Revolutionise Your Employee Onboarding with Automation

The employee onboarding process sets the stage for an engaged and productive workforce. It is a crucial stage in welcoming new hires to your organisation and setting them up for success.

Yet, it's astonishing how much this experience can differ from one company to another, especially in the era of remote work and virtual hiring.

Some new employees may receive a basic orientation, while others undergo a comprehensive week-long immersion into the company culture, networking, and shadowing their colleagues.

In this article, we will show you how you can leverage the power of automation to take your company onboarding process to the next level.

Don't let your onboarding process be a mere afterthought. Embrace the power of automation to revolutionise how you welcome new team members.

The result will be an onboarding experience that sets the foundation for a successful and thriving workforce.

Let's get started!

Why Effective Onboarding Matters

The onboarding process sets the foundation for an employee's journey with the company.

A well-organised, consistent, and respectful onboarding workflow fosters a positive attitude among new hires and boosts their engagement and commitment to the organisation.

A poor onboarding experience can lead to doubts and uncertainties about their decision to join the company, which may impact job satisfaction and performance.

The onboarding process plays a critical role in shaping new employees' perception of the company, fostering a sense of belonging, and laying the foundation for their success and engagement within the organisation.

To retain top talent and foster a positive company culture, it is imperative to invest in a well-structured and engaging onboarding workflow that leaves new employees feeling welcomed, supported, and motivated to contribute their best to the organisation.

A well-organised, consistent, and respectful onboarding process is essential for creating a positive first impression and establishing a strong foundation for long-term employee engagement and satisfaction.

Employers must recognize the significance of onboarding and ensure it receives the attention and resources it deserves.

First Impressions Last

The statistics regarding employee onboarding workflow emphasise the critical role it plays in shaping an employee's experience and their decision to stay with the company.

Here are some key facts to consider:

1. 4% of Employees Quit After a Bad First Day

A negative first-day experience can lead to a surprisingly high 4% of employees deciding to quit immediately. This shows the importance of making a positive and welcoming first impression to set the right tone for the new hire.

2. 90% of Employees Decide to Stay Within the First Six Months

The first few months of employment are crucial in determining whether an employee will stay with the company long-term. A well-executed onboarding process can significantly influence an employee's decision to stay and thrive within the organisation.

3. 22% of Turnover Occurs in the First 45 Days

High turnover rates within the initial 45 days indicate that organisations must focus on making the early stages of employment more engaging and supportive. An effective onboarding workflow can help reduce turnover during this critical period.

4. Only 12% of Employees Strongly Agree Their Employers Onboarded Them Well

The majority of employees feel that their onboarding experience falls short of expectations. This highlights the need for companies to invest in refining their onboarding processes to better cater to new employees' needs and expectations.

What New Employees is Supposed to Learn During Onboarding

During the onboarding process, new hires learn several important aspects of the organisation, which are crucial for their integration and success within the company.

Here are some key things that new employees typically learn during onboarding:

1. Company Culture and Working Environment

Onboarding provides insights into the company's culture, values, and working environment. New hires learn about the organisation's mission, vision, and core beliefs, which helps them understand the overall company culture.

2. Company Structure and Hierarchy

During onboarding, new hires are introduced to the organisational structure and hierarchy. They learn about different departments, key stakeholders, and reporting lines, which helps them navigate the company more effectively.

3. Job Responsibilities and Expectations

New employees gain a clear understanding of their roles, responsibilities, and performance expectations. They learn about their specific job duties and how their contributions align with the company's goals. This understanding helps foster a sense of purpose and commitment to their work.

4. Company Policies and Procedures

New hires become familiar with the company's policies, procedures, and guidelines. This includes understanding HR policies, time off, benefits, and code of conduct.

5. Benefits and Perks

New employees are informed about the employee benefits package, including healthcare plans, retirement options, vacation policies, and any additional perks offered by the company.

6. Training and Development Opportunities

During onboarding, new hires learn about training and development programs available to them. They are made aware of opportunities for skill enhancement and career growth within the organisation.

7. Company History and Milestones

Employees are provided with an overview of the company's history, achievements, and significant milestones. Understanding the company's journey can foster a sense of pride and connection to the organisation.

8. Team Dynamics and Collaboration

Onboarding offers opportunities for new employees to interact with their team members and understand the dynamics of their workgroups. Building relationships and collaboration skills are essential for a successful onboarding experience.

