5 Core Business Process Examples to Automate to Increase Agility

5 business processes to automate

It’s 2020. It’s time to optimise business processes with business process automation.

Repetitive tasks without business process automation can easily become draining. However, they are critical for managing operations within an organization. 

Let us emphasize.

Today, leaders face multiple internal and external challenges. Hence why, it is important to be prepared, proactive and productive. Dynamic markets result in business managers facing changes such as competition and evolving technologies. So, to keep in line with competitors, technological advancements are highly useful for managing business processes.

Business process automation has received great attention along with adoption in the last number of years. Moreover, many organisations view it as a necessity rather just a ‘nice to have’.

According to a recent report from Forrester, automation and AI are moving deeper into organizations. As a result, they are becoming the “very makeup and operations of the company”. 

But, why is business process automation a growing trend?

Let us call a spade a spade. Every person at some stage in their working life comes across a particular task that they aren’t exactly excited about. These business processes can generally consume a chunk of your time. Maybe they involve a lot of paper and slow down productivity.

Above all, we are aware that time is money and that wasted time means wasted money. So, lets explore 5 business processes to automate and how these tasks will then, be simple to manage. Certainly, workflow software will make your life a whole lot easier!


1. Onboarding process automation

In general, hiring a new employee is a business process that involves lots of paper, plenty of emails and communication across other departments like HR. On the other hand, using workflow software to optimise a business process like onboarding allows collaboration across departments. Even more, it eliminates the need for paper and multiple emails.

To put simply, you can send the job offer to the new hire and the new hire can accept it along with submitting their data. After that, approvals take place then the contract is automatically issued. Furthermore, digital signatures are captured and all the relevant departments’ tasks are distributed. This ensures that everything is ready before the new hire starts for a better first impression.

In short, the entire onboarding process from start to finish can be efficiently achieved. Most noteworthy, it can be achieved all in a single place with Kianda business process automation platform

2. Holiday request form 

Usually, employees request time off by filling out a paper form or sending emails. Once all of the information is written on the application, a manager then has to manually and digitally input the data. 

Emails are sent back and forward to HR, confirmation of status is next. You get the picture…

holiday-request-form
holiday-request-form

Again, time is being wasted that could be valuable elsewhere, on a different business process perhaps. 

A  digital holiday request form with Kianda platform allows you to manage and approve requests, all in the one place.

As well as that you can conveniently monitor and track them in a dashboard. Automating a business process like your holiday request form provides transparency to both employees and managers. 

3. Incident reporting

The main purpose of an incident report is to try to identify the cause of an incident or a near miss. By doing so, managers can take cautious actions to prevent re-occurrence in the future.

Incident reporting is a critical business process that needs to be accurate and managed correctly. It’s no surprise that they are obvious business processes to automate, considering they are key to promoting health and safety. Using paper isn’t really a safe way to store valuable information and therefore, does not ensure maximum health and safety practises. Recording and storing data safely will improve the overall quality of the incident reporting business process and the outcomes.

To clarify, a digital incident report automatically increases accuracy by storing data more efficiently. Automating this business process enabes easier tracking, allowing managers to quickly come up with measures to prevent future occurences.

4. IT help desk 

IT helpdesk
IT helpdesk

Without a structure put in place for your IT business processes, IT teams can get very overwhelmed with queries from end-users.

More importantly, satisfaction won’t be achieved for end-users if IT support teams can’t deliver answers. So, to enhance the user experience, queries need to be addressed fast. 

The Kianda platform offers a ready-made IT help desk template that effectively supports end-users. In short, the automated business process allows the IT team to track, prioritize tickets and solve them rapidly. 

5. Procurement process 

The procurement process flow entails quite a few steps which can easily slow things down, fast. For instance, if this business process is managed across excel sheets, paper documents and emails then effective communication maybe hindered. As a result, frequent misconceptions in different stages of the procurement process may arise. 

In other words, having multiple documents in numerous places compared to digital documents in one place speaks volumes. With business process automation tools, all appropriate users can have access to relevant documents if needed. For that reason, collaboration and communication flows better than ever.

Using a business process automation platform for the procurement process delivers transparency to all involved, from buyer to supplier. As a result of better communication, the procurement process runs more smoothly and quickly.

