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How to Automate the Employee Onboarding Process in Your Company – 7 Effective Tips

Vlad Vakser Vlad Vakser | September 1, 2023 | 10 min

Onboarding has become an essential process for a company’s successful growth and is closely connected with employees, management, and other HR processes. For instance, new employees are twice as likely to look for another company if onboarding was bad or did not happen at all.  

Good onboarding has numerous benefits, such as effective workflow due to better learning, increased motivation, improved employee experience, and clear communication within the team and management. It all results in better company performance. The onboarding process also requires significant investments of human and financial resources. That is why more and more industries are now utilizing the power of modern software to automate onboarding. This means spending fewer resources and getting better results. According to a survey among HR professionals, 36 percent of respondents believe that the inability to automate the onboarding process negatively impacts the new hire experience, especially when it comes to training managers.  

In this article, we will take a closer look at onboarding, and how to reap the same benefits while investing fewer resources, and we’ll provide a full guide to onboarding automation in your company. 

Understanding Automated Employee Onboarding: Definition & Goals

In the contemporary professional landscape, the adoption of automated employee onboarding has emerged as a critical necessity. 

The urgency for automation arises from the inefficiencies inherent in traditional onboarding methods. Manual paperwork, redundant data entry, and prolonged timelines not only impede operational efficacy but also undermine the initial experience for new hires. These drawbacks lead to errors, compliance lapses, and reduced engagement among employees.

Conversely, automated employee onboarding offers a streamlined solution to these challenges. By harnessing technological tools, companies can expedite administrative processes, enhance data accuracy, and accelerate the integration of new hires. Furthermore, this approach liberates HR teams from manual burdens, enabling them to concentrate on strategic functions.

The value of automated onboarding is universal, catering to a spectrum of organizational profiles. Large enterprises dealing with high-volume recruitment can ensure consistency and efficiency across the board. Meanwhile, small and medium-sized businesses, often constrained by resources, can leverage automation to optimize their onboarding without compromising quality. Industries spanning technology, healthcare, finance, and beyond can benefit, as automated onboarding cultivates a robust basis for employee achievement.

The benefits of onboarding are quite obvious, but only 12 percent of companies do great in onboarding. That is why it’s crucial to analyze the main points on how to help an employee adapt to a new place of employment for the benefit of your company’s growth.

Embracing a Smooth Transition with an Automated Onboarding System

An automated onboarding system is a digital platform that streamlines the process of integrating new employees into an organization, enhancing efficiency and engagement.

This is how it can help both employees and the company.

Seamless Paperwork Management 

Efficiently handle documents like contracts, tax forms, and policies, reducing manual data entry and ensuring accuracy in record-keeping.

Personalized Training Modules 

Deliver tailored training content to new hires, enabling them to acquire essential knowledge and skills at their own pace.

Automated Task Assignments 

Assign and track tasks, such as setting up email accounts and access to software tools, ensuring consistent and timely completion.

Integration with HR Systems 

Automatically sync employee data with HR databases, minimizing the risk of data duplication and enhancing data integrity.

Real-time Progress Tracking

Monitor new hires’ progress through the onboarding process, identifying bottlenecks and optimizing the workflow.

Interactive Orientation Materials 

Offer engaging multimedia materials that familiarize employees with company culture, policies, and key contacts.

Digital Compliance Checks

Facilitate compliance checks, like policy acknowledgments and safety training, ensuring adherence to regulations and company guidelines.

Feedback and Support Channels

Provide avenues for new hires to seek assistance, ask questions, and offer feedback, fostering a sense of belonging from day one.

Benefits of Automating the Employee Onboarding Process

So how exactly can you make great employee onboarding via automation? Automating the employee onboarding process has a vast variety of benefits for the company revenue in general. The following benefits will totally convince you to consider employee onboarding process automation:

Better Employee Retention

One of the core aspects of automated onboarding is that the company is able to keep the hires, so the organization spends much less time, money, and resources on searching for new workers. Additionally, employees who receive effective onboarding are more confident with the corporation. They are also 18 times more likely to feel committed to the company and its long-term goals.

Reduced Operational Cost

The average business spends around $4,000 and more than four workweeks to involve a new hire. If the new employee decides to leave the organization without having worked for even a month, the cost loss doubles at least. With employee onboarding automation, you can automate and structure the onboarding files in a system. This helps you easily find the essential information and forget about the data damage or loss. This will reduce the cost and bring additional revenue to your business. In addition, you will greatly reduce the possibility of error, which is also crucial for business growth. 

Elimination of Errors

Every new hire can receive different treatment, depending on how busy the HR team is. If there are too many new people and the HR department is hiring even more at the moment when new hires arrive, the latter won’t get enough attention and support. However, if you automate employee onboarding, everyone is getting the same treatment. So, no one is forgotten in the haste of daily office life.

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7 Ways to Automate the Employee Onboarding Process 

In fact, it is impossible for a company to make a completely automated onboarding workflow, as there are some key procedures of onboarding that demand the presence of an HR team member to manage and improve the new employee adaptation process. However, we still have plenty of solutions on how to automate an employee onboarding: 

#1 Manage Your Data Using a Unified System

Automating the data by creating a personal secured workflow system to minimize the paperwork is a great option. For example, by collecting the employee data in one system, it is easy to make the most of their hard and soft skills, proficiency, experiences, certificates, and education. Moreover, you can use data visualization tools to easily leverage information.  

