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8 Ways to Streamline your HR Operation with Conversational AI

8 Ways to Streamline your HR Operation with Conversational AI

Author
Nidhi Kala
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September 5, 2023
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7 min read
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Artificial intelligence is becoming an indelible part of modern business in every industry and every niche. Business leaders in all sectors nowadays have a golden opportunity to leverage conversational AI recruitment to empower all of their departments to achieve better results–HR included.

With conversational AI making strides and breakthroughs at every corner, it’s no wonder that businesses of all sizes are nowadays integrating AI tools into their processes. When it comes to HR, this can be a game-changer for the way you source and hire talent, onboard employees, and run your daily HR operations.

What Is Conversational AI?

Conversational AI is a type of artificial intelligence that can mimic human conversations and behaviors. While conversational AI has been around for years by now, in the last few years it has experienced exponential growth in popularity due to advanced tools like ChatGPT hitting the global market.

Role of Conversational AI in Improving Workflow in HR Department

Let’s take a look at the role conversational AI holds in your HR department.

How conversational AI is shaping HR department?

Automated and streamlined candidate screening

First things first, it should go without saying that conversational AI recruiting has an important role to play in modern recruitment. From sourcing and reaching out to potential candidates, all the way to candidate screening, post-interview analysis, and even decision-making– AI has something valuable to bring to the table.

Benefit of conversational AI in candidate screening

Since conversational AI is inherently unbiased, it can eliminate subconscious biases from the screening and recruitment processes in general. But as we all know, this type of AI is also great for generating ideas and creative solutions.

In addition to standard candidate screening, you might also want to use AI to generate fun icebreaker questions for the interview process, and every follow-up conversation with each candidate as well.

By scrubbing through their application and other available data from different sources, the AI can recommend unique icebreaker questions that will engage a particular candidate and make them feel more at ease.

Creating more interactive onboarding programs

There are several important perks that AI brings to the table that HR experts can use to create better onboarding experiences: speed, inclusivity, and self-service.

To put this into perspective, conversational AI can be a great tool for quickly generating the foundational pillars of your onboarding strategy. With the right set of parameters and guidelines, the AI can quickly generate the basis for what your HR experts will turn into a comprehensive onboarding process.

AI is also useful for eliminating bias in the onboarding process. Proper application can help members of the LGBTQIA+ community feel more included, respected, and welcomed in their new work environments.

However, one of the best parts is that you can use conversational and generative AI tools to create a self-service onboarding database. This platform will serve to provide new hires with all the info they need to hit the ground running.

How conversational AI helps improves the onboarding process

Building an employee self-service platform

Speaking of a self-service platform, this is a great opportunity for business leaders to enhance productivity and efficiency across their organizations. Aside from building an AI-driven resource platform for onboarding and new hires in general, it’s a good idea to build a general company self-service platform for all teams.

Veteran employees and new hires alike need a resource center where they can get answers to their questions and source the materials they need to do their jobs. With AI, they can do this without disrupting the workflow of others or taking time away from their colleagues and higher-ups.

This is where conversational AI and chatbot platforms come in.

Advantage of ChatGPT over traditional search engine

One of the biggest advantages ChatGPT has over traditional search engines is, for example, the ability to provide useful information and answers to questions with related context. Not only can they search for the right information but they can respond to employee queries with real-world examples, explanations, and interpretations.

While Google typically only provides search results, generative AI provides information and insights. Armed with your internal database, a conversational chatbot can provide these types of insights to your employees.

Providing personalized employee training

Generally speaking, personalization and providing personalized experiences is one of the biggest challenges that companies face nowadays when it comes to customer acquisition and retention. That said, the same goes for the employee-facing strategies and processes in your organization.

Personalizing HR processes is a difficult challenge because of the sheer number of processes in question, but again, generative and conversational AI can lend a helping hand. When it comes to personalizing training, ongoing development, and even mentorships, conversational AI for HR professionals and project managers can be an instrumental tool.

HR professionals can take on the task of structuring and personalizing employee training by first devising training programs with the help of AI. They can then use AI to complement direct mentorship in the workplace and offload some of the work from the mentors’ shoulders.