In addition, management of cost and spending becomes more visible, meaning that profitability can be tracked and improved.


Can you imagine the amount of costs and time that is saved by speeding up these processes?

Yes, a lot! 

As stated by Gartner, optimising existing business processes does not only focus on efficiency, but efficacy too. To be exact, improving business processes increases productivity, reduces errors and has capabilities to avoid potential risks.

“By automating predictable, standardized processes, application leaders enable the business to focus its attention on the exceptions that still require a human touch” 

Automating Business Operations to Scale Your Digital Business, Gartner (2019)

In other words, by saving a lot of time you can devote more attention to other aspects of the business. Perhaps, an area or business process that you could never give enough time to. Even though you probably should have. 

Further, reducing costs can symbolise many opportunities for the business. Firstly, it can reflect an increase in profitability as there are less operating costs. On the other hand, it can be spent elsewhere. Perhaps, for R&D, new employees or could be for expansion purposes. Whatever the case may be, saving costs is always a plus.


Let us show you with a free customised demo what Kianda can do for you.

Request your live demo today!

Author: Osvaldo Sousa

Osvaldo is the CEO of Kianda Technologies with almost 2 decades of experience in the IT industry has developed many successful solutions across a broad range of technologies. He is the subject matter expert in digital workplace collaboration solutions.

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https://www.kianda.com/blog/why-leaders-seek-quality-management-systems-to-ensure-compliance/

Travel Request Form


Why you should embrace Digital employee onboarding and induction in construction

Digital Construction Onboarding Induction

Employee onboarding software is on the rise to correct the inefficiencies with manual employee onboarding and induction processes.

Employers spend a lot of resources on recruiting the right talent but not enough on employee onboarding and induction. Over 20% of staffing turnover that companies suffer occurs in the first 45 days. Imagine the cost of recruiting, training and breaking in a new worker only to have to hire another one two months later.

It means that when you don’t invest in an employee retention strategy your company can incur significant monetary losses by year-end.

HR employee onboarding process should be integrated into the recruitment plan

Employee onboarding and induction processes are designed to minimise this risk. Simply by improving the competency, productivity and satisfaction of workers. This process is an opportunity to sell your organisation to an employee. It is why HR employee onboarding process should be integrated into the recruitment plan.

The construction sector is no different than any other sector. Companies in construction deal with people from professional employees to workers in the skilled labour trades. Onboarding of employees serves as a starting point to introduce a culture of the organisation. Trying to keep key employees has always been vital to the long-term success, for any industry/sector. But, especially for construction sector. Not only in terms of onboarding employees. But, a properly managed and monitored induction is vital.

Employees without proper health and safety inductions tend to have a higher tendency for negligence to regulations.

Moreover, these workers are also prone to injuries and fatalities. Simply, because of misinformation to properly deal with hazards in the workplace. Employee onboarding and induction processes ensure workers are fully informed about the organization and are aware of their responsibilities.


Technology and Employee Onboarding

Over the years, technology changed how construction companies conduct their employee onboarding. For example, the availability of the internet has changed how people communicate. Also, people have easy access to information.

Relationships are easy to manage now, and that is part of a great induction process. Digital construction onboarding relies on software and other tools to assist in the different elements. Employee onboarding software like the one Kianda offers simplifies the entire process from start to finish.

The digitalisation of the employee onboarding process comes with certain benefits like cost-efficiency, reliability and speed.

Companies in the construction sector that lag on their employee induction process should understand the various benefits that it offers. That way, they can capitalise.

Concrete Foundations

Construction BPM Software

Initial experience that an employee has about your company is vital. It shapes how workers perceive their stay in the organisation.

How you handle employees during the induction process will determine if they stick with you or not.

A construction or engineering company can use employee onboarding software to accelerate the set up of the company’s foundation. In which, employees will develop their careers.

A rewarding employee onboarding and induction process should strive to mentor, educate and support individuals. Moreover, employees should see that their employer is interested in them as individuals. And, not only as resources to help achieve the bottom line.

Workers should have the fundamental basics of the duties that they are supposed to carry out. Additionally, they must know the company culture to make it easy to them to acclimate.

All these elements contribute to a strong foundation that will give an employer confidence.

