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7 Ways to Use WhatsApp for HR Communications & Operations

Bhavyadeep Sinh Rathod    4/11/24

Today, HRs have several communication tools. In this sea of multiple tools, WhatsApp is slowly becoming a go-to tool for HRs.

WhatsApp for HR communications? Yes, I know it sounds odd, mainly because WhatsApp is associated with personal and casual communication. But if you look carefully, you’ll find that WhatsApp is as good, if not better, for HR communications and operations.

In fact, WhatsApp automation is a big trend among HRs. Thanks to tools like Wati, HRs can use WhatsApp for multiple purposes like sending automated WhatsApp messages, employee onboarding, conducting screening interviews, etc.

And in this blog, we are going to explore all those use cases. We’ll have a look at the top 7 ways to use WhatsApp for HR communications and operations.

But first, let’s understand why HRs should even consider WhatsApp for communication.

Top 4 Reasons to Consider WhatsApp in HR Communication?

1. Accessibility

With more than 2.8 billion users, there isn’t a messaging app that is more accessible than WhatsApp. To give you a perspective, WhatsApp’s user base is almost 30% of the world’s population. This massive accessibility means:

  • Seamless Communication
  • High familiarity and reduced learning curve for HRs, employees, and potential candidates
  • Reach to a broader audience effortlessly

2. Cost-effectiveness

WhatsApp Business is free for small companies, and the WhatsApp Business API offers the first 1,000 conversations at no charge, making it economical for businesses of all sizes.

Compared to other messaging apps, where subscription fees are common, such as Slack’s pricing starting at $8.75 per active user per month for Pro plans or Microsoft Teams pricing starting at $4 per user per month, WhatsApp Business API presents a highly competitive and cost-efficient solution for HR communication needs.

3. Advanced Analytics

With the WhatsApp API, HR departments gain access to detailed analytics and insights into communication patterns, engagement levels, and employee sentiment. These analytics help HR professionals understand employee preferences, identify areas for improvement, and measure the effectiveness of communication strategies. 

For instance, HR can analyse response rates, message open rates, and employee feedback to optimise communication tactics and tailor messages for maximum impact.

4. AI Capabilities

WhatsApp chatbots powered by AI enable HR teams to automate repetitive tasks, personalise interactions, and provide instant support to employees. It can handle common HR inquiries, such as requesting time off, accessing HR policies, or submitting expense reports, freeing up HR staff to focus on more strategic initiatives.

Additionally, AI-driven chatbots can offer personalised recommendations, training resources, and career development opportunities based on individual employee profiles and preferences.

Also Read: How to Create A WhatsApp Chatbot in Just 5 Minutes! (2024)

4 Ways to Use WhatsApp for Internal HR Communication

1. Send a WhatsApp Newsletter

Newsletters are an effective tool for HR professionals to disseminate company-wide announcements and updates in a timely and engaging manner. And what’s a better medium other than WhatsApp to run that newsletter on?

Yes, with its high open rate and click rate, WhatsApp newsletters offer HRs a convenient and efficient platform to keep employees informed, connected, and motivated.

By creating a dedicated broadcast list, HR can ensure that important information such as:

1. Company Announcements

2. Event Invitations

3. Employee Recognition

4. HR Policies

5. Wellness Tips

6. Training Materials

7. Feedback Surveys

8. Emergency Alerts

9. Industry News

10. Employee Spotlights

WhatsApp’s multimedia capabilities allow HR to include rich content such as images, videos, and documents, making the newsletters visually appealing and informative. 

You can create your own WhatsApp Newsletter on Wati by following a few simple steps. Read this article in which we explain each and every step in great detail for building your WhatsApp Newsletter.

2. Collect Feedback

WhatsApp enables HR to collect feedback efficiently by providing a familiar and accessible platform for employees to share their thoughts. Through polls, surveys, or direct messaging, HR can gather insights on various aspects of the workplace, such as job satisfaction, training needs, or organisational culture. 

In addition, with WhatsApp chatbots, HRs can even automate the entire feedback collection process.

3. Alerts & Notifications

Accessibility, real-time speed, notification capabilities, and feedback mechanisms are some of the major factors that make a medium suitable for sending alerts and notifications. And guess which medium has it all – WhatsApp.

