Key takeaways
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What’s worker onboarding automation?
Worker onboarding automation streamlines duties similar to paperwork, coaching assignments, and conferences. That is sometimes executed via onboarding software program programs or basic HR software program platforms. These tech options are additionally a good way to handle distant onboarding.
For instance, Rippling lets you create personalized workflows for onboarding to tailor the method to your organization’s wants. You may arrange particular triggers in order that when a sure motion is taken, similar to returning the signed supply letter, a follow-up motion or notification is initiated.
The best way to automate onboarding
1. Assessment your present worker onboarding course of
It’s useful to begin by itemizing the steps of your worker onboarding course of. If you have already got an worker onboarding guidelines, discuss with that and double-check that it’s up-to-date and aligned together with your present processes.
2. Determine which onboarding processes you wish to automate
Take a look at your onboarding course of and think about the place you might profit from automations. Not each step in your onboarding workflow must be automated, however you might discover that sure areas are significantly time-consuming and burdensome in your workforce and needs to be a high precedence for automation.
3. Consider your onboarding software program capabilities
Should you’re utilizing an HR software program system with onboarding capabilities, you might have already got the required technical instruments to construct your automations. Assessment your present software program’s capabilities, and call the seller for assist in case you’re not sure the place to seek out workflow automations throughout the platform or in case your present plan helps this characteristic.
It’s additionally a good suggestion to examine if any third-party integrations, similar to Zapier, will work together with your present software program platform. This may be considerably cheaper and extra handy than switching over to a wholly new HR platform.
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In case your present software program doesn’t help automated onboarding workflows, you might want to begin evaluating new instruments to seek out one that may deal with the processes that you simply recognized as high priorities for automation. BambooHR, our best choice for worker onboarding software program, is a wonderful choice to discover. BambooHR provides customizable onboarding templates and workflow automations to maintain your course of constant and arranged. |
4. Construct your automated workflows
When you’ve received your tech found out, you can begin constructing your automations. The precise course of will differ a bit primarily based on the onboarding platform you’re utilizing, however you’ll usually at all times must set a set off and an motion.
A set off is the occasion that happens to provoke the automated motion. A typical set off is perhaps an worker signing their supply letter or an worker’s begin date arriving. Then, the motion happens, that is the step that you really want the software program program to carry out when it registers the set off. For instance, a set off stands out as the worker signing their supply letter, and an motion could possibly be sending a notification to IT to arrange their laptop and workstation.
5. Monitor the effectiveness of your onboarding automations
When you’ve created and carried out your automated onboarding workflows, you’ll wish to repeatedly monitor their effectiveness and tweak them as wanted. Pay attention to any bumps you or your workforce encounter, and you’ll want to evaluation and replace your onboarding automations frequently as your processes change. It’s additionally a good suggestion to solicit worker suggestions on their onboarding expertise.
Whereas workers gained’t essentially know what automations you might have in place, they’ll level out what labored nicely or didn’t all through the method, which may uncover some insights into the effectiveness of your automations.
Advantages of onboarding automation
Automating your onboarding course of can profit your group in a number of methods. Listed below are a couple of to recollect as you think about implementing onboarding automations.
Streamlines the onboarding course of
A streamlined course of helps new hires full onboarding duties on time. Handbook processes could cause delays, prolong onboarding timelines, or create confusion.
Reduces the executive burden of onboarding
Worker onboarding can include plenty of tedious administrative duties that eat up your workforce’s time, similar to manually sending emails, establishing person accounts, filling out the HRIS and payroll profiles, and preserving monitor of what paperwork has been returned. With onboarding automation, that point may be higher directed in the direction of the extra hands-on interpersonal points of onboarding to supply a greater expertise in your new hires.
Improves the brand new rent expertise
Onboarding lets you make a powerful first impression together with your new rent. Offering a seamless onboarding course of is not going to solely assist them be higher ready to leap into their new roles, but it surely additionally lays the muse for higher worker engagement and satisfaction. Once you automate your onboarding, the important thing sources and knowledge they should get began will arrive of their inbox in time for his or her first day, letting them begin off on the best foot.
Reduces the chance of errors
Once you’re dealing with all your onboarding processes manually, there’s room for errors or inconsistencies. You may simply make a kind when manually inputting data from an worker’s onboarding kinds into one other system. You may additionally neglect a step and by accident depart an worker with out key data or a crucial login throughout their first week.
Once you automate your processes, there’s a larger degree of consistency throughout each onboarding you carry out and a decrease chance of errors.
Examples of worker onboarding automations
Listed below are some examples of onboarding automations which you could arrange. Observe that automation capabilities can differ by platform.
Scheduling orientation conferences
You may automate the method of scheduling conferences in your new rent. Relying in your group’s orientation course of, you may create workflows to schedule conferences with the worker’s supervisor, HR consultant, IT division, or their entire workforce for introductions.
Organising new worker accounts
Your new worker will want plenty of new accounts. They’ll must entry your payroll and time monitoring system, e mail, and certain some undertaking administration or inner messaging instruments. Relying in your chosen software program answer and the way it integrates with these different apps, you could possibly arrange an automation to create these accounts earlier than your new worker’s first day. This may be triggered after they return their signed supply letter or a set variety of days earlier than their scheduled begin date.
Sending onboarding process reminders
As an alternative of manually checking in on the completion of onboarding duties like paperwork completion or coverage acknowledgments, you may set a notification e mail to exit each time a process is overdue. Construct a templated e mail or in-platform notification that will probably be triggered to exit at set occasions (similar to when a deadline is approaching, when one thing is in the future late, and at ongoing intervals till it’s submitted).
Managing tools mailings
Should you’re hiring distant workers, you may create a workflow automation to assist ship out tools earlier than their begin date. When a begin date is approaching, you may create automations similar to pinging IT to ship tools and routinely producing a cargo label with the worker’s data for them to make use of.
Onboarding coaching assignments
Arrange customized workflows to assign the best coaching programs primarily based on an worker’s location, position, and division. For instance, sure states have explicit coaching necessities for sexual harassment, meals dealing with, office security, and different areas which will differ primarily based on the worker’s job.
Sending check-ins at 30, 60, and 90 days
You may automate your suggestions course of by setting your worker onboarding software program to ship out a suggestions survey on the 30, 60, and 90-day mark after an worker has been onboarded. Guarantee that you’ve got the right begin date recorded in your worker onboarding system or HRIS platform, and arrange a survey to routinely be despatched each time a brand new rent hits a type of three milestones.
Onboarding automation FAQs
What steps of the onboarding course of may be automated?
Steps similar to sending and monitoring onboarding paperwork, assigning coaching, establishing accounts, and scheduling conferences may be automated. Onboarding automation can be useful for sending pulse surveys and check-ins throughout and following the onboarding course of to gather suggestions.
What’s worker onboarding software program?
Worker onboarding software program refers to digital instruments designed to help and streamline the worker onboarding course of. Typically, onboarding software program will not be a standalone answer, however is as an alternative a part of a extra well-rounded HR software program system.
Can worker onboarding be totally automated?
Whereas many steps within the worker onboarding course of may be automated with the best know-how, a number of steps will nonetheless require a human contact. For instance, you may automate the task of a mentor or new rent buddy or the scheduling of an preliminary workforce welcome assembly, however the conferences or communications that comply with shouldn’t be automated as you wish to construct a real connection. Automation helps you save time on the paperwork and administrative steps, to offer you extra time for the extra interpersonal points of onboarding.