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From boosting engagement to improving efficiency in HR processes, HR chatbots are here to stay. Our world keeps moving online, and work is no exception. A hybrid workplace makes building rapport more challenging for employees, and new hires may feel overwhelmed and have trouble getting up to speed.
By leveraging AI in HR, chatbots are not only enhancing operational efficiency but also improving employee engagement, making them an essential tool for organizations looking to stay ahead.
What are HR chatbots?
An HR chatbot is a specialized type of chatbot designed to support various HR functions within an organization. It harnesses the power of AI to converse with employees or prospective employees to drive the digital employee experience. They use natural language processing to converse with users via websites, apps, phones, and other messaging applications.
What are the four types of chatbots?
There are four main types of chatbots that organizations can utilize, each offering unique advantages:
1. Rules-based chatbots
Rule-based chatbots operate through a predetermined set of rules and workflows. Suitable for answering FAQs and simple queries, they follow a specific script and respond to questions in a manner that is dictated by these rules. Unlike AI-driven chatbots, rules-based chatbots do not have self-learning capabilities; they can only handle scenarios they have been explicitly programmed to address.
2. AI chatbots
AI chatbots leverage machine learning and natural language processing (NLP) to understand and respond to user inputs in a more natural, flexible, and conversational manner. Some strengths of AI chatbots are that they can personalize interactions based on user data, preferences, and past interactions to provide a more tailored experience. Its ability to self-learn and handle more complex interactions enables continuous improvement and engagement.
3. Hybrid chatbots
Hybrid chatbots combine the simplicity of rules-based chatbots and the advanced capabilities of AI-driven chatbots to create a more versatile and effective conversational agent. For example, repetitive tasks like answering FAQs or processing transactions, the chatbot uses a rules-based system to ensure quick and accurate responses when the situation is well-defined.
4. Voice bots
Voice bots are designed to interact through spoken language rather than text, providing a more natural and user-friendly experience for employees. These bots use speech recognition technology to understand and interpret spoken language, allowing users to engage with them through natural conversations.
Why use HR chatbots?
Chatbots work because so many people are already familiar with digital communication. In fact, Gartner predicts that by 2027, chatbots will become the main customer service channel for nearly a quarter of businesses.
HR chatbots provide an always-on channel for employees to communicate with your organization. This empowers employees to provide valuable feedback anonymously at any time. HR chatbots make giving feedback an ongoing conversation, providing managers with the data they need to institute meaningful changes quickly.
HR chatbots integrations
Chatbot integrations are essential for maximizing the utility and functionality of HR chatbots within an organization. By integrating HR chatbots with other core systems such as Human Resource Management Systems (HRMS), Customer Relationship Management (CRM) software, and communication platforms like Slack or Microsoft Teams, organizations can create a seamless experience for both employees and HR teams.
These integrations enable chatbots to fetch and update employee records, streamline onboarding processes, and provide instant access to essential company resources. Plus, connecting chatbots to performance management systems and cloud-based software, like Workday, allows for real-time feedback and continuous performance tracking.
This integrated approach ensures that employees can interact with HR processes and receive the support they need without having to navigate multiple systems, thereby simplifying their workflow and enhancing overall engagement.
Benefits of AI Chatbots for HR
AI chatbots offer significant advantages for HR departments, such as:
- Increased efficiency: AI chatbots can automate repetitive tasks like answering FAQs, scheduling meetings, and managing HR inquiries while reducing the likelihood of human error. This automation allows HR leaders to focus on more strategic and value-added activities like employee engagement, talent development, and organizational planning, thus enhancing overall HR productivity.
- Enhanced communication: Available around the clock, AI chatbots ensure that all employees receive consistent and up-to-date information about HR policies, procedures, and company news. This consistency is crucial in large or geographically dispersed organizations, where miscommunication or information gaps can lead to confusion, non-compliance, or dissatisfaction.
- Improved onboarding: AI chatbots can serve as virtual guides throughout the onboarding process, helping new hires navigate company policies and complete necessary paperwork. By providing timely, accurate information and answering common questions, chatbots reduce the stress often associated with starting a new job and enable new employees to become productive more quickly.
- Personalized insights: AI chatbots can use data such as the employee’s role, location, department, and previous interactions to provide personalized and relevant responses. For example, an AI chatbot can offer a tailored onboarding process by offering specific information about the employee’s role, department, or location, thereby making new employees feel valued and understood right from the start.
- Boosted employee engagement: From providing accessible HR support for both hybrid and remote employees to offering a personalized approach to learning and development, AI chatbots can significantly improve the efficiency and responsiveness of HR operations.
How to improve employee experience with HR chatbots?
HR chatbots can dramatically improve employee performance and the bottom line — when used effectively. Here are two of the most impactful ways to use HR chatbots.
Collect and understand employee feedback
Performance management is one of the top areas where organizations are using AI to support HR-related tasks, and collecting employee feedback is a critical step in this process. Many enterprises still rely on the dreaded annual survey to obtain feedback from their employees. These surveys take a significant amount of time to analyze, so the results are no longer actionable by the time the process is complete.
HR chatbots can replace annual surveys with real-time reactions and suggestions. The best chatbots make soliciting feedback casual and intuitive, asking employees to communicate how they are feeling with a simple emoji. Through anonymous and real-time feedback, chatbots can surface negative team dynamics that supervisors may not be aware of, and leaders can use chatbot data to inform how they confront these problems.
Stay connected with remote employees
It’s no secret that HR professionals are struggling to engage employees who are now working from home. Remote employees can feel lonely and detached from the goings-on at your company, but HR chatbots help bridge the gap. Chatbots promote interaction by letting all employees connect with HR at any time and asking thoughtful questions about how employees are feeling.
You can make HR chatbots available on any channel, 24/7, so remote employees are never left isolated. Consider customizing your chatbot to pop up on your intranet or on messaging apps that employees use, like Slack or Teams, to further increase engagement.
Overcoming HR chatbot challenges
Of course, implementing an HR chatbot isn’t as simple as snapping your fingers. Confidentiality is just one of many issues that are sure to be on employees’ minds when they first use the chatbot. The good news is that HR teams know a thing or two about privacy. In fact, they deal with sensitive data all the time. Opt for a chatbot with built-in encryption and permissions systems to authorize specific individuals to view and act on confidential information.
HR teams might be worried that most bots can only help them so much. When a bot can’t assist an employee, it immediately routes the inquiry to a human, only creating more work for HR. That’s why you should look for an AI-based chatbot that learns over time. They’re programmed to learn employee preferences and patterns over time to provide data-driven recommendations. These suggestions empower both managers and employees alike.
Open a 24/7 feedback channel with an HR chatbot
HR chatbots are a game-changer in the world of engagement. They serve as a much-needed outlet for employees and offer additional insights to managers looking to understand what makes each member of their team tick.
The key to unlocking these benefits is choosing the right engagement software. Achievers Listen is an employee feedback platform that integrates with Otto, a generative AI-powered HR chatbot. Otto delivers personalized, 24/7 support, engaging employees through interactive conversations. With Otto’s ability to learn and adapt, employees receive tailored answers instantly and efficiently, all while ensuring their data is kept secure with state-of-the-art encryption.
Listen to your employees today
HR chatbots work best when they’re part of a larger employee engagement strategy. By building an employee-focused culture and tapping into real-time feedback, you can create a workplace that continuously improves.
With innovative employee feedback tools from platforms like Achievers, you can effortlessly gather insights through employee surveys, analyze data, and get clear guidance on how to take action — helping you foster a more engaged and connected workforce.