Via WhatsApp, HRs can send alerts and notifications by creating broadcast lists or groups, enabling them to reach all employees instantly. 

Screenshot of a WhatsApp message where HR has sent an alert for everyone to reset their passwords

HRs can also customise messages with relevant information, such as urgent announcements, policy updates, or event reminders. WhatsApp’s multimedia capabilities allow HR to include images, documents, or links for enhanced HR communication. 

Additionally, HR can leverage features like read receipts to track message delivery and engagement. WhatsApp’s encryption ensures data security and confidentiality.

4. FAQ Bots

FAQ chatbots can revolutionise internal HR communication within companies. Let’s see how.

a. Instant Query Resolution

By promptly addressing common HR-related queries like policies, benefits, and procedures, the FAQ chatbot not only saves time but also ensures accuracy and consistency in responses.

A GIF of a HR bot conversation where the bot answers the employee's query about the leave policy.

Employees no longer have to wait for HR personnel to be available, leading to increased efficiency across the organisation.

2. Automates Processes

One of the most significant advantages of implementing a WhatsApp chatbot is its ability to automate various HR processes. From managing leave requests to handling expense reimbursements and onboarding queries, the chatbot streamlines administrative tasks, allowing HR professionals to focus on strategic initiatives that drive organisational growth.

3. Resource Accessibility and Updates

Beyond answering queries, the chatbot serves as a centralised hub for employees to access essential resources, updates, and information.

Whether it’s company policies, training materials, or upcoming events, the chatbot ensures that employees have easy access to pertinent information, establishing transparency and empowerment within the organisation.

3 Ways to Use WhatsApp for HR Operations

1. Job Advertisement

HRs can use WhatsApp not only for broadcasting job advertisements but also to receive responses from interested candidates within WhatsApp. Let’s see how.

a. QR Codes

Companies can generate WhatsApp QR codes and place them on their job advertisements, whether online or in print.

Applicants can then scan the QR code, which directs them to a private chat where they can present their credentials directly to the HR team.

This method streamlines the application process and allows for direct interaction between the applicant and the hiring team.

b. Click-to-WhatsApp Ads (CTWA)

HRs can also use CTWA (click-to-WhatsApp Ads). Here, a button is embedded within their online job advertisements that leads directly to a WhatsApp chat, allowing applicants to initiate conversations with the HR team instantly.

Click to WhatsApp Ads for Job Advertisement

This method is particularly effective for online job postings where users are more accustomed to clicking on interactive elements.

To know more about CTWA, watch our YouTube playlist here

c. WhatsApp Broadcast Lists

HRs can utilize WhatsApp broadcast lists to send job notifications to a large audience while maintaining individual privacy.

HRs can also start a WhatsApp newsletter where a subscriber receives updates about new job openings directly to their WhatsApp inbox, allowing for easy access to job opportunities.

A screenshot of WhatsApp broadcast message sent by the HR posting a Job requirement.

This method ensures that job advertisements reach a wide audience while still providing a personalized experience for each recipient.

2. Candidate Screening

HRs have dozens of screening calls where they ask basic questions to candidates. Each call may take up to 15 minutes. 

With WhatsApp chatbots, HRs can automate this process, saving time and effort. 

Not only that, they can also scale up this process significantly, as WhatsApp chatbots can conduct hundreds of such interviews within a day. 

The chatbot engages candidates in a conversational manner by asking screening questions.

A GIF of an HR Bot conducting the screening round by asking multiple questions to the candidate.

It then scores candidates based on their responses, efficiently filtering out qualified candidates for further rounds. 

By automating this critical stage, recruiters save valuable time and effort, which can be redirected to more strategic tasks. 

To understand this better, let’s look at one of Wati’s customer stories, where our customer—Emerald Jewel Industry India Limited, a leading jewelry manufacturer in Asia, faced a significant challenge in its HR department due to the high resource consumption required for physical assessment tests during recruitment.

To address this, the company introduced the Wati Chatbot for online assessment tests, streamlining the pre-interview process and qualifying candidates remotely.

