Make your Onboarding process Efficient by Following these 4 Steps

 Imagine it’s your first day at the job. It’s a bit scary as you never had any professional experience. You reach office on time. You are directed towards your desk and that’s it.  No laptop is given.  Your senior authorities are unaware of your appointment and you have no idea what work needs to be done.  This is not an exaggeration but the reality of most companies.  The employee onboarding process is so complex, especially in large enterprises that it becomes difficult to give them a good user experience.  Good candidates are lost, miscommunication, procuring laptops, issuing company Id’s requires a lot of communication between the HR and employees. Historically, there hasn’t been an easy way to manage these inefficiencies. HR’s used to carry a lot of burdens to make this process easy and user friendly, They used to either demand more workforce and email back and forth between the candidates and the organization. When new candidates were hired, HR’s had to manually create their profiles into different accounts like offer letters, payroll, attendance, learning management system. The information needs to be correct within all applications. The same process was to be reversed when an employee leaves the company. Imagine the complexity and loss of time and efficiency. It’s horrible, time-consuming and frustrating to everyone. Fortunately, there is a way to solve all this. Automation is the way to go forward. You must have noticed that a simple onboarding process involves a series of application. Applications prone to manual errors. But just automation is not enough. a process needs to be followed.  

The four-step process explained below is the best way to reinvent your onboarding process :-

1. Integration:– All the steps of onboarding or recruiting a candidate requires some key information: name, date of birth, gender, department, start date etc. This information is primarily stored in recruiting applications. A well-integrated system can automatically extract this information into the human resource application, forward it to the IT department for creating digital ID’s, creating profiles into learning management system, service desk, payroll management and communication applications. Usually, the hiring manager needs to manually input all the applications with the risk of spelling mistakes and inefficiency. A well-integrated system can instantly solve all these problems.    

2. Automation:- The first criteria for automating something is the action must be repeatable. HR tasks are repeatable and therefore perfect for automation. If each onboarding employee is going through a similar process, there is no reason why the interactions of these applications shouldn’t be automated. Application automation allows you to trigger a sequence of onboarding actions which can save you a lot of time and resources. Rule-based automation can establish the level of access an employee gets based on their seniority.   

3. Orchestrations:- Every employee appreciates the timely updates and tasks being done on time. But sometimes due to different applications involved, there could be a communication gap and the task could get delayed. Automated orchestration provides you with the opportunity to notify employees of all the activities. One action could trigger a simultaneous event in a series of applications. It works like a perfect orchestra.  

4. Simplication:- The task of HR is to move data to a different application not to move your attention to a different application. The process of handling multiple apps for one single activity is tiresome. The technology exists to make our jobs easy.   Building great workflows using apps like slack, workaday, zoom, excel sheets can save your HR department a lot of time. Giving access to your newer employee could be simplified using application automation.  

Automation Benefits are Huge

The benefits that come from automating the HR task are huge. This goes far beyond employee experience. It saves time, resources, employee burnout and increased data security. You can automate any onboarding workflow your enterprises follow. Sapper does this perfectly. We work with large enterprises to understand their business needs and customize application automation.