Both mentors and HR experts alike have an opportunity to leverage AI to personalize their training approach for every employee. This means using AI for ideation, yes, but it also means using it to compile and make sense of employee data and behaviors to adapt and personalize their strategies.

Also, read: Next in Tech: AI, Assessments, and The Great Over-Correction

Better data analysis and insights

If there is one thing that conversational AI is good at, it’s collectively delivering data, insights, and reports quickly. The ability to collect, collate, and present data efficiently and effectively can save businesses time and money, and empower HR professionals to make better, data-driven decisions for the company.

Modern businesses have a great opportunity to leverage HR data analytics to generate company-wide insights fast. This is done through surveys, pulse surveys, engagement metrics, and behavioral data obtained through employee interactions with various tools and software.

This is really where modern AI tools shine in comparison to previous generations of AI.

How does conversational AI help in data presentation

With visualization software, the AI can quickly present the data as manageable charts and infographics that illustrate key points and insights and even suggest the next steps.

Modern conversational AI can advise and use various inputs (prompts and datasets) to quickly ideate solutions and strategic decisions.

Ensuring better compliance in the organization

When it comes to compliance and policymaking in your organization, conversational AI can help you with compliance and creating policies that adhere to local laws and regulations. From tech-driven DE&I to defining workplace safety, culture, and ensuring compliance with local labor laws, conversational AI can help HR generate the right documentation.

But of course, it’s not just about creating policies, it’s also about implementing and integrating them into the workplace. Employees need to internalize these policies and adopt them to ensure not only the safety of the brand as a whole but also their success in your organization.

By providing accurate and up-to-date information, AI systems can guide employees through various policies, address compliance-related questions, and flag potential issues. The system can send alerts directly to the HR department if some policies require attention or if any of the employees are having trouble adopting them.

HR can then send subsequent short-form surveys to employees to gather additional feedback and see if the AI-suggested changes have made a difference.

Automated leave and attendance management

It should go without saying that AI is good for process automation in any HR department, even if it simply means automating some menial and repetitive tasks to free up individual bandwidth.

Attendance management with conversational AI

AI-driven attendance management allows employees to use chatbots to submit leave requests, check leave balances, and get notifications or answers to questions before submitting their requests. All of this reduces paperwork and administrative overhead for the HR staff.

Most importantly, simply automating this one aspect of people management allows HR professionals to tend to complex tasks and focus on strategic work for the company. But on the strategic level, you can use AI not only to automate this process but to plan for it as well.

What this means is that AI-driven software can help HR professionals plan their human resources well in advance, based on demand forecasts, projected staff shortages, and more.

Automated performance management and analysis

Last but not least, conversational and general AI can automate performance management both in-house and remotely. While you’re using performance monitoring software to capture employee data in the workplace, you can then use AI to interpret that data.

AI can help you spot trends in the workplace, analyze the culture, gauge performance, etc. Visualized, interpreted, and put into context, this data will be invaluable for HR professionals to personalize their approach for every employee.

Experienced HR professionals know that performance management requires a personalized approach for each team member in your organization. Automated performance management makes it easier for them to analyze the unique needs of every employee to maximize their potential.

Also, read: AI in Recruitment: The Good, The Bad, The Ugly

Conclusion

In the fast-paced, competitive business world, companies big and small need to leverage the increasing accessibility of AI technology to empower their teams and transform their processes. Elevating your HR department through AI applications and conversational AI in particular should be one of your priorities in 2023, as well.

With these AI-driven solutions at your side, you can streamline various HR tasks, projects, and processes while minimizing financial and time waste. Be sure to start implementing conversational AI in your HR department, and you’ll be able to take your business forward as a whole.

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Author
Nidhi Kala
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September 5, 2023
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7 min read
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Vibe Coding: Shaping the Future of Software

A New Era of CodeVibe coding is a new method of using natural language prompts and AI tools to generate code. I have seen firsthand that this change makes software more accessible to everyone. In the past, being able to produce functional code was a strong advantage for developers. Today,...