This innovation allowed Emerald to achieve:

  • 20 interviews daily, doubling their initial goal
  • 40% reduction in HR workload
  • 30% increase in qualified candidates
  • 40% boost in candidate processing efficiency

Marketing Manager Vivin Raj Kumar stated that Wati Chatbots have greatly simplified the recruitment process, automating online tests, which is crucial as the company grows. This transformation demonstrates how the right technology can enhance business operations, particularly in recruitment, leading to improved efficiency and higher-quality candidate selection.

3. Employee Onboarding

Employee engagement begins during onboarding, where traditional methods are cumbersome. WhatsApp automation revolutionises HR processes, fostering real-time communication, streamlining paperwork, and personalising experiences.

a. Real-time Communication

Automated WhatsApp messages facilitate instant dialogue, providing essential information directly to new hires and prompting quick clarifications.

b. Efficient Onboarding

WhatsApp automation simplifies document sharing and signing, reducing time and paperwork. HR can focus on strategic tasks like employee development.

c. Personalised Experiences

Tailored messages create a sense of belonging and commitment. Personalised schedules and introductions foster quicker integration and higher productivity.

WhatsApp automation sets new HR standards, emphasising employee satisfaction and emotional connectivity alongside operational excellence.

How Wati Integration for Employee Onboarding Works

Wati’s integration streamlines employee onboarding by combining automation with real-time communication. When a new hire joins, you can instantly send automated WhatsApp messages, delivering welcome notes, important documents, and onboarding schedules via Wati.

Through WhatsApp automation, HR quickly shares vital details, bypassing the delays you’d find with older methods like email. But Wati does more than just initial messages. It’s set up to send automated WhatsApp reminders for important events like training, benefits sign-ups, and review sessions.

This HR automation keeps everyone, new and old, informed and engaged. Employees can also connect with HR directly through Wati, addressing concerns faster and reducing HR’s administrative load. The platform even allows for real-time feedback collection from new hires at various stages of the onboarding process.

Wati capabilities for WhatsApp Automation

Features and Capabilities of Wati Integration

Automated Messaging

An essential feature, this not only streamlines communication but, according to recent surveys, can boost employee engagement by up to 30%. HR departments can ensure timely and relevant interactions by dispatching automated WhatsApp messages at pivotal stages of the onboarding process.

Multi-language Support

Linguistic diversity is paramount in our interconnected global economy. With its 2 billion users spread across different linguistic landscapes, WhatsApp demands adaptability. Recognizing this, Wati robustly supports multiple languages. This ensures that onboarding materials always cater to the linguistic comfort of the new hires, fostering inclusivity.

Data Analytics

In an era where data is often termed ‘the new oil’, Wati offers profound insights into employee engagement. HR teams can now easily gauge the resonance of their automated WhatsApp messages, refining strategies for optimal outcomes.

Secure Data Transmission

As cybersecurity threats escalate, 70% of businesses express concerns about data breaches. Wati’s commitment to encryption ensures that sensitive employee data remains uncompromised, setting a gold standard in HR tech security.

WhatsApp Messaging Templates for Automating Employee Onboarding Examples

1. Welcome and Introduction Template

Purpose: To greet the new hires and introduce them to the company culture.

Welcome and Introduction Template Message on WhatsApp
Hello [Employee Name]! 🎉 

Welcome to [Company Name]. 

We're thrilled to have you join our family. 

As you embark on this exciting journey, here's a quick guide to help you settle in: [Link to Onboarding Portal]. 

We believe in making your transition smooth. 

Feel free to ask any questions!"

2. Logistics and First-Day Agenda Template

Purpose: To inform the new employee about their first day’s schedule and any logistical details they should know.

Logistics and First-Day Agenda Template on WhatsApp
Good morning [Employee Name]! 🌟 

Here's your agenda for the day:

9:00 am - HR Orientation 
10:30 am - Team Meet and Greet 
12:00 pm - Lunch with your Buddy 

We're located at [Office Address]. 

Remember to bring any identification for security purposes. See you soon!

3. Training and Resources Template

Purpose: To provide the new employee with necessary training modules, resources, or any platform logins they might need.

Training and Resources Template on WhatsApp

Hey [Employee Name]! 📘 

As part of your onboarding, we've set up some training modules for you. 

