Why is Onboarding Important

According to a survey conducted by staffing agency Robert Half and Associates, 28% of employees are willing to quit a new job within the first 90 days. This study, along with other similar ones, point to the increased happiness and satisfaction levels of employees who undergo a structured onboarding process. By investing in a hassle-free onboarding process, the employment experience becomes more enjoyable and productive for all stakeholders involved.

Given that hiring new employees is a costly and time-consuming process, it is critical to keep new employees excited and engaged, rather than risk losing out on top talent and needing to make fresh hires. It is also is the primary contributor to the first impression of the organization. Employee experience on the first day lasts a long time.


Problems with Traditional Onboarding

Paper-intensive processes still form the backbone of employee onboarding programs. Although organizations all over the world have been investing in digital technology, employee onboarding is one area that is yet to see large scale implementation. This means that the existing processes are slow, keep multiple people tied up, which makes them a costly affair. Besides, the new employee is in the HR office all day when they should be meeting the team and finding out more about their new workplace. New employees end up being bogged down by paperwork.


Digital Onboarding Solution

With the use of digital and communication technologies, the pre-onboarding phase (before the date of joining) can be used to complete most of the activities that hold up the onboarding process on day1.

Here is how a contact-less self-serve digital onboarding process can work:

  1. HR triggers a PWA (Progressive Web Application) link to employee email and phone number.
  2. Employee signs up using their phone number. An OTP is triggered to the employee’s phone, which is used to sign in to the portal, where they are greeted with a welcome message.
  3. The employee is asked to upload necessary documentation, like national IDs, degrees and mark sheets, certifications, relieving letter from the previous employer, etc.
  4. Data parsing algorithms will read the uploaded documents and prepopulate forms needed, e.g., confidentiality agreement, tax-related documentation, insurance, etc. The employee can manually update the necessary field. These documents can then be made available to the employee to read before the joining day. The employee can go through policy and procedure documents online.
  5. An employee profile can be set up within the existing HR systems based on the inputs and kept inactivated until the date of joining. In addition, email ID creation, access card generation, asset allocation can be handled before the employee joining.


Joining day onwards:

1. Digital signatures to sign critical documents and electronic document handling to minimize paperwork.

  1. Assets already allocated for the employee are handed over by the concerned department.
  2. Access to the existing employee portal is activated.
  3. Interactive websites for employees to sign up for benefit coverage, participate in trainingand in-service activities.
  4. Automated polls used as a means of gathering information and opinions from the employeethroughout their early days, weeks, and months with the company.


Benefits of Digital Onboarding Solutions

Digital onboarding solutions provide the new employee with a much better and seamless joining experience. With digital onboarding, process flows, and event triggers can help to personalize the experience for each employee. It builds employee confidence that they have chosen the right employer. This helps the organization build a stronger employer brand.

It eliminates the manual element (very often high-cost interventions) and time-consuming paperwork. It saves time for the employee, the manager, and the HR, which prevents the loss of productivity. Background verification can stay where it belongs, in the background.

Digital onboarding helps them become a valuable contributor faster since it ensures asset and access readiness. Accelerates the average time it takes for new employees to reach their optimum productivity level (OPL) at a fraction of the cost.

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