A New Era of Code

Vibe coding is a new method of using natural language prompts and AI tools to generate code. I have seen firsthand that this change makes software more accessible to everyone. In the past, being able to produce functional code was a strong advantage for developers. Today, when code is produced quickly through AI, the true value lies in designing, refining, and optimizing systems. Our role now goes beyond writing code; we must also ensure that our systems remain efficient and reliable.

From Machine Language to Natural Language

I recall the early days when every line of code was written manually. We progressed from machine language to high-level programming, and now we are beginning to interact with our tools using natural language. This development does not only increase speed but also changes how we approach problem solving. Product managers can now create working demos in hours instead of weeks, and founders have a clearer way of pitching their ideas with functional prototypes. It is important for us to rethink our role as developers and focus on architecture and system design rather than simply on typing c

The Promise and the Pitfalls

I have experienced both sides of vibe coding. In cases where the goal was to build a quick prototype or a simple internal tool, AI-generated code provided impressive results. Teams have been able to test new ideas and validate concepts much faster. However, when it comes to more complex systems that require careful planning and attention to detail, the output from AI can be problematic. I have seen situations where AI produces large volumes of code that become difficult to manage without significant human intervention.

AI-powered coding tools like GitHub Copilot and AWS’s Q Developer have demonstrated significant productivity gains. For instance, at the National Australia Bank, it’s reported that half of the production code is generated by Q Developer, allowing developers to focus on higher-level problem-solving . Similarly, platforms like Lovable enable non-coders to build viable tech businesses using natural language prompts, contributing to a shift where AI-generated code reduces the need for large engineering teams. However, there are challenges. AI-generated code can sometimes be verbose or lack the architectural discipline required for complex systems. While AI can rapidly produce prototypes or simple utilities, building large-scale systems still necessitates experienced engineers to refine and optimize the code.​

The Economic Impact

The democratization of code generation is altering the economic landscape of software development. As AI tools become more prevalent, the value of average coding skills may diminish, potentially affecting salaries for entry-level positions. Conversely, developers who excel in system design, architecture, and optimization are likely to see increased demand and compensation.​
Seizing the Opportunity

Vibe coding is most beneficial in areas such as rapid prototyping and building simple applications or internal tools. It frees up valuable time that we can then invest in higher-level tasks such as system architecture, security, and user experience. When used in the right context, AI becomes a helpful partner that accelerates the development process without replacing the need for skilled engineers.

This is revolutionizing our craft, much like the shift from machine language to assembly to high-level languages did in the past. AI can churn out code at lightning speed, but remember, “Any fool can write code that a computer can understand. Good programmers write code that humans can understand.” Use AI for rapid prototyping, but it’s your expertise that transforms raw output into robust, scalable software. By honing our skills in design and architecture, we ensure our work remains impactful and enduring. Let’s continue to learn, adapt, and build software that stands the test of time.​

Ready to streamline your recruitment process? Get a free demo to explore cutting-edge solutions and resources for your hiring needs.

Guide to Conducting Successful System Design Interviews in 2025

What is Systems Design?Systems Design is an all encompassing term which encapsulates both frontend and backend components harmonized to define the overall architecture of a product.Designing robust and scalable systems requires a deep understanding of application, architecture and their underlying components like networks, data, interfaces and modules.Systems Design, in its...

What is Systems Design?

Systems Design is an all encompassing term which encapsulates both frontend and backend components harmonized to define the overall architecture of a product.

Designing robust and scalable systems requires a deep understanding of application, architecture and their underlying components like networks, data, interfaces and modules.

Systems Design, in its essence, is a blueprint of how software and applications should work to meet specific goals. The multi-dimensional nature of this discipline makes it open-ended – as there is no single one-size-fits-all solution to a system design problem.

What is a System Design Interview?

Conducting a System Design interview requires recruiters to take an unconventional approach and look beyond right or wrong answers. Recruiters should aim for evaluating a candidate’s ‘systemic thinking’ skills across three key aspects:

How they navigate technical complexity and navigate uncertainty
How they meet expectations of scale, security and speed
How they focus on the bigger picture without losing sight of details

This assessment of the end-to-end thought process and a holistic approach to problem-solving is what the interview should focus on.

