In recent years, the advancement of digital transformation has led many companies to implement automation tools in their back-office operations.
At K2 Staffing Solutions, we have also adopted technologies such as AI and ATS to improve efficiency, especially in repetitive and routine tasks. When we first started, we assumed that automation could handle the majority of our back-office work and would significantly reduce our manual workload.
However, as we started discussing issues with engineers, we realized something quite different.
While automation certainly improved efficiency in many areas, it also helped us identify what tasks cannot be replaced by technology.
In fact, the automation process clearly revealed the boundaries between work that machines can do—and work that only humans can.
<Tasks that can be automated: Rule-based operations>
Automation has proven very effective when the workflow is clearly defined, with no need for flexibility or discretion.
Examples of such tasks include:
- Data Processing Tasks: Inputting and organizing attendance, applicant, and contract information
- Error Checks: Detecting missing fields or formatting issues
- Template-Based Document Creation: Automatically generating contracts and reports
- Information Extraction and Sorting: Pulling data from systems and categorizing based on rulesFor example, our monthly billing operations and applicant data processing were significantly improved by automation.
The number of human errors dropped, and the time spent on these tasks was reduced by nearly 40%.
These improvements were achieved not by eliminating employees, but by giving them more time to focus on work that truly requires human involvement.<Tasks that can’t be automated: Contextual and human-centered work>
On the other hand, we encountered several types of tasks that are very difficult to automate, even with advanced technology.
These are tasks that require human judgment, communication skills, and the ability to understand complex or sensitive situations.
Below are five such areas:
1. Matching Staff to Workplace Culture
Automated systems can match candidates to job descriptions, but they cannot judge compatibility with a workplace’s culture, pace, or leadership style. In our experience, a good cultural match is often more important than skills. Understanding these invisible elements requires human insight and communication.
2. Giving Feedback After Interviews
When we evaluate a candidate, there are often comments such as “they seem eager to grow” or “they will fit well in a team environment.” These are not visible in scores or resumes, but are important in deciding the future potential of a person. Human observation and interpretation are essential in such evaluations.
3. Performance Management
While KPIs and attendance can be tracked by systems, evaluating true performance requires human insight. Qualities like growth potential, teamwork, and adaptability are difficult to quantify.
For instance, two employees may meet targets, but only one takes initiative or contributes positively to team morale. These subtle but important traits can’t be assessed by AI. Human managers are needed to observe behaviors, interpret them in context, and deliver meaningful feedback that supports development.
4. Labor Management in Gray Areas
Labor management often involves cases that fall outside clear rules. Systems can detect late arrivals or overtime, but they can’t understand personal circumstances.
A staff member may be frequently late due to childcare or commuting issues. A strict response might be legal, but a more thoughtful, flexible solution often leads to better outcomes. These decisions require human judgment, empathy, and an understanding of both the individual and the workplace—something automation can’t provide.
5. Responding to Regulations Changes in Real Time
Laws and regulations regarding labor and social insurance often change. Even if a system can be updated, it is still necessary for someone to interpret how the change affects our company and our contracts. This process requires speed, accuracy, and experience—qualities that machines cannot provide by themselves.
<Conclusion: Technology as a partner, not a replacement>
Technology is a powerful tool, but they are not a replacement for people. They are partners that support us by handling repetitive tasks, allowing us to focus on work that only humans can do—such as solving problems, building relationships, and making complex decisions.
Through our automation journey, we learned that technology is not the end goal. Instead, it is a means to highlight and enhance the unique value that human professionals bring to the workplace. Ultimately, the real competitive advantage will come from how well organizations balance automation and human judgment—and how they design processes that let both work in harmony.
By Naoyuki Tamura, Representative Director at K2 Staffing Solutions K.K