#2 Assign Documents Automatically

No mailing lists, no paper documents on the desk, and no need to control whether you gave all the needed documents for employees. Just create the schedule of assigning files to a new hire and keep track of whether they were opened or not.  

#3 Simplify the Account Generation 

Setting up multiple accounts on different apps and software is painfully repetitive for the IT department and the new employee themselves. With an automated onboarding process, an HR team member can spare the time of the IT department so that they can focus on more important tasks. The HR member has to put in the information of an employee once, and the tool automatically creates several accounts on different platforms.  

#4 Test the New Employees’ Knowledge & Progress 

With automated onboarding, it is easy to share essential knowledge and check the new employees’ learning progress. Usually, it takes a lot of time for HR team members to test new workers’ understanding of the company processes and some difficult cases. Instead, they can send the survey and automatically get the results of each member. Thus, you invest in creating one test for a set group of employees that will be used repeatedly.  

#5 Automate Benefits Enrollment

Automating benefits enrollment simplifies the entire process. Just send an automated email to new employees with a detailed explanation of the benefits package and instructions on how to complete the enrollment electronically. Scheduling automatic reminders helps employees meet all the important deadlines. 

Although commuter benefits, health plans, and retirement plans all have different portals and management systems, automated onboarding software can connect and manage all of them.

#6 Introduce Constant Feedback via a Notification System

Collecting the employee’s feedback about his satisfaction with the onboarding process and his new job can help to identify potential problems. Artificial intelligence (AI) significantly simplifies this process and makes it more effective. Automated onboarding software can send out surveys after the first week, first month, or first quarter in the position.

Moreover, AI tools can identify hidden dissatisfaction in survey results and predict flight risks. This allows the company to resolve turnover before it happens. If flight risk is detected, the AI sends alerts to the hiring manager or HR for them to address the issue. 

#7 Analyze the Working Performance: Track Employees’ KPIs

This option implies providing an automated checklist of all the tasks and goals that a new hire has to complete within the onboarding, for instance, reading and signing some documents, going through tests, or creating teamwork projects. Also, you can set deadlines in a system and send a notification when the date is coming closer. You can also get some essential metrics about the work completed. In such a way, it is easy to learn about the new employees’ time-management skills and control their KPIs.  

onboarding automation

Source: automationedge.com 

Steps For Customized Employee Onboarding Software

Explore the essential steps in developing tailored employee onboarding software to meet your organization’s specific needs.

Needs Assessment and Planning

Understand your company’s unique requirements, workflow, and goals to outline the software’s functionalities accurately.

Design and User Experience 

Create an intuitive user interface and engaging experience, ensuring easy navigation and interaction for both HR personnel and new hires.

Feature Development 

Integrate tools for document management, training modules, task automation, and data integration, aligning with your onboarding process.

Data Security and Compliance 

Implement robust security measures to protect sensitive employee data and ensure compliance with data privacy regulations.

Testing and Quality Assurance 

Thoroughly test the software’s functionalities, identifying and rectifying any bugs or issues before deployment.

Deployment and Integration 

Efficiently roll out the software, integrating it with existing HR systems, and providing training to relevant personnel.

Continuous Improvement 

Establish a process for collecting feedback from users and making iterative improvements to enhance the software’s performance over time.


Our Experience

With one of our clients, Langate has worked on developing a custom employee change management system. The company had more than 15,000 of its own and its customers’ employees to manage as part of the HR service. The complexity of the environment was growing. Moreover, they also managed full-cycle employee onboarding and offboarding. So, they contacted Langate to develop custom software that would be able to handle such a massive amount of data. The solution also had to ensure the utmost security, and provide personalized onboarding programs.

To address these needs, Langate developed a custom web-based employee change management software. It works as a plug-in module for an enterprise-wide expandable web platform and includes everything the client needs. The system stores information about each employee, simplifies the account generation process, tracks employees’ progress, automates benefits enrollment, and analyzes work performance. 

After implementing the solution developed by Langate, the client was able to minimize employee setup time and the amount of onboarding and offboarding effort and errors. Consequently, the client’s customers and internal departments are more satisfied while using their HR services.

Conclusion  

To summarize, employee onboarding optimization is an essential part of a company’s long-term success. And though there are various methods on how to adapt the new employee to a company, automating the employee onboarding process is one of the best options to boost business performance. 

In the article, we have described seven effective ways to automate the employee onboarding process, each of them covering a particular area. Creating a custom employee onboarding software that includes all these features would allow the company to provide a high-quality and smooth onboarding experience.

If you’ve realized that an automated onboarding process would help your business, contact Langate! We have deep expertise in developing custom automated employee onboarding solutions that successfully serve companies’ business needs.

Frequently Asked Questions

What kind of organizations need an automated employee onboarding process?

Organizations of all sizes, from startups to enterprises, can benefit from an automated employee onboarding process. HR onboarding automation streamlines tasks, enhances accuracy, and accelerates new hire integration, ensuring a seamless and efficient experience for both employees and HR personnel.

What are the ways of employee onboarding process automation?

Automated employee onboarding employs digital tools to streamline the new hire process. It includes tasks like digital document management, personalized training modules, automated task assignments, and integration with HR systems. This approach expedites onboarding, reduces errors, and enhances the overall experience for both employees and HR teams.

How does an organization benefit from automated employee onboarding?

Automated employee onboarding brings manifold benefits. By automating the onboarding process, organizations save time, reduce administrative burdens, and ensure consistency. Self-service portals empower new hires to access necessary information, while integrated learning management systems facilitate personalized training. This enhances efficiency, engagement, and the overall onboarding experience.

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