3 ways in-house legal teams can use automation to improve the hiring process

A great hiring process is critical to the ongoing success of any organisation. Finding, recruiting, and onboarding new talent is what keeps organisations in motion from year to year. For larger organisations (or even complex small businesses) managing the challenge of contract creation and all its complexity, places a burden on the Human Resources (HR) team and invariably the in-house legal department. 

From drafting an offer letter to managing different labour laws or award rates, the employment process is one that requires a significant amount of paperwork and oversight. Automation tools offer an opportunity to revolutionise your employment workflows, effortlessly streamlining document drafting and request management, all while maintaining quality and privacy. 

Here are a few ways in-house legal teams can utilise the power of automation to simplify the hiring process. 

You’ve found the perfect person to fill an opening. This initial phase is the first step in a chain of events that sets the tone for the professional relationship you will have going forward. 

The ability to generate a quick and accurate offer letter benefits both your organisation and future employees. Offer letters are a crucial document in the hiring process. This letter provides key information about the role and its expectations, allowing potential employees to review and quickly determine if they want to accept your offer and join your organisation. 

Manually drafting an offer letter for each new employee is very time-consuming, creating difficult potential roadblocks in the hiring process. Beyond the time commitment for your staff, leaving potential employees waiting could leave a bad first impression, or worse, could open the door for another company to offer a position. Losing good candidates isn’t a recipe for success.

Automation streamlines the process of generating personalised offer letters, ensuring that your organisation can quickly secure your top candidates. From beginning to end, drafting an offer letter could take minutes not hours — a far cry from tediously producing a new document time and time again.  

Saving time on small tasks rapidly adds up to major gains in efficiency for your team. At equity raising platform Birchal, their team of less than 10 employees used automation to transform document-driven processes. In their experience each document automated saved them 15-20 minutes, these changes quickly led to regaining more than 100 hours on repetitive tasks. 

As you know, an offer letter is not a binding contract with a potential employee. Once you have received a signed offer letter, the next step is to present your candidate with an employment agreement. 

The employment agreement irons out the specifics of your candidate’s employment. From responsibilities to salary, the creation of this legally binding document demands accuracy and efficiency. 

Automating the process of producing quality employment agreements gives your organisation assurance that no human-error will result in improperly defined terms of employment. And the time saved in the process will get your employee onboarded and ready to work even sooner. 

In the Birchal example, they quickly transformed their declarations from templated documents into Josef bots, making life easier for Birchal and its clients.

Instead of the manual process, Birchal only needed to send clients a link to their bot. By breaking the task into separate parts, the bot reduced friction and helped clients get the job done.

Your organisation handles sensitive internal and client data, and it is important to protect that information from being shared with unauthorised parties. When signing a new employee onto your team, signing a non-disclosure agreement (NDA) can help legally protect your most vulnerable data from falling into the wrong hands. 

But the process of drafting an NDA can be demanding, and with the ever-changing nature of business, your agreement may require frequent updates in order to be sufficiently thorough. Automation employs innovative technology to collect data and generate a complete NDA in less than half the time. 

Ensuring that your employees have agreed to maintain client confidentiality is key in maintaining organisational security. With automation, your team can have confidence that your organisation is legally protected from information leaks — all without spending hours drafting and revising your existing NDA.