Enhance Safety

The construction sector has many health and safety requirements that employees have to meet. For instance, in the case when bringing in new people for a project. A supervisor or project leader must ensure that each member is up to date on the latest safety standards.

The building industry has some of the biggest numbers of workplace injuries. Some of the accidents can be fatal.  Failure to observe safety standards can cost a company millions in injuries and lawsuits.

A good way to prevent that is, to provide proper training and information for every work. Employee induction is one of the HR processes that offer this. Hence the importance of a well structured and functional system.

Implementing a digital employee onboarding and induction application in your business will assist workers in learning critical aspects. For example, project processes, equipment handling and safety protocols.

In short, employee onboarding software makes it easy for a company to track what employees are learning. And, it prevents some things from falling through the cracks.

Reduce Costs

The expenses that come with the onboarding process is one reason a number of building companies don’t bother investing in it. Establishing training programs for different new hires and offering them the right resources can be expensive. Especially for small enterprises. However, business process automation comes with enticing cost savings that make the investment worth it.

Unlike physical employee onboarding, you don’t have to rent training space, hire trainers or travel to remote locations to get required information. Recruits can get when what they need from anywhere they are.

Another way you reduce costs is by improving employee retention rate. A well thought-out employee onboarding process will help keep your workers loyal. Meaning, you don’t lose money on recruiting new hires every few months.

Save Time and Boost Production

Business process automation ultimately reduces paperwork for your staff. Admin tasks that several different departments are required to take action before a new hire can start can all be digitalised.

This aims to transform paper forms and questionnaires to digital forms with automated notifications. As a result, digitalisation will enable better management for the entire process. That is, from pre-employment and onboarding to induction stages.

Construction Workflow Software.png

Onboarding alone requires employees to fill different forms that can take time when doing it the old-fashioned way. Using paper forms is outdated and drains resources.

On the other hand, digitally managing this process significantly saves time. Simply, employee onboarding software makes these forms available to employees at anytime, anywhere.

An employee onboarding software like Kianda platform allows you to completely eliminate use of paper. By doing so, your business not only engages in sustainable initiatives, but saves critical time too. Additionally, a digital employee onboarding process is faster which enables managers to carefully hire new employees. That is, rather than rushing the process with improper decision making.

Besides the paperless forms, staff don’t have to travel for the induction procedure, and that saves time. Not to mention, reducing the need to travel for this process lowers expenses, allowing you to save costs.

The less time that managers spend on the employee onboarding process, the more time they have to dedicate to other duties. Subsequently, time savings lead to enhanced productivity. Particularly for a workforce that knows how to capitalise on every available opportunity.

Companies with poor retention rate lose a lot of time. Calculate the time it takes to recruit the right candidates for certain positions then train them. Imagine losing even a single employee after investing that time. The HR employee onboarding process, when done right, saves you this time wastage.

Reaching Workers Anywhere

Digital Construction Process

Technological advances have allowed building companies to have projects across different regions. With digital employee onboarding, an enterprise can easily get to employees who are far away.

Just because you have remote workers a thousand miles away doesn’t mean that they have to travel to the headquarters for induction or you have to incur extras costs to train them from where they are.

Employee onboarding software allows regional and global enterprises to give their employees the training and support that they require. You only need the necessary devices for remote workers and employees in different parts of the globe to access the same material.

Digital process automation ensures that you can give your company flexibility without letting some elements suffer. All workers will have access to the same quality of training.

Customisation of Induction Procedures

Software for construction processes

Enterprises have an easy time customising onboarding programs when using specialised software.

Workers at a building company have wildly varying roles, meaning that the induction processes are not always the same. Workplace-specific induction is a mandatory requirement in the building sector.

A company can go further and offer task-specific onboarding.

For instance, employees at a site who have to work at heights might receive training on the use of fall arrest equipment. The engineering department can have different onboarding from the contractors.

The advantage of this is that project leaders, managers and supervisors don’t have to spend time onboarding staff members for roles that don’t apply to them.


Digital Employee Onboarding promotes Continuous Learning

Employees should be able to keep up with the dynamic times in which they work. Various elements in the building sector change with time.

One day a worker is using this machine, and next month a different type comes around.

Employee onboarding software makes it possible for an organisation to provide continuous learning to its people. Onboarding is not a clear cut process and, therefore, some aspects will evolve with time.

