Effective HR service management is essential for supporting employees throughout their lifecycle. This guide will focus on HR-specific features in Atomicwork, such as setting up HR workspaces, creating journeys, and managing roles, to help streamline processes and improve employee experiences.
HR workspaces
HR workspaces in Atomicwork are designed to organize and manage the various services your HR department provides. This can include handling leave requests, benefits inquiries, onboarding processes, and more. You can choose to set up one or more HR workspaces.
If you have multiple HR workspaces, it would be ideal if each HR workspace is tailored to a specific function within the HR department, such as talent acquisition, employee relations, or payroll. This focused approach allows for more efficient service management.
For example, create a workspace specifically for talent acquisition to manage all tasks and requests related to job postings, candidate tracking, interview scheduling, and onboarding new hires.
Regularly review and update your HR workspaces to ensure they align with the current needs of the department. As roles and responsibilities shift, your workspace setup should evolve to reflect those changes.
Share employee-facing HR documents
Categorize and upload key HR documents like policy manuals, benefits information, and employee handbooks for the AI Assistant to learn from, enabling it to handle repetitive inquiries and reduce your team’s workload. For example, if your HR team frequently encounters the question "When is the next payday?", upload a spreadsheet with pay dates for the year categorized under Payroll Information. The Assistant will then instantly provide this info, freeing up your team. If your documents are hosted on platforms like Notion, SharePoint, or Confluence, you can connect them to Atomicwork, so the Assistant can access and learn from a single source of truth, eliminating the need for duplication.
Examples of HR documents to include:
Employee Benefits Overview - Upload PDFs that summarize health, dental, and retirement benefits, categorized under Benefits Information.
Leave Policy: Provide a detailed document on leave entitlements and procedures under Leave Management.
Tax Forms: Upload a set of tax forms along with detailed instructions on filing taxes under the folder Tax Information.
Set up the service catalog
The service catalog is the foundation of your HR service management setup. It lists all the services your HR team offers, making it easy for employees to request the support they need. Each HR workspace within your account can have its own service catalog, allowing the HR team to offer services that are directly relevant to their specific functions.
Start by defining the services provided by your HR team within their respective workspaces. For example, in the Employee Relations workspace, you might create service items such as Leave request, Performance review submission or Internal job application. A workspace dedicated to Talent Acquisition might include items like Interview scheduling or Candidate onboarding.
Ensure each service item includes a clear description and relevant fields to collect the necessary information from the requester.
Assign users and roles
HR roles in Atomicwork define who can manage specific tasks and services within the HR workspace. Properly assigning roles based on responsibilities ensures that tasks are handled by the appropriate team members.
HR admin: Manages the HR workspace, configures settings, and oversees HR agents.
HR agent: Handles day-to-day tasks such as managing requests, handling inquiries, and updating employee records.
Ensure that roles are assigned based on each team member’s responsibilities. This helps maintain efficiency and accountability within the HR department. For example, your HR manager might be assigned the HR Admin role, overseeing all activities in the HR workspace, while HR specialists are assigned as HR agents, managing specific tasks like benefits inquiries or payroll. Beyond individual roles, you can organize agents into groups to manage access to requests. Atomicwork supports three types of agent groups:
Open groups: All agents in a workspace can view, be assigned to, and update requests.
Restricted groups: Only agents within the group can fully edit requests, though other workspace agents can view them and add private comments.
Private groups: Only agents within the group can view and update requests. These are suitable for sensitive HR matters, such as payroll or executive HR issues.Use journeys to automate employee lifecycle events
Journeys in Atomicwork allow HR teams to create structured workflows that guide employees through various stages of their lifecycle, from onboarding to offboarding and everything in between. They can automate complex processes, ensuring that all necessary steps are completed in the correct order. This is particularly useful for managing employee lifecycles, where multiple teams and tasks are involved.
Here are some journeys that you can set up:
Employee onboarding: A journey that includes pre-boarding tasks (e.g., sending welcome emails), first-day activities (e.g., office tour), and follow-up tasks (e.g., 30-day check-in) as well onboarding tasks such as that includes tasks such as completing tax forms, setting up direct deposit, and scheduling initial training sessions. A sample onboarding journey is pre-built into Atomicwork to get you started.
Performance Reviews: Automate the performance review process by setting up a journey that includes steps like sending self-assessment forms, scheduling review meetings, and recording feedback.
Employee offboarding: Ensure a smooth transition when employees leave by creating a journey that includes revoking system access, conducting exit interviews, and processing final paychecks.
Parental leave management: Create a journey that helps manage the entire parental leave process, from initial request and approval to tracking leave days and coordinating the employee’s return.
Best practices to improve service delivery
Prioritizing requests: Ensure that critical HR requests, such as payroll issues or legal compliance matters, are prioritized to avoid delays in resolution.
Using SLAs: Implement SLAs for HR requests to set clear expectations on response and resolution times, ensuring timely support for employees.
Automating routine tasks: Use automations to handle routine HR tasks, such as sending out reminders for performance reviews or processing leave requests.
By leveraging HR-specific features in Atomicwork, you can streamline processes, manage employee lifecycles more effectively, and ensure that your HR team operates efficiently. Regularly reviewing and optimizing your workspaces, journeys, and roles will help keep everything running smoothly.