9. Long-Term Career Prospects

Onboarding provides insights into the long-term prospects and growth opportunities within the organisation. Understanding potential career paths motivates new employees and encourages them to invest in their professional development.

10. Socialisation and Networking

Onboarding includes socialisation activities, team-building exercises, and networking opportunities. New employees have the chance to build connections with colleagues, which facilitates a sense of belonging and integration into the company culture.

11. Organisational Values and Respect for Individuals

Through the onboarding process, new hires learn about the organisation's values and its commitment to respecting and valuing individual contributors. Feeling valued and appreciated enhances employee engagement.

12. Resources and Support

During onboarding, new hires are informed about the resources available to support their success, such as training programs, mentorship opportunities, and support from managers and HR.

Employee Onboarding Phases

Employee onboarding encompasses several phases that together create a comprehensive and effective process for integrating new employees into the organisation.

Here are the key phases in the employee onboarding process:

1. Employee Onboarding

This phase covers the entire process of hiring, equipping, and orienting new employees. It includes activities such as completing new hire paperwork, providing essential information about company policies and culture, introducing the new hire to their team and colleagues, and setting up their workspace or remote working environment.

2. Employee Training

Employee training is a crucial phase that focuses on equipping new hires with the skills and knowledge required for their specific roles. This phase may involve both formal and informal training methods, such as classroom sessions, e-learning modules, hands-on training, and mentorship programs. The goal is to ensure that new employees are prepared and confident in performing their job responsibilities.

3. Employee Development

Employee development is an ongoing process aimed at enhancing the skills, knowledge, and capabilities of employees for their current and future roles. This phase includes opportunities for continuous learning, professional growth, and career advancement.

Developmental activities may include attending workshops, conferences, and seminars, participating in skill-building programs, and receiving feedback and coaching from managers.

4. Employee Retention

Employee retention is a crucial aspect of onboarding that focuses on ensuring employee satisfaction and engagement throughout their employment journey. This phase involves implementing strategies and initiatives to support employees' well-being, work-life balance, and job satisfaction.

Creating a positive work environment, recognizing and rewarding employees' contributions, and providing growth opportunities are essential components of employee retention.

How You Can Automate Your Onboarding Process

Here are some of the ways you can use automation to ensure a seamless and effective onboarding process for your new employees:

1. Create a Structured Onboarding Process

Establish a well-defined and structured onboarding process that outlines the steps and activities new hires should go through during their first days and weeks at the company. Having a clear plan in place ensures consistency and helps new employees acclimate to their roles more effectively.

2. Provide Pre-Onboarding Information

Before the official start date, send new hires essential information such as employee handbooks, company policies, and any necessary paperwork. This gives them a head start in understanding the company's culture and expectations.

3. Automate Onboarding Documentation

Utilise workflow automation to streamline the process of gathering and processing onboarding documents, such as tax forms, benefits enrollment, and employment contracts. Automation reduces manual effort and ensures accuracy and compliance.

4. Personalize the Onboarding Experience

Tailor the onboarding process to each individual, taking into account their specific role, department, and background. Personalization makes new hires feel valued and welcomed from day one.

5. Assign Onboarding Buddies or Mentors

Pair new hires with experienced employees who can act as onboarding buddies or mentors. This helps newcomers quickly integrate into the team, fosters a sense of belonging, and provides a go-to resource for questions.

6. Provide Technology and Training

Ensure that new employees have the necessary tools, equipment, and technology required for their roles. Offer comprehensive training sessions to familiarise them with the company's systems and processes.

7. Automate Training and Learning Modules

Automate training modules and learning materials, making them accessible to new hires at their own pace. E-learning platforms can help deliver consistent and standardised training content.

8. Set Clear Goals and Expectations

Establish clear performance expectations and objectives for new employees. Regularly communicate feedback and progress to ensure they are on the right track.

9. Conduct Regular Check-Ins

Schedule regular check-ins with new hires to address any concerns, gather feedback, and provide ongoing support. These check-ins demonstrate the company's commitment to employee development and well-being.

10. Measure and Improve Onboarding Success

Continuously measure the effectiveness of the onboarding process and gather feedback from new hires and managers. Use this data to identify areas for improvement and refine the onboarding experience over time.

Building an Employee Onboarding Process Template

You don't have to go through the entire process of creating a new hire onboarding plan all by yourself. There are fantastic tools and software available that can assist you in this task.

