Summary of background

Education and training needs surveys are an important part of the HR department’s work, but this process often involves a number of tedious tasks, including designing questionnaires, confirming response formats, writing email content, tracking response progress, and manually organizing materials.

However, by leveraging RPA (Robotic Process Automation), HR teams can automate many of these repetitive tasks, such as auto-generating questionnaires, standardizing response formats, sending emails, and tracking response progress in real-time. Not only does RPA minimize human errors caused by omissions, but it also significantly improves overall efficiency and allows HR personnel to focus on more strategic initiatives.

Taking the HR department as an example, in the past, the monthly education and training needs survey usually required:

1. Manually design questionnaires and customize them for different departments.
2. Collect responses from supervisors and unify them in a unified format.
3. Manually generating reports takes a lot of time and effort.

Now, with the introduction of RPA (Robotic Process Automation) tools such as Power Automate, these tedious tasks can be automated, saving HR a lot of time and improving accuracy and productivity.

Before: The traditional manual operation mode

1. Design questionnaires: Manually prepare questionnaires and adapt them to different departments.
2. Confirm the format of the response: Manually check whether the questionnaire responses submitted by each department meet the format requirements.
3. Customized emails: Write personalized survey invitations for each supervisor and send them manually.
4. Regular follow-up after sending: manual tracking and reminders are carried out for supervisors who do not reply.
5. Organize response data manually: Consolidate responses in different formats into a unified Excel file.

After：RPA bots automate tedious and repetitive tasks

1. Automate questionnaire sending: Use Power Automate to set up an automated process to send mass mailings to supervisors at regular times. The email template contains clear instructions and a link to the questionnaire.
2. Automatic reminders: Automatically send reminders to supervisors who have not submitted based on the progress of their responses.
3. Auto-archiving: All replies are automatically saved in Excel and arranged in a unified format.
4. Manual processing of statistical responses: HR only needs to review the collated data and focus on analysis and report writing.

Benefits

The application of RPA technology not only simplifies the process of education and training needs survey, but also brings several benefits:

1. Save time and manpower: Automated processing eliminates the need for HR to design, collect and compile data.
2. Reduce the risk of errors: Robotic processes avoid omissions or formatting errors in manual operations.
3. Improve overall efficiency: Automate the entire process from design to report generation, reducing the time to complete.
4. Focus on strategic work: HR will focus more on employee development strategies and organizational effectiveness.

By using Power Automate to automate the education and training needs survey process, the HR department can collect the needs of each department more quickly and accurately, and formulate targeted training plans based on the analysis results, so as to improve the overall work efficiency and help the development of the enterprise.

KSCC is a management consulting company in Taiwan. Our services include corporate in-house training, consulting, and leadership management.For more information about our corporate services, please feel free to visit our website: https://kscthinktank.com.tw/custom-training/ 

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