With employee onboarding software, you can ensure that your company doesn’t miss any steps as it grows. You can reduce the risk of your employees getting left behind as other building businesses leverage evolving technologies.

Besides making your company safe, you get to build its reputation. A company that is always updated in its business operations is attractive to employees and clients.

Onboarding is one of the HR processes that can shape or break your company. The induction procedure lets an enterprise show its support to employees through training, mentorship and education.

Digital employee onboarding allows you to do this excellently.


If you would like to find out about how we help companies in construction sector to enhance their employee onboarding and induction procedures please get in touch with us: discover@kianda.com

Request your live demoAUTHOR: Derya Sousa COO of Kianda Technologies 
Helping companies to build custom business applications rapidly with no-code digital process automation platform Kianda.

ABOUT KIANDA: 5* rated, award winning, digital process automation and business application delivery platform.

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Employee Onboarding Process

Onboarding process

Get started with Employee Onboarding Process and welcome new hires PAPERLESS!

Eliminate the need for papers and emails rapidly by setting up your digital employee onboarding process.

With Kianda, you can digitally send a job offer to the new hire and the new hire accepting it. In addition, the template captures employee data, manager approvals and digital signatures.

Business process automation eases the employee onboarding process, from start to finish

This workflow will help you effectively manage the employee onboarding process. Moreover, it will allow HR team members and new hires to collaborate, all in a single place.

Also, you will be able to capture and store new hire personal data GPDR complaint. Automated workflows with Kianda is in compliance with GDPR regulations. Simply put, it reduces risks while handling sensitive data across different departments.

An employee must be aware of workplace rules, policies and procedures before or shortly after they start. If ignored or left too late, an organisation can face risks and damages to their business.

HR teams frequently repeat the same admin tasks when carrying out particular processes. For instance, managing re-employment, new hire onboarding process and induction. When conducting these procedures, there are often repetitive, manual tasks behind the scenes.

This gets more complicated and worrisome when you don’t have an easy solution available.

New technologies can increase efficiency and productivity in your business processes. For example, managers are increasingly adopting business process automation solutions to optimise tasks such as employee onboarding. Simply because, digital processes reduce time and money and scale up productivity.

An automated process assures the step-by-step tasks are efficiently carried out. As well, ensuring a standard way is being followed for each new hire and valuable time is not wasted.

“You don’t want to be one of those companies that is not prepared for the new hire and let them down in their first day”.


Employee onboarding template

New hire onboarding should not be time-consuming. It should be more manageable and smoother.

With Kianda employee onboarding process, you will be able to manage the entire workflow from beginning to end. And, all in a single platform connected to your back-end systems.

How does new hire onboarding process work with Kianda?

Employee onboarding workflow starts with HR capturing candidate details and Kianda updating current IT systems with these details. Following, it continues with assigning tasks to managers for approvals and so on.

It also can be expanded to send an anonymous form to the new hire to capture their digital signature for contracts. Kianda provides easy integration to DocuSign or you can use Kianda digital signature feature.

This would allow capturing new hire information such as bank information, next of kin. Also, making sure that the new hire has read and signed critical company policies before they start.

Overall the employee onboarding workflow template contains forms (steps) assigned to each department or individuals involved in the process. This facilitates the communications between team members and the new hire. As a result, it allows them to interact, digitally sign and collaborate instantly.

In addition, employee onboarding process comes with a personalised reporting dashboard. The customised dashboard provides an overview of the progress. It includes how many requests have been completed, how many are in progress and what are the bottlenecks.

New hire onboarding doesn’t need to be complicated. Streamline your employee onboarding process to generate the best outcomes for new hires.

Let us show you with a free customised demo what Kianda can do for you.

Request your live demo today!


Check out more HR workflow templates:

Performance Appraisal Process

Travel Request Form

Make your holiday request form an easy to manage digital process

4 Great Reasons to Streamline New Hire Onboarding Process for Aviation

Aviation New Hire Onboarding

There are many aviation recruitment agencies available to help you hire the qualified talent within the industry. However, the real challenge starts when it comes to planning for what comes next. And this is effective induction and onboarding process of each new hire.

Planning an effective new hire onboarding process is not easy and has its own unique challenges. In other words, hiring hundreds of employees can get messy when handled manually. Automation and effective management has become important when hiring. That is, to ease new hire onboarding processes in aviation recruitment procedures.