One valuable approach is to develop an employee onboarding template that you and your managers can rely on whenever a new team member joins your company.

Let's explore some ideas on what to include in this plan to ensure a smooth onboarding experience:

1. Streamlining Paperwork

Simplify the process by allowing employees to handle most paperwork online before their first day. This way, they can start their journey with less hassle.

2. Quick Reference Guides

Provide handy guides to help employees navigate different systems they'll be using. These guides will complement their comprehensive system training.

3. Workplace Maps

Offer easy-to-understand maps that highlight essential locations, such as the copier, printer, cafeteria, various departments, restrooms, and door codes.

4. Mastering the Phone System

Many employees might not be familiar with all the features of the office phone system, like transferring calls. Ensure they get the hang of it by providing simple instructions.

5. Rules for Organization-Wide Tools

Establish clear guidelines for using tools like email, instant messaging, and video conferencing across the organisation.

6. Buddy System

Pair new hires with a buddy or peer who can answer their general questions during their orientation period. This support will help them feel more comfortable and welcome.

7. Stay Connected During Notice Period

Keep in regular contact with new employees during their two-week "notice" period. This is when they might have second thoughts about their decision and need to feel appreciated and wanted.

8. Welcome Package

Provide a warm welcome by gifting new hires a "Welcome Package" with company-branded gear. This gesture will help them feel connected to the company culture.

The Employee Onboarding Automation Checklist

With workflow automation, companies can create tailored employee onboarding software solutions that cater to the entire Employee Lifecycle, from pre-hire to offboarding.

By automating various tasks, everything from the employee onboarding process to ongoing activities becomes much more efficient and user-friendly for new team members.

Let's take a look at some examples of how new hire onboarding automation can be employed:

1. Before the New Hire Joins

• Streamlined Position Request Form
• Efficient Recruitment and Application Process
• Internal Referrals Management
• Interview Feedback and Tracking
• Offer Tracking and Management
• Background Checks Process
• Simplified Security Badge Request

2. During the Onboarding Process

• Business Card Ordering Made Easy
• New Hire Information Gathering
• IT Setup Form (hardware, software, network/app access)
• Review and Acknowledgment of Policies and Mission

3. Post-Hire Activities

• Gathering Feedback through Surveys
• Handling Employee Information Changes
• Processing Personnel Actions
• Handling Hardware and Software Requests
• Managing Leave Requests
• Handling Expense and Travel Requests
• Facilitating Performance Reviews and Acknowledgments
• Tracking Employee Goals
• Recognizing and Rewarding Peer and Team Achievements

The Power of Automated Employee Onboarding Software

Using employee onboarding software and automated checklists can significantly enhance the onboarding process, especially for larger companies that onboard many employees regularly.

The use of employee onboarding software brings several significant advantages:

1. Standardisation and Consistency

Automated onboarding software ensures a standardised and consistent onboarding approach for all new hires. It follows predefined workflows and procedures, reducing the risk of errors and omissions during the onboarding process.

2. Company-Approved Approach

With automated workflows, the onboarding process aligns with company policies and best practices. All tasks and forms are approved by the organisation, ensuring compliance with regulations and internal guidelines.

3. Streamlined Experience

Hiring managers and HR teams benefit from a more streamlined onboarding experience. Automated workflows route information and tasks efficiently, making it easier to track and manage onboarding progress.

4. Customized Employee Portals

Automated employee onboarding software often includes customised employee portals where new hires can complete intake forms and access essential information. This personalised touch enhances the onboarding experience.

5. Comprehensive Employee Lifecycle Support

Employee onboarding software can cover the entire employee lifecycle, from pre-hire to offboarding. This ensures a seamless transition for employees throughout their tenure with the company.

Conclusion

Workflow automation gives you the ability to streamline employee onboarding, ensuring a smooth and effective onboarding process. But of course, business automation software allows you to automate several of your business processes in one platform. For example, you will be able to automate a wide range of HR processes, from offboarding to performance reviews, travel approvals, vacation requests, and more. If it involves a form and a workflow, business automation will have you covered.

Properly implemented, business automation can empower companies of all sizes to achieve greater efficiency. So no matter the complexity of your processes, business automation will empower you to streamline your operations and make your organisation more efficient.

Don't wait to experience the ease and efficiency that business automation can bring to your employee onboarding and other HR processes. Embrace the future of streamlined workflows with business automation today.