Data-driven HR workflows: How to create effective processes

For years now, we’ve been hearing the same stories – high turnover rates, new hire resignations, workplace discrimination, and more. These challenges seem to resurface time and again in organizations of all sizes and industries.  

But why do these issues persist? 

The truth is many companies are already aware of these problems. They have data on resignations, diversity gaps, and employee dissatisfaction. Yet, despite having the information, they sometimes fail to identify them and take meaningful action.  

This means, they aren’t leveraging this valuable data to improve onboarding processes, or improve any other human resource related processes. 

95% of my assets drive out the gate every evening. It’s my job to maintain a work environment that keeps those people coming back every morning.”

– Jim Goodnight, CEO of SAS Institute.

At the end of the day, HR is the thread that connects people to the business throughout every stage of the employee lifecycle.  

However, to truly become this thread, HR must first create or improve processes for effectiveness. To do that, they need to start using the data they already have to optimize their workflows.  

Every HR workflow is tied to specific data points, making it possible to turn information into actionable insights. 

When recruiting, for example, HR departments can gather data on which job boards yield the highest quality candidates, where they might be overinvesting resources, and where untapped opportunities lie.  

Relying on such data ensures that each workflow, from onboarding to performance reviews, is anchored in real-time insights. This makes HR decisions more objective, effective, and strategic. 

Turning data-driven workflows into effective processes: The step ladder model 

We’ve designed the Step Ladder Model to help HR teams and organizations focus on two key components:

• Being data-driven in managing workflows  
• Utilizing that data to create more effective processes 

When managing basic HR workflows, like shortlisting candidates from a pool of applicants, or setting up onboarding processes for new hires, they have access to important HR data. This data can reveal how long it takes on average to shortlist candidates, its efficiency, how often these hires quit, and so on. However, to have access to this data, organizations must first be intentional to adopt a data-driven mindset.  

This data will further help HR improve their processes, in this case shortlisting candidates for better candidate quality, or shorter time, for example. 

The below Step Ladder Model lists down clear steps to implement the above: 

Define core metrics – > Clarify priorities 

To improve any HR process, the first step is to define the core metrics associated with each workflow. These metrics could include KPIs like time-to-hire, engagement scores, retention rates, and diversity metrics. This helps HR teams focus on specific areas that need attention and improvement.  

Let’s consider that the data revealed the time to hire is longer than industry benchmarks, HR can prioritize to optimize this metric. This involves analyzing stages in the recruitment process and identifying bottlenecks.  

Integrate data collection tools – > Improve process efficiency 

HR technology enables organizations to automatically gather and centralize data across key areas like recruitment, onboarding, and performance management. This integration provides real-time access to the most important data, enabling HR teams to respond quickly. This helps target the right processes, facilitate the creation of new ones, and improve process efficiency. 

However, data can sometimes be lost or rendered incomplete when isolated within different HR workflows.  

Automate key decision points – > Ensure consistency  

From managing recruitment to performance evaluations and attendance tracking, every decision impacts the organization. So, how can HR leaders ensure that these key decisions are handled consistently and effectively? The answer lies in automation! 

Consider an organization that implemented an automated performance management tool that prompts managers to complete quarterly reviews and provides them with predefined templates. This structure ensures that feedback is delivered regularly and consistently.  

Create real-time dashboards – > Promote agility 

Imagine having all your vital HR data at your fingertips, presented in a way that’s not just easy to read but also easy to act upon.  

Real-time dashboards allow HR professionals to monitor key metrics as they happen. Whether it’s tracking the number of open positions, candidate pipeline statistics, or employee performance metrics, these dashboards offer a quick bird eye view on what’s working and what’s not.  

This immediate access enables HR to make quicker decisions and adjust their recruitment onboarding processes. This is how such a dashboard would look like: 

Segment data by key groups – > Personalize processes 

Think of data segmentation as key to transforming generic processes into personalized experiences. When you break down metrics by department, you can design processes and make interventions that resonate with specific groups.  

For example, rather than using the same criteria for every employee, HR can segment performance metrics based on roles. An individual contributor may need different feedback compared to a team leader. This greatly helps the organization to provide targeted coaching, development opportunities, and recognition that feels personal and relevant. 

Utilize feedback loops – > Foster continuous process improvement 

Managers know their employees best, and employees understand their teams’ dynamics. Tapping to this data can be a game changer to measure what’s working and what’s not. Employees can provide insights into their experiences during onboarding, performance reviews, and even day-to-day interactions. Meanwhile, managers can offer a broader perspective on productivity and areas for development. 

Such feedback loops also create a culture of open communication. This way, employees feel valued and heard, while the management gets insights into how processes are perceived. 

The Step Ladder Model in action: An example 

For example, let’s say a company is facing major issues with its recruitment process, which took 45 days to find a hire and candidates unfit for the culture, resulting in turnover. Hence, the organization decided to invest in an HR solution that streamlined their processes, so HR could focus on finding top talent and improving retention. 

These are the metrics the HR will be monitoring and improving: 

• Quality of hire  
• Candidate satisfaction 
• Time to hire 
• Retention rates 
• Source of hire 
• They integrated an (ATS) to collect data from various channels—like job boards, social media, and employee referrals—and found that social media led to higher-quality candidates and quicker hiring.  

The real-time dashboards helped them analyze hiring trends, revealing that certain job boards were underperforming. This prompted them to adjust their talent acquisition process by reallocating budget to more effective channels and streamlining the screening process by prioritizing social media and automating initial communication, resulting in a reduced time to hire and enhanced candidate experience as well. 

See how Keka seamlessly integrates the Step Ladder Model

Take the next step on the ladder 

The example we explored above highlights the transformative power of the Step Ladder Model in action. Now, imagine being able to implement these strategies seamlessly with the right tool. Keka is an HR solution that streamlines your processes and enables your team. The ATS helps you gather and analyze data from multiple channels with ease, allowing you to pinpoint what works and what HR processes need adjustment. 

Ready to overcome HR challenges and create a thriving workforce? Visit Keka today to discover how it can help you!