Digital HR: less baggage, more strategy!

1. Digital HR: less paperwork, more efficiency

The digitalisation of HR processes is a particularly big lever for reducing workload. Many companies are still struggling with manual signatures, paper files and inefficient workflows. Yet studies show that automation brings enormous benefits:

Fact: companies that use digital HR systems considerably reduce their administrative workload and significantly shorten their processes.

According to an analysis in the DGUV Forum, the automation of HR processes not only reduces administrative burdens, but also frees up valuable resources. Manual activities are replaced by efficient digital processes, reducing error rates and leaving more time for strategic HR work. Companies that embrace automation at an early stage benefit from higher productivity and noticeable cost savings.

Examples of digital HR potential:

• Automate onboarding: Digital platforms reduce familiarisation costs and increase employee retention.
• Simplify time recording: Digital systems replace Excel lists and avoid errors. Electronic time recording has even been mandatory since 2023. (Source: BAG ruling 1 ABR 22/21)
• Optimise applicant selection: AI-supported tools help to identify talent faster and reduce time-to-hire.

Tip: Check which processes in your HR team are still carried out manually - there is often great potential for savings here!

2. HR must transform itself: Agility and strategic alignment

HR faces a key challenge: how can it act as a strategic partner to the business when its own department is struggling with the same problems it is tasked with solving across the organisation? A lack of agility, a lack of decision-making freedom and low emotional commitment are not only widespread in many companies, but can also be found in HR departments themselves. To accompany change in organisations, HR needs to transform itself and work in a more agile and strategic way.

Fact: HR today must be just as flexible and future-orientated as a company's business strategy.
This requires a consistent adaptation of working methods: Quick decisions, a flexible working environment and overcoming bureaucratic hurdles must also be implemented internally. This is the only way HR can become a real driver of transformation in the company.

Tip: Rely on agile HR processes to react more quickly to changes and create more room for strategic initiatives.

3. Make meetings smarter: Less talking, more productivity

Fact: Unnecessary meetings are one of the biggest productivity killers. Studies show that managers spend up to 23 hours a week in meetings - many of them with little added value.

Meetings and communication overload are another obstacle to lean HR work. Endless discussions without clear results cost valuable time. The solution lies in a consistent meeting culture. Those who communicate less but in a more focussed way work more productively.

How it works better:

• Strict agenda: Every meeting needs a clear goal and a time limit.
• Asynchronous communication: Instead of long meetings - short updates via tools such as MS Teams or Slack.
• Meeting-free days: Companies such as Shopify have introduced fixed days without meetings, thereby increasing productivity.

Tip: Check which meetings are really necessary - and which can be replaced by emails or digital tools!

4. Recruiting detox: find talent faster & in a more targeted way

Fact: Companies lose top candidates because their selection process takes too long.

The traditional application process is often too slow and not targeted enough. Companies that make faster decisions attract the best talent.

How to speed up recruiting:

• Active sourcing: Proactive approach instead of waiting for applications - LinkedIn and Xing offer effective search functions.
• Build up talent pools: This allows you to respond more quickly to future staffing needs.
• Automated pre-selection: AI-supported systems analyse applications and suggest suitable candidates.

Tip: Optimise your recruiting process by measuring and shortening the time-to-hire!

5. Fewer numbers, more insights: How to optimise your HR analyses

Fact: Companies that focus on a few but relevant KPIs make more efficient HR decisions.
Many HR reports are time-consuming but provide little added value. The question is: Which KPIs are really decisive? Modern analysis tools can also help to prepare data in a meaningful way and make it usable in real time.

Important KPIs for lean HR management:

• Turnover rate: How high is the employee turnover?
• Time-to-hire: How long does it take to fill a position?
• Employee Net Promoter Score (eNPS): How satisfied are employees?

Tip: Reduce superfluous reporting and focus on meaningful figures!

6. Emotional commitment as a strategic competitive advantage

Fact: Only 12% of HR professionals place the greatest focus on emotional commitment, although this has a strong influence on staff turnover and productivity.

Emotional attachment is not a ‘soft topic’, but a clear competitive advantage. A strong emotional bond increases employee satisfaction and reduces staff turnover. 

• Companies should focus on appreciation, empathetic leadership and transparent communication.
• Development opportunities, flexible working models and meaningful tasks increase motivation and loyalty.
• At the same time, an open feedback culture, team events and well thought-out onboarding promote a sense of belonging.
• Integrating these aspects into HR management reduces staff turnover and strengthens employee loyalty in the long term.

Tip: Establish emotional loyalty as an integral part of your HR strategy to increase productivity and employee retention in the long term.

7. High willingness to change jobs in HR: how companies can retain talent in their own team

Fact: Only 51% of German HR specialists plan to still be with their company in a year's time (compared to 75% worldwide).

The high willingness to change jobs in the HR department shows how important it is to ensure better working conditions and career prospects in this important department too. HR specialists should be recognised as valuable talents and promoted in order to avoid the loss of know-how and experience.

Tip: Make sure that your HR department offers attractive working conditions to increase employee retention.

Further approaches for lean and future-proof HR management

In addition to digitalisation and process optimisation, it is also worth taking a critical look at existing structures: Are the benefits on offer really relevant or should they be adapted to the needs of employees? Are the management structures still agile enough to support modern work requirements? Which administrative routines can be further streamlined to create more room for strategic HR work? Companies that regularly reflect and boldly optimise create an HR department that is not only more efficient, but also more effective.

Recommendations for action for future-proof HR management

• More agility: So that HR can react more quickly and flexibly to changes.
• focussed use of key figures: To make HR's contribution more visible and measurable.
• Better management culture: With clear communication and employee involvement.
• Investment in further training: For continuous further development of HR professionals.
• Improving feedback and performance management: To increase employee loyalty and performance.

Tip: Use these recommendations as a basis for your own HR detox to establish a future-proof and strategic HR department.

Conclusion: An HR detox for more agility and strategy

Digital HR has the potential to be the key to successful change in companies. But to achieve this, it needs to transform itself and work in a more agile and strategic way. The use and application of digital tools and optimised processes frees up time for the essentials - people. This is the only way HR can become a true partner in the corporate strategy.

If you want to streamline and optimise your HR processes in the long term, you can rely on the support of experts. ARTS HR Lovers offers customised solutions in the field of HR administration and recruiting services. We take responsibility for your HR processes, take the pressure off your HR department and allow you to focus on the essentials: the people behind the processes. Talk to us - together we will find a solution for lean and sustainable HR management!

Sources: Haufe | DGUV forum 11/2023 - Prozessautomatisierung – was, wie und wofür? | HR Manager | Personalwirtschaft | Business Linkedin | Deloitte | State of HR 2025