Why building the right processes is crucial for HR automation success

AI and automation are taking centre stage in HR teams' roadmaps. For many HR professionals, there’s pressure to implement these technologies quickly to stay ahead. But here’s the catch: automation won’t work unless the process it’s automating is already well thought out.

It’s easy to assume that automating HR processes will be the solution to all team challenges, but without a strong process foundation, more problems may arise than solutions. During a recent webinar, Matilda Kinghed, founder of Recommended By, shared insights into why building a purposeful HR process is key to making AI and automation effective.

Matilda works closely with organisations seeking to adopt automation, and this experience highlights one simple truth: AI can enhance HR workflows, but only when the process is robust. This post will build on those insights and show why creating clear, purposeful workflows is essential for unlocking the full potential of automation in HR.

Why strong HR processes are essential before introducing AI automation

According to the Achievers Workforce Institute’s 2026 Engagement and Retention Report, a key point is that employee engagement and retention are closely linked to well-defined, meaningful processes. According to the report, employees who feel recognised are 56 times more likely to stay with their current employer compared to those who don’t feel appreciated. HR processes need to be designed to foster connection, trust, and growth.

Unfortunately, too many organisations try to automate processes that are inherently flawed. Automation won’t fix a broken process. In many cases, it only makes things worse. That's why it’s essential to ask: What’s the ultimate goal of this process, and how can it be designed to create meaningful impact?

How AI in HR reinforces existing workflows and employee behaviours

AI is often hailed as the solution to streamlining HR processes, but it’s important to recognise that AI amplifies what’s already there. If processes are unclear or inefficient, automating them will just make things worse. But when AI is introduced to a well-designed, purposeful workflow, it can save time, reduce errors, and drive better outcomes.

Matilda shared an example of how AI can be used to automate performance reviews. By consolidating employee feedback, providing actionable insights, and even scheduling meetings, AI takes care of the administrative workload, giving managers more time to focus on meaningful conversations about growth and development.

Instead of relying on generic feedback or standardised forms, AI personalises the experience, tailoring questions to the individual’s role and context. This ensures that feedback is relevant and meaningful, creating value for both employees and managers.

How well-designed HR automation improves employee experience and engagement

The goal of automation shouldn’t just be to reduce administrative workload. Automation adds value when it enhances the experience at every stage. While AI can save time by automating tasks like scheduling or data collection, the real benefit comes from streamlining the process in a way that drives employee engagement and organisational success.

In the webinar, Matilda talked about designing the performance review process with the intention of creating a shared roadmap for both employees and managers. This ensures that the process is collaborative, not a one-sided evaluation. By using AI to improve the quality of feedback, managers can focus on the conversation that matters: growth, development, and setting clear goals.

Using AI to reduce manual HR tasks without compromising employee value

One of the standout features of AI-driven HR automation is its ability to reduce manual effort without sacrificing the quality of the employee experience. Administrative tasks like summarising feedback, scheduling meetings, and tracking progress can all be automated, freeing up HR teams to focus on more strategic, impactful activities.

The 2026 Engagement and Retention Report also reveals that employees who are engaged and feel appreciated are 4.7 times more likely to stay at a company. By using AI to personalise feedback and create shared development goals, HR teams can foster engagement and drive long-term retention.

Building purposeful HR workflows that make AI automation effective

AI can be a game-changer for HR teams, but it only works when the process it’s supporting is well designed. As Matilda explained in the webinar, automation should be integrated into a strong, purposeful workflow. That’s what makes it valuable: AI doesn’t replace human interaction; it complements it by improving workflows that already add value to the organisation.

Before diving into automation, ask: How can we improve our current workflows? What’s the desired outcome? And how can AI amplify the results of a well-designed process? Once these questions are answered, the possibilities for automation and AI in HR are endless.

Ready to take the next step?

If you're looking for guidance on how to build meaningful HR workflows and integrate AI to enhance them, reach out today. We can help design workflows that align with your goals and drive employee engagement, retention, and overall business success.