Companies with an automated onboarding process achieve greater productivity and quicker recruitment of new employees. Compared to manual process control, the adaptation of newcomers using modern HCM systems increases their efficiency by 60%.
It’s no secret that more than 50% of employees around the world leave a new job in the first 18 months. Therefore, it is obvious that successful onboarding allows not only to properly organize the first weeks of a new employee’s work, but also to add confidence in their choice of a company.
The transition to remote work determines the search for new tools for attracting and retaining specialists. An automated onboarding process is critical to the company’s stability as it increases the chances of long-term collaboration with a new team member.
Why onboarding should be automated
The digitalized onboarding process creates the following benefits for a new employee:
- Helps to quickly “get on” with the work processes and work effectively from the first days.
- Reduces stress and strain associated with new working conditions.
- Strengthens the feeling of belonging to the company, increases satisfaction and motivation.
How to make new employees’ onboarding effective
The basis of effective onboarding is its transformation into an automated, standardized process.
Planning, preparing, informing, helping, polling, and productivity are 6 key principles for transforming onboarding into an automated, standardized process. Thorough recruiting, onboarding and training of a new employee pay dividends like any successful investment. Therefore, it is important to select the appropriate IT tool that will ensure that customized workflows are maintained and optimized in the future.
The onboarding process should be simplified as much as possible: getting the newcomers interested, communicating the necessary information, retaining and helping them become members of the team.
Automated talent management systems offer simple and convenient onboarding mechanisms. This is a specific task plan that provides for minimal involvement of HCM specialists and the convenience of onboarding processes for a new employee. In particular, they imply the following:
1. Assigning an employee adaptation plan in line with position and functions.
An employee gets a clear algorithm of actions during the adaptation period: what should be learnt, whom to meet, what meetings and projects to join, etc. And the correspondence of tasks, courses and materials to the position of a specialist will save their time and help focus on the procedures and instructions necessary for an effective start of work. For example, a Front-end developer does not need instructions on how to write briefs for a content manager, and an office manager does not need a seller script.
2. Automatic newcomer profile creation.
A new team member gradually fills out online forms, questionnaires and creates a database of personal documents stored in one place. This saves them time, frees them from the need to wander around the offices and makes it easier for various departments to access information about the employee. It is also important that they have constant access to their documents and can update them.
3. Information about organizational structure of a company, its products and services.
Automated systems enable to collect all the information about the company needed by a beginner in one place. In a convenient format, a newcomer can read about the organizational structure, products and services of the company. Thus, traditional trainings are a thing of the past, HR managers free up their time, and the employee quickly adapts to new work conditions and begins to effectively interact with colleagues.
4. Remote learning and online testing for performance assessment.
Moving to a new company usually requires additional knowledge and competencies. Thanks to the use of digital platforms, the employer has the opportunity to provide a newcomer with specialized courses, literature, developing videos for the fastest and most effective engagement in work. Beginners get access to the knowledge base, can test themselves and track their results.
5. Mentor management.
HCM automation systems enable to assign a mentor to a new employee in line with their work tasks in order to organize sharing of practical experience “from hand to hand”. In addition, a unified system allows the mentor to track the results and successes of a new colleague, adjust the work plan and promptly respond to the newcomer’s requests. Creation of a trusting atmosphere and quick assistance on any issue make the onboarding process even more inclusive and increase the chances of long-term cooperation.
6. Elements of gamification at all stages.
As a rule, gamification scenarios provide for long-term participation in them, therefore, receiving benefits from participation in gaming programs is rarely available to a newcomer. Automating the assignment of badges and achievements from the first days, like the Newcomer title, or instant engagement in communication with colleagues through a chatbot to thank for help or a creative solution to a problem creates a wow effect for a new employee and enables to feel like a full-fledged team member faster.
7. Dividing the adaptation period of an employee into stages, progress assessment,
as well as the capability of comparing with previous results help the company to make an impartial decision on further cooperation and provide the employee with convenient mechanisms for self-control.
8. Regular feedback from a new employee, mentor and the team.
Pre-designed and automated feedback forms help HR managers to keep their fingers on the pulse, have a 360° overview of the newcomers’ work and their emotional state during the adaptation period, as well as collect information to further optimize the onboarding processes.
Automation of HCM processes and, in particular, onboarding is no longer a work for the future, but today’s necessity. Companies all over the world are taking digital rails, automating the process of personnel recruiting, onboarding, training and managing. Information technology is becoming an integral element in the management of HCM processes, and often a new basis for their implementation. Investment in digital talent management infrastructure is key to success in the new business environment.