How you can streamline a HR Employee Onboarding Process

HR system
HR system

HR employee onboarding process takes up a large amount of time of a HR department. It has many aspects to consider that make it a lengthy process. For example, paperwork to process, approvals to set up, documents to gather, training to provide, appraisal meetings to organise and so on. Tasks to be carried out involve not only HR department but also other departments. In short, HR deals with compliance. On the other hand, IT deals with how to get equipment up and running and managers with expectations. Sometimes tasks need to be carried in parallel, sometimes one after another.

Most of these tasks are repeated for each new hire over and over again. This gets more complicated and worrisome when bulk employee onboarding is required. Especially in a short period of time. Also, it is difficult when you don’t have an easy solution available to automate these repetitive tasks.

The onboarding process should be smooth and simple, not time-consuming. With some of our customer’s feedback, and some research of our own, we’ve put together a list of ways to automate HR employee onboarding process. Particularly, so that you have more time to deal with other important matters in the business.

1- Get paperwork out of the way

It is important to keep the process quick and to avoid making a new employee spend long hours filling out forms. Therefore, consider using a paperless solution not only for efficiency, but also, to support the environment. This can be done using a Business Process Management (BPM) software. With this, your organisation can create online forms easily. New hires could fill these online forms out on a computer on their first day or even before they start. This alone, already speeds up a HR employee onboarding process.

2- Give easy access to everyone involved in the process

You may have an international organisation involving departments across the globe. A smart BPM software should provide a single place. Specifically so, that everyone can access and complete their tasks one after another or in parallel. Starting a new HR employee onboarding process triggers an email thread allowing team members to collaborate. Also to leave room for feedback if a correction is needed.

3- Seamless bulk employee onboarding

Let’s assume after going through interviewing process, you have a list of new hires in your data source ready to onboard. This may be a spreadsheet, a list in SharePoint or a data list somewhere else. Simply, importing this list, starting onboarding workflow of each employee and setting them up in other data sources automatically save resources. For example, it cuts down a lot of time and costs. Anyone in your organisation with no coding knowledge can build. To clarify, being able to build necessary forms to automate this process would give you a big advantage. You can then sit back and watch how your HR employee onboarding process moves smoother and faster.

4- Use the most of your data no matter where it is located

Connection to multiple systems such as SharePoint, Active Directory, SQLServer, SAP or any other systems you may use is crucial in the automation process. More importantly, ability to connect to all these data sources in one single workflow has huge advantages. No matter where they are hosted on cloud or on-premise, they will speed up the entire process seamlessly. As a result, you can and will avoid the pain of additional implementations and costs.

5- Go paperless with your induction process

Other parts of the HR employee onboarding process takes up a lot of a HR manager’s hours. For instance, induction and training sessions with each new hire. Every employee needs basic training on company policies and operating procedures. Simply because, sessions conducted by HR manager or documents need to be read by the employee.

Making sure a list of policy documents is read by the new hires before they start their job is not straightforward. By nature it is something not very appealing. Automating the process could help you save a significant amount of time and cut down the risks. Starting with digitalising these documents. Making sure employees read one after another in the right order and, track if they read the documents. Then requesting their digital signature. All will contribute towards helping you to go paperless and speed up this process.

workflow software productivity
workflow software productivity

6- Think long-term

Another thing to consider is that employee onboarding is not a process that only should be looked at when a new hire starts a job. Then to be put aside and forgotten about it. To put clearly, it is an ongoing process that needs your full attention. For example, for edits and updates on the existing employee’s positions. Also, starting an offboarding or re-onboarding process and so forth. A good BPM solution should be able to accommodate all these dynamic changes without you re-creating the work. Additionally, it should be flexible to adapt to your business’ unique needs. That is, to avoid unnecessary work down the line.

7-Don’t be limited to what’s available

There are many solutions out there with limited capabilities. Don’t get stuck to these limitations, your business may have specific requirements depending on what industry you are in, how your operations work and where your teams are based. Digital Transformation solutions should not lock your operations up in boundaries. But, be flexible to adapt to your business. Also, allow you to expand with it, easily move further and be more profitable.

Automating employee onboarding tasks will certainly pay off in the long-run

HR employee onboarding process can be costly and time-consuming. Streamlining these processes now will certainly pay off in the long-run. Put clearly, if these repetitive tasks are automated, manual work will reduce.

If you’re a business owner or manager, you might be aware of how expensive and time-consuming onboarding employees can be. We have a solution that is specialised in workflow automation. Giving you the power to easily automate your HR employee onboarding process. This will help overcome the inefficiency in your business.

Start your Digital Transformation journey today!

Looking for smarter solutions to streamline your operations and cut down the paperwork? Improve your HR employee onboarding process with Kianda workflow software.

Kianda is a true NO-CODE platform. We empower business users to transform how they carry out business processes on a daily basis.

For more info, visit Kianda.com and sign up to our newsletter!


Osvaldo SousaAbout Author:
Osvaldo Sousa – Enterprise collaboration and Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.


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