What are some common topics for a System Design Interview

System design interview questions are free-form and exploratory in nature where there is no right or best answer to a specific problem statement. Here are some common questions:

How would you approach the design of a social media app or video app?

What are some ways to design a search engine or a ticketing system?

How would you design an API for a payment gateway?

What are some trade-offs and constraints you will consider while designing systems?

What is your rationale for taking a particular approach to problem solving?

Usually, interviewers base the questions depending on the organization, its goals, key competitors and a candidate’s experience level.

For senior roles, the questions tend to focus on assessing the computational thinking, decision making and reasoning ability of a candidate. For entry level job interviews, the questions are designed to test the hard skills required for building a system architecture.

The Difference between a System Design Interview and a Coding Interview

If a coding interview is like a map that takes you from point A to Z – a systems design interview is like a compass which gives you a sense of the right direction.

Here are three key difference between the two:

Coding challenges follow a linear interviewing experience i.e. candidates are given a problem and interaction with recruiters is limited. System design interviews are more lateral and conversational, requiring active participation from interviewers.

Coding interviews or challenges focus on evaluating the technical acumen of a candidate whereas systems design interviews are oriented to assess problem solving and interpersonal skills.

Coding interviews are based on a right/wrong approach with ideal answers to problem statements while a systems design interview focuses on assessing the thought process and the ability to reason from first principles.

How to Conduct an Effective System Design Interview

One common mistake recruiters make is that they approach a system design interview with the expectations and preparation of a typical coding interview.
Here is a four step framework technical recruiters can follow to ensure a seamless and productive interview experience:

Step 1: Understand the subject at hand

  • Develop an understanding of basics of system design and architecture
  • Familiarize yourself with commonly asked systems design interview questions
  • Read about system design case studies for popular applications
  • Structure the questions and problems by increasing magnitude of difficulty

Step 2: Prepare for the interview

  • Plan the extent of the topics and scope of discussion in advance
  • Clearly define the evaluation criteria and communicate expectations
  • Quantify constraints, inputs, boundaries and assumptions
  • Establish the broader context and a detailed scope of the exercise

Step 3: Stay actively involved

  • Ask follow-up questions to challenge a solution
  • Probe candidates to gauge real-time logical reasoning skills
  • Make it a conversation and take notes of important pointers and outcomes
  • Guide candidates with hints and suggestions to steer them in the right direction

Step 4: Be a collaborator

  • Encourage candidates to explore and consider alternative solutions
  • Work with the candidate to drill the problem into smaller tasks
  • Provide context and supporting details to help candidates stay on track
  • Ask follow-up questions to learn about the candidate’s experience

Technical recruiters and hiring managers should aim for providing an environment of positive reinforcement, actionable feedback and encouragement to candidates.

Evaluation Rubric for Candidates

Facilitate Successful System Design Interview Experiences with FaceCode

FaceCode, HackerEarth’s intuitive and secure platform, empowers recruiters to conduct system design interviews in a live coding environment with HD video chat.

FaceCode comes with an interactive diagram board which makes it easier for interviewers to assess the design thinking skills and conduct communication assessments using a built-in library of diagram based questions.

With FaceCode, you can combine your feedback points with AI-powered insights to generate accurate, data-driven assessment reports in a breeze. Plus, you can access interview recordings and transcripts anytime to recall and trace back the interview experience.

Learn how FaceCode can help you conduct system design interviews and boost your hiring efficiency.

How Candidates Use Technology to Cheat in Online Technical Assessments

Impact of Online Assessments in Technical Hiring In a digitally-native hiring landscape, online assessments have proven to be both a boon and a bane for recruiters and employers. The ease and...

Impact of Online Assessments in Technical Hiring


In a digitally-native hiring landscape, online assessments have proven to be both a boon and a bane for recruiters and employers.

The ease and efficiency of virtual interviews, take home programming tests and remote coding challenges is transformative. Around 82% of companies use pre-employment assessments as reliable indicators of a candidate's skills and potential.

