focus on strategic initiatives. This is creating a seismic shift of sorts. 

AI is being used to automate tedious and repetitive manual processes, enable data-driven decision-making, and create a healthy employee experience. 

This has some key advantages for companies, including:

  • Improved talent acquisition process: With AI tools for recruitment, you can search a wider candidate pool and identify the ones with the most relevant skills. This translates into faster hiring cycles, reduced costs, and a higher-quality workforce
  • Enhanced employee retention: A happy and engaged workforce is a productive one. AI can help you identify potential flight risks and proactively address their concerns. Additionally, AI-powered tools can personalize employee development plans and foster a culture of continuous learning, boosting employee satisfaction, retention, and career development. Many organizations today also use AI tools to engage employees and do regular pulse checks
  • Data-driven workforce planning: HR technology powered by artificial intelligence can analyze employee performance based on their skills, outcomes, and other parameters. This proactive approach allows you to develop targeted talent acquisition strategies and upskilling programs, understanding employee expectations from these exercises
  • Reduced administrative burden: AI technologies can take over basic and repetitive HR tasks like scheduling interviews, sourcing candidates, onboarding employees, etc. Human resources teams can then be more about employee engagement, upskilling, and building the most successful acquisition and retention strategies
  • Mitigating bias in HR processes: Unconscious bias can creep into various HR functions, hindering diversity and inclusion efforts. AI can help reduce bias by evaluating individuals based on objective criteria, leading to a more diverse and equitable workplace
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How to Use AI in HR for Different Use Cases

It’s important to remember that AI does not replace human expertise. HR professionals bring invaluable human qualities like empathy, judgment, and critical thinking to the table. As per a recent survey, 49% of organizations use AI in HR and see it as an enabler for their human workforce.

Leveraging AI as a powerful tool, HR professionals can focus on what they do best—building relationships with employees, fostering a positive work culture, and driving strategic initiatives that propel the business forward. Here are some of the core human resources processes where HR technology and artificial intelligence make a winning combination:

Recruitment processes

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Track your recruitment activities and workload with customizable ClickUp Dashboards

One major area where AI is being used for human resource planning is in the hiring and recruitment process. It  can streamline the process significantly by focusing on specific areas like: 

  • Resume screening and candidate matching: AI-powered resume screening tools can analyze resumes for keywords, skills, and experience levels, filtering out unqualified candidates and saving HR professionals countless hours. Think of them as ATS on steroids! These tools can also leverage advanced algorithms to match candidates to specific job descriptions, ensuring a closer fit between qualifications and requirements. This way, hiring managers can focus on key decisions rather than scanning every résumé
  • Building a diverse talent pool: AI can remove unconscious bias from recruitment by evaluating candidates objectively based on the job description. This allows HR teams to attract a more diverse pool of qualified candidates
  • Engaging candidate experience: AI chatbots can handle initial candidate inquiries and answer frequently asked questions. They can also schedule interviews automatically by syncing with AI meeting tools. This frees up HR professionals to interact with shortlisted candidates and create a positive first impression of the organization
  • Predictive analytics for hiring success: Artificial intelligence can examine past hiring records to spot trends and forecast which applicants will succeed in a given position. This allows HR professionals to make data-driven decisions and target their recruitment efforts toward high-potential candidates

Unilever, a global leader in consumer goods, has been in the news for its use of AI in HR processes, especially in areas like recruitment and assessments. The company, which had to sift through 250,000 applications to zero in on 3500 individuals for the final rounds, decided to use AI for their assessments. To improve their assessment and testing methodology, they used AI to:

  • Gamify assessments: Unilever partnered with Pemetrics to use its game-based platform to assess candidates’ problem-solving, logic, and risk-taking abilities through fun, interactive games. This not only brought out applicants’ natural abilities but also significantly reduced stress for them, allowing them to showcase their true potential
  • Video analysis for interviews: Unilever worked with Higher View to create a video intelligence platform to analyze candidates’ nonverbal cues, such as body language and tone. This helped Unilever go beyond resumes and make more informed hiring decisions

The outcome? Unilever saved an astounding 50,000 hours in candidate interview time over an 18-month period. This helped them achieve a cost saving of £1 million annually. Moreover, they achieved a remarkable 16% increase in hiring diversity. With a 96% candidate completion rate (compared to the traditional 50%), it’s clear that the new approach was efficient and engaging for all involved!

Everything you need to organize your recruiting process, resourcing, and onboarding is available in the Clickup Recruiting and Hiring Template

The ClickUp Recruiting and Hiring Template is a comprehensive toolkit that can help you streamline your processes for sourcing candidates. With features allowing for easy job postings, efficient candidate tracking, standardized interview scorecards, and streamlined job application forms, it brings simplicity and efficiency to your hiring procedures.