Airlines conduct business right across the globe. Because of this, it can be challenging to plan and monitor operations such as aviation recruitment.

In addition, employee onboarding doesn’t come alone. As well, it comes with off-boarding, which seeks the same level of attention from you. Both of these human-centric processes require extra care and attention in detail.

How efficient is your new hire onboarding process? 

Mark Lapidus, CEO of Amedeo states:

Airlines are exploring how advances in technology can assist from a customer relationship/sales point of view. But, also help improve operational efficiencies and reduce costs”.

In the Aviation Industry Leadership Report from KPMG.

It is time to welcome new hires paperless and hassle-free

Whether your organisation is a small local airline or a large international one, leveraging new technologies is essential. That is, to ensure operational process quality. As well, efficiency is crucial to fulfilling ambition in aviation with a smooth new hire onboarding process.

Here is what happens when onboarding process is manually and poorly done:

New hire won’t engage and won’t feel connected. Put clearly, you don’t provide impressive pre-start communication to the new hire. First impression matters. If the new hire spends his/her first day by reading not very appealing company policies and procedures, they will not feel engaged at all.

Manual and repetitive tasks, for each employee such as sending contracts, collecting background checklists and references can be time consuming. More clearly, handling tasks with email or paper communications makes it impossible to manage hiring large numbers. So, don’t rely on your memory. Most noteworthy, making sure each hire gets the attention they seek is extremely important in the onboarding process.

Decreased office staff productivity and team morale will lead to frustration from managers and leaders if the tasks are not completed in time, new hire set up is delayed.

The process is prone to errors, which can lead to misunderstandings about overall company culture and how processes are handled. Preparing an induction checklist and keeping it on the shelf is not enough. An automated process flow that you can make sure each individual that is involved complete their tasks on time and give you full visibility.

Here is why you should streamline employee onboarding and off-boarding process:

1. Increased productivity

How can you free-up time for the real value work? By eliminating repetitive and manual tasks that take up a lot of time and resources for each hire. Airlines that understand the true cost of productivity can make good use of technologies. By doing so, they can give themselves more in-house control of their solutions and give employees flexibility.

One of the latest process management technologies such as Kianda Forms will enable you to easily automate these time-consuming tasks step by step. In short, you will be able to assign tasks to each department, schedule operations and send automated notifications to assignees so that you have peace of mind.

2. Talent oriented results

With an efficient and properly planned onboarding process, the new hires will effectively be onboarded in the process. A successful employee onboarding program will equip new hires with the tools, and system access they will need to succeed in their new jobs on time. Crew members, pilots, technicians, managers no matter what their role is. They will have the resources needed to become a fully engaged and culturally aware member of their team.

3. Say goodbye to paper documents

We all know now how important it is to reduce our impact to the environment. So, wouldn’t it be great if we could manage the whole process of employee onboarding paperless? Kianda Forms allows all documents to be uploaded to the data source of your choice and signed off by employees with a digital signature feature even before they start. As well, all policy documents can be provided to the new hire and managers can track if they read it or not. Knowing what applicable compliance regulations, standard operating procedures relate to your organisation protect the company and the employee for the long run.

4. Fewer risks and more transparency

Benefits of effective employee onboarding process are more than just informing the employee about organisational systems. New hire onboarding can help the employee and the organisation in the long run through reduced risks and turnaround times. And, reducing the frustrations and misunderstandings a poorly managed onboarding can cause.

Read – How an aviation company streamlined their Employee Onboarding process with Kianda Forms

If you are planning to streamline your organisation’s new hire onboarding and induction process and reduce the time and money you spend on this, talk to us.

Discover how Kianda can allow you to achieve great results with an agile aviation recruitment process. Take your operations to the next level within Aviation industry with Kianda onboarding process.

Let us show you with a free live demo what Kianda can do for you.

Request your live demo today!


Derya SousaAuthor: Derya Sousa COO of Kianda Technologies 
Helping companies to operate paperless, delivering custom business applications rapidly with no-code digital process automation platform Kianda.

Kianda is a business process automation platform that allows companies to digitalise and streamline their processes with easily built online forms and workflows.

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Employee Onboarding Process