Powering smarter operations: How TAURON is transforming HR through automation and AI

As TAURON Group and TAURON Customer Service (TOK) continue to modernize their operations in support of a more sustainable and efficient future, attention is turning not only to energy production, but also to the processes that support the organization behind the scenes. Effective digitization and automation of processes, therefore, are becoming key elements of organizational development. At TOK, modernization is not just a buzzword—it’s a thoughtful approach to everyday work that enables the achievement of new standards in efficiency and precision. This focus reflects a broader understanding that operational excellence depends on how work gets done at every level of the business—not just in infrastructure, but in day-to-day employee workflows.

Finding the right moment for change

One of the key projects is the implementation of the digital personnel file in the HR area, carried out in cooperation with the Customer Service Business Unit. This initiative streamlines the management of employee documentation and represents another step toward building an efficient, digital organization. Previously, this process required manual searching and cataloging of documents, which was time-consuming and prone to errors. And across the organization, repetitive and manual tasks were placing increasing pressure on teams—slowing down processes and limiting the time employees could spend on higher-value work. This project provided the perfect use case for AI and automation.

Natural automation for more efficient work

The thinking here was straightforward: by positioning automation close to the people and processes it supports, it can better deliver real impact across the organization.

That’s why the key objective was for the automation processes to reflect the natural workflow of employees. By combining UiPath Document Understanding technology with RPA and AI mechanisms, a hybrid solution was created that supports the team’s work by reducing workload and increasing accuracy.

A bot, for example, automatically retrieves files, recognizes their content using OCR; AI then classifies the documents into appropriate categories and groups them into logical sets. The system then forwards the documents for manual verification and approval, minimizing workload while ensuring full quality control.

Getting the right results

Eight years on, RPA is now woven into TAURON’s operations. The results are impressive, with a 60% reduction in processing time compared to traditional methods. HR employees can now work with logically grouped and clearly organized documents, significantly improving comfort and efficiency.

Currently, 49 HR specialists use the digital personnel file system daily, handling employee records in a faster, more convenient, and more ergonomic way. Now, staff can’t imagine working without their robotic teammates. Virtually every process in the organization has at least one bot involved, as it’s been embedded within the culture of TOK.

The digital personnel file project also served as the perfect testing ground for the TOK team to train its AI models. Initial tests revealed challenges in extracting dates from low-quality scans and handwritten entries.

In response, the team adopted a hybrid approach: automatic date extraction where possible, combined with manual confirmation by employees. This compromise significantly reduced workload while maintaining high accuracy and process fluidity.

But the change is about more than just the numbers. It’s about trust. In fact, the group now encourages automation ideas to come from anywhere. Any employee can submit an automation request through a dedicated form. This approach keeps automation grounded in what the business—and its staff—needs.

Innovation with a pragmatic touch

However, the digital personnel file is not just about technology. It’s an example of how innovation can address real organizational needs. By combining AI-based solutions with employees’ expert knowledge, TAURON strengthens its position as a company actively investing in future technologies. That implementation of AI was carried out with full awareness of where it delivers value and where manual solutions are still preferable. This approach not only generated significant savings, but also established a solid foundation for future HR process automation at TOK.

TAURON is consistently advancing its digital transformation efforts, focusing on modern solutions that support employees and business processes. Digitization begins with people and their daily work—technology simply amplifies their potential.

Michał Mierzwa • Vice President of the Management Board for Customer Service

Powering the future

TAURON’s story proves that automation and AI, when implemented properly, can be a powerful catalyst for both operational efficiency and cultural change, revolutionizing the day-to-day function of HR. The digital personnel file project is just one example that demonstrates how a pragmatic approach—combining modern technologies with real employee needs—delivers measurable benefits, saves time and money, and increases job satisfaction.