Onboarding & training processes

Employee onboarding is a crucial process for any organization, for it sets the tone for a new employee’s experience and expectations from the company. In addition to knowledge base and onboarding workflows, AI can make this journey more personalized and exciting. This can include:

  • Personalized onboarding programs: AI can leverage data from employee profiles and job roles to create personalized onboarding experiences. This could include tailoring learning materials to the candidate’s role, setting up introductions with colleagues, and providing targeted resources to ensure a smooth transition
  • Customized learning and development: AI can analyze an employee’s skills, knowledge gaps, and career goals to recommend personalized learning opportunities. This ensures employees receive the training they need to excel in their roles and continuously develop their skillsets

With ClickUp Brain, your entire team can gain an AI-powered assistant that provides accurate and instant answers based on context. This assistant can scan information from all your organizational files and documents, including Wiki, Docs, Projects, Tasks, and other areas. Thus, when your new hires have specific questions, the AI assistant can give accurate answers, saving your team members time.

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Use ClickUp Brain to ask your HR-related questions, find documents, gain insights into organizational processes and any other company-related information

Performance management

Traditional performance reviews often take a reactive approach, with employees receiving feedback only at the end of the year or right before appraisals. This process can often seem time-consuming and negatively impact both employees and managers. 

With AI tools, this process can be made smoother and more efficient by focusing on aspects like:

  • Data-driven feedback and continuous improvement: AI can analyze data, including performance metrics, goal progress, and employee self-assessments. This data can be used to generate objective and insightful reports, highlighting employee strengths and areas for improvement. For example, AI could raise an early alarm if it detects a noticeable departure from expected goal achievement. Such data-driven insights empower managers to provide more targeted and actionable feedback, removing any chance of bias from seeping into assessments
  • Real-time coaching and feedback: AI-powered performance management systems can facilitate a more frequent feedback loop. Imagine receiving real-time feedback on performance throughout the year rather than waiting for a single annual review. This fosters a culture of continuous improvement and helps employees to course-correct and adapt their behaviors as needed

Administrative tasks & workload management

HR professionals often find themselves bogged down by administrative tasks. AI can automate these repetitive processes, freeing up valuable time for more strategic initiatives:

  • Scheduling and interview management: AI-powered scheduling tools can automate interview scheduling, reducing back-and-forth communication for both candidates and hiring managers
  • Leave management and benefits administration: AI chatbots can answer employee questions regarding leave policies and benefits, reducing the administrative burden on HR teams

Acme revamped its hiring process with an AI-powered recruitment platform, replacing the outdated manual system that cost them top talent. This innovative solution automated tasks like resume screening and interview scheduling, leading to impressive results:

  • Qualified candidates surged by 63%
  • Time-to-hire plummeted by 55%
  • Offer acceptance rates increased by 47%

Employee engagement & retention

HR leaders are expected to understand and buoy employee sentiment and engagement levels. However, HR may face a communication gap with employees in large organizations or distributed teams. To fix this gap, HR teams can use machine learning to analyze data from 360-degree surveys or anonymous feedback forms.

Gain insights into employee sentiments and thoughts using the easy-to-use Employee Feedback Template on ClickUp

Pro Tip: Use the Employee Feedback Template on ClickUp to establish a forum for open discussions between managers and staff. With this template, you can:

  • Gather meaningful feedback from employees
  • Track employee sentiment over time with powerful visualizations
  • Build a culture of transparency and trust between employees, management, and HR teams

With deeper analysis, HR teams can gauge employee sentiment and make amends accordingly. This allows them to address employee concerns proactively and cultivate a more positive work culture.

AI can also enable more personalized communication with employees based on their interests, needs, etc. For example, it can scan employee databases for upcoming birthdays, anniversaries, and other important events. It can then send targeted messages to the respective team members. This helps the talent team recognize individual contributions and improve their employee engagement processes. 

Employee wellness & mental health

Employee well-being and mental health are no longer a secondary concern of organizations. Today, HR teams must also work on policies and enforcement of procedures that impact overall employee health. By implementing AI tools with employee wellness software, organizations can improve employee well-being in multiple ways, such as:

  • Identifying early signs of burnout: AI can analyze employee communication patterns, hours worked, and work output to identify potential signs of burnout. This allows HR professionals and managers to intervene early and provide resources and support to struggling employees. Teams can also make proactive decisions and encourage overworked employees to take breaks. This helps address work-life balance concerns
  • Personalized mental health resources: By analyzing employee demographics, work styles, and individual preferences, AI can recommend personalized mental health resources and support programs. This could include suggesting mindfulness apps, connecting employees with relevant workshops, or providing access to Employee Assistance Programs (EAPs)
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Using AI Software for HR

The potential applications of AI in HR are constantly evolving. As AI tools continue to develop, we can expect to see even more innovative use cases emerge in the future. However, AI adoption is more than just about technology; HR management must also ensure they use these advanced technologies well.

Here are a few key HR automation trends fueled by AI, which can upgrade human resource processes:

1. From reactive to predictive HR

With AI-powered HR management tools, organizations can transition from reactive to predictive human resource management, leveraging AI to unlock crucial insights hidden within their employee data.