Below is the link. 

Your login credentials are sent to your email. 

Let us know if you need any assistance!

These templates standardize the onboarding process and add a touch of warmth and personal connection, essential for a new employee’s first impressions.

Automating Pre-Onboarding Communication through WhatsApp Automation

The integration of Wati with WhatsApp has revolutionised HR automation, particularly in streamlining employee onboarding. By automating pre-onboarding communication, Wati ensures the prompt delivery of essential documents, structured schedules, and personalised messages, enhancing efficiency and fostering a sense of value for new hires.

This approach minimises administrative bottlenecks and reduces the risk of oversight errors, leveraging the familiarity and widespread use of WhatsApp for a seamless onboarding experience. Overall, Wati’s integration with WhatsApp promises to optimise HR processes and elevate employee engagement from the outset.

Conventional methods of sending offer letters and contracts often involve cumbersome email processes. Candidates must download, sign, scan, and resend documents, making it a complicated experience.

See some examples:

1. Initial Offer Notification Template

Purpose: To notify a candidate that an offer is coming and to create anticipation.

Initial Offer Notification Template for WhatsApp
Hello [Candidate Name]! 🌟 

We're thrilled to inform you that we've crafted an offer for you at [Company Name]. 

Keep an eye out for detailed documents coming your way here on WhatsApp. 

Excited to have you onboard!"

2. Offer Letter Link Template

Purpose: To provide the candidate with a direct link to their digital offer letter.

Offer Letter Link Template for WhatsApp
Greetings [Candidate Name]! 🎉 

Your moment has arrived. Here's your official offer letter from [Company Name]: [Link to Offer Letter]. 

Please review all the details. If you have questions, reply here or contact our HR at [HR's Phone Number]. 

We hope to welcome you to our team!

3. Contract Details and Acceptance Template

Purpose: To give a candidate an overview of their contract’s main terms and the method to accept the offer.

Contract Details and Acceptance Template for WhatsApp
Hey [Candidate Name]! 📝 

Here are some key terms of your contract:

Position: [Job Title]

Start Date: [Date]

Salary: [Amount] 

If everything looks good, please reply with 'ACCEPT' to confirm your new role with us. 

You can also access the full contract here: [Link to Contract].

Conclusion

With its diverse range of use cases spanning from internal communications to recruitment processes and employee onboarding, WhatsApp offers unparalleled accessibility and efficiency for HR professionals. 

But, to make the most of WhatsApp’s potential for HR, you need a reliable WhatsApp Business Solution Provider (BSP) like Wati. Wati’s integration empowers HR teams with advanced automation features, personalised communication tools, and seamless integration capabilities, enabling them to streamline processes, enhance employee engagement, and drive organisational success. 

Embracing WhatsApp in HR practices not only signifies adaptability to contemporary communication trends but also paves the way for transformative advancements in managing human resources efficiently.

So, what are you waiting for? Take the next step towards revolutionising your HR operations with Wati today by claiming your 7-day free trial. You can also schedule a demo or contact us for more assistance.

FAQs

1. Is WhatsApp secure for HR communications, especially when handling sensitive data like employee information?

WhatsApp uses end-to-end encryption, which means messages are scrambled and only accessible to the sender and recipient. While this provides a level of security, HR should still exercise caution when sharing sensitive information and consider additional security measures like two-factor authentication for added protection.

2. Are there any legal considerations or compliance issues to be aware of when using WhatsApp for HR purposes?

Yes, HR professionals need to consider data protection regulations like GDPR (General Data Protection Regulation) and ensure compliance with local laws regarding employee privacy and data security. It’s essential to have clear policies in place regarding data handling and consent when using WhatsApp for HR communications.

3. Can WhatsApp be used effectively for remote workforce management and engagement?

Yes, WhatsApp’s accessibility and real-time communication features make it an effective tool for remote workforce management, including tasks like team collaboration, performance monitoring, and employee engagement initiatives.

4. How can HR measure the effectiveness of their communication strategies on WhatsApp?

HR can measure effectiveness through metrics like message open rates, response rates, engagement levels, and feedback from employees. Analytics tools provided by WhatsApp Business API or third-party platforms can help track and analyze these metrics.

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