Online skill assessment tests have been proven to streamline technical hiring and enable recruiters to significantly reduce the time and cost to identify and hire top talent.

In the realm of online assessments, remote assessments have transformed the hiring landscape, boosting the speed and efficiency of screening and evaluating talent. On the flip side, candidates have learned how to use creative methods and AI tools to cheat in tests.

As it turns out, technology that makes hiring easier for recruiters and managers - is also their Achilles' heel.

Cheating in Online Assessments is a High Stakes Problem



With the proliferation of AI in recruitment, the conversation around cheating has come to the forefront, putting recruiters and hiring managers in a bit of a flux.



According to research, nearly 30 to 50 percent of candidates cheat in online assessments for entry level jobs. Even 10% of senior candidates have been reportedly caught cheating.

The problem becomes twofold - if finding the right talent can be a competitive advantage, the consequences of hiring the wrong one can be equally damaging and counter-productive.

As per Forbes, a wrong hire can cost a company around 30% of an employee's salary - not to mention, loss of precious productive hours and morale disruption.

The question that arises is - "Can organizations continue to leverage AI-driven tools for online assessments without compromising on the integrity of their hiring process? "

This article will discuss the common methods candidates use to outsmart online assessments. We will also dive deep into actionable steps that you can take to prevent cheating while delivering a positive candidate experience.

Common Cheating Tactics and How You Can Combat Them


  1. Using ChatGPT and other AI tools to write code

    Copy-pasting code using AI-based platforms and online code generators is one of common cheat codes in candidates' books. For tackling technical assessments, candidates conveniently use readily available tools like ChatGPT and GitHub. Using these tools, candidates can easily generate solutions to solve common programming challenges such as:
    • Debugging code
    • Optimizing existing code
    • Writing problem-specific code from scratch
    Ways to prevent it
    • Enable full-screen mode
    • Disable copy-and-paste functionality
    • Restrict tab switching outside of code editors
    • Use AI to detect code that has been copied and pasted
  2. Enlist external help to complete the assessment


    Candidates often seek out someone else to take the assessment on their behalf. In many cases, they also use screen sharing and remote collaboration tools for real-time assistance.

    In extreme cases, some candidates might have an off-camera individual present in the same environment for help.

    Ways to prevent it
    • Verify a candidate using video authentication
    • Restrict test access from specific IP addresses
    • Use online proctoring by taking snapshots of the candidate periodically
    • Use a 360 degree environment scan to ensure no unauthorized individual is present
  3. Using multiple devices at the same time


    Candidates attempting to cheat often rely on secondary devices such as a computer, tablet, notebook or a mobile phone hidden from the line of sight of their webcam.

    By using multiple devices, candidates can look up information, search for solutions or simply augment their answers.

    Ways to prevent it
    • Track mouse exit count to detect irregularities
    • Detect when a new device or peripheral is connected
    • Use network monitoring and scanning to detect any smart devices in proximity
    • Conduct a virtual whiteboard interview to monitor movements and gestures
  4. Using remote desktop software and virtual machines


    Tech-savvy candidates go to great lengths to cheat. Using virtual machines, candidates can search for answers using a secondary OS while their primary OS is being monitored.

    Remote desktop software is another cheating technique which lets candidates give access to a third-person, allowing them to control their device.

    With remote desktops, candidates can screen share the test window and use external help.

    Ways to prevent it
    • Restrict access to virtual machines
    • AI-based proctoring for identifying malicious keystrokes
    • Use smart browsers to block candidates from using VMs

Future-proof Your Online Assessments With HackerEarth

HackerEarth's AI-powered online proctoring solution is a tested and proven way to outsmart cheating and take preventive measures at the right stage. With HackerEarth's Smart Browser, recruiters can mitigate the threat of cheating and ensure their online assessments are accurate and trustworthy.
  • Secure, sealed-off testing environment
  • AI-enabled live test monitoring
  • Enterprise-grade, industry leading compliance
  • Built-in features to track, detect and flag cheating attempts
Boost your hiring efficiency and conduct reliable online assessments confidently with HackerEarth's revolutionary Smart Browser.
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