Take, for example, Praisidio’s AI-based platform that helps HR teams with workforce planning and analysis. The platform collates your data and allows you to use predictive workforce planning insights to make the right decisions. You can ask questions to the AI chatbot, audit your processes with a drill-down of each problem or issue, and drive higher performance. By using AI in HR, the tool has helped organizations to:

  • Deliver 100x faster turnaround compared to manual processes
  • Lower costs to 1/10th the cost of legacy people analytics software
  • Provide instant answers to talent-related business questions

Thus, organizations can go from reactive to proactive by correctly using their data and employee insights. This is where an all-in-one platform like ClickUp comes in. It is a comprehensive solution that seamlessly integrates AI with powerful task management features designed to empower HR teams.

ClickUp for Human Resources Teams is a complete HR management software providing HR teams the ability to:

  • Promote and track employee performance, engagement, and development with customizable views and dashboards
  • Streamline the recruitment pipeline by using advanced features to organize candidate applications, filter relevant ones, and automate processes
  • Customize the HR system by adding custom fields to any view, custom statuses for your activities, automation workflows, reminders, checklists, templates, and more
  • Gather feedback and inputs from your employees to understand what they expect from your HR processes. Use ClickUp Forms to capture this information and store it in your system. With interactive and engaging feedback forms, you can boost response rates and ensure the employees can provide their insights in a well-defined format. You can even allow employees to provide inputs on certain sections anonymously, ensuring that their confidentiality is maintained

By creating a safe space for employee voices to be heard, HR can make data-driven decisions that lead to a more engaged, productive, and thriving workforce.

2. Create positive onboarding experiences

First impressions matter, and the employee’s first impression of your company sets the tone for the entire employee experience.  AI and HR management tools can help personalize employee onboarding journeys and improve overall experiences.

For example, instead of a basic walkthrough of all your HR documents and policies, you can build an onboarding and training template. This will give your employees a more standardized view of the entire HR knowledge base. This includes the HR handbook, policy documents, FAQs, and other materials. With ClickUp Docs and ClickUp Clips, you can create detailed walkthroughs and maintain all your onboarding documents in one place, making it easy for your entire organization to access this data.

Get started with creating your organization’s knowledge center using the ClickUp Knowledge Base template

You can use the ClickUp Knowledge Base template to craft your organization’s knowledge base. The template is designed to help you document and track HR policies, procedures, and processes, with the ability to:

  • Create a centralized source of information for your entire HR department and overall teams to access
  • Ensure that all HR managers and team members are up-to-date with the latest changes in HR policies and regulations

Pro Tip: Leverage ClickUp Tasks to assign onboarding to-dos and track progress seamlessly, creating a smooth transition for new hires.

3. Automate and streamline HR activities

While multiple ways exist to streamline administrative and repetitive activities, organizations often struggle with them, requiring human intervention even with automation workflows. Here, AI tools can be your assistant, making your human resource teams more efficient and saving time in the process.

For instance, if you want to write a company-wide email about a new initiative, why not use an AI writing assistant to help you refine your communication?

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Write, edit, and summarize content using ClickUp Brain, the advanced AI assistant within the platform

With ClickUp Brain, a built-in AI assistant, you can simplify time-consuming tasks, optimize processes, and gain valuable insights to improve the efficiency of your HR teams.

These powerful AI features can be leveraged with several HR activities, allowing your teams to:

  • Boost efficiency: Reduce manual workload with ClickUp Brain’s automation capabilities. Automate tasks like sending onboarding reminders, scheduling performance reviews, or routing requests to the appropriate team member
  • Make data-driven HR decisions: Analyze HR data within the ClickUp platform to identify trends and patterns. It can be your second brain, enabling you to use role-specific prompts to uncover insights. You can use it to identify potential flight risks, high-performing employees, or skills gaps within your workforce. These insights empower HR professionals to make informed decisions regarding recruitment, retention strategies, and talent development programs, improving overall HR outcomes
  • Personalize communication: Use generative AI to automatically change the voice and tone of messages or task briefs, ensuring that your communication is accurate and empathetic
Email generation using ClickUp Brain's AI writer
Generate emails within seconds with ClickUp Brain’s AI Writer

Additionally, ClickUp has several easy-to-use and free HR templates, enabling you to work faster and smarter. For instance, the ClickUp HR Handbook Template can help you create a comprehensive HR handbook with just a few clicks.

Leverage the ready-to-use ClickUp HR Handbook template to instantly get started with your employee training and management

The template helps you:

  • Gain access to up-to-date information on HR policies and procedures
  • Track employee behavior and performance
  • Provide clarity on benefits, leave allowances, and other details
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ClickUp: The All-in-one Platform For Modern HR Teams

Embracing AI in HR processes allows organizations to significantly improve their efficiency and decision-making and personalize employee experiences. With AI-powered project management tools like ClickUp, all organizational processes become easier and more effective. 

ClickUp helps HR teams keep pace with evolving organizational needs and thrive in a dynamic environment. Leveraging AI and a comprehensive suite of HR management features, HR professionals become strategic partners, driving a more engaged, productive, and future-proof workforce.

Ready to unlock the potential of AI in your HR department? Sign up for a free ClickUp account today and experience the future of HR management!

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