5 Ways to Easy-Button the Employee Onboarding Process
Bringing a new employee into the company is an exciting scenario for all concerned. The employee is starting a new career chapter, and the company is bringing in new talent to help get business done more effectively. It would be great if a new employee could simply show up on day one and get down to business, but every company has some degree of onboarding that must be done to ensure all paperwork is correct, tax forms are filled in properly, and the company has the information it needs to administer payroll and benefits.
Making the onboarding process a positive one benefits both the new employee and the company. A great first-day experience can set the stage for a long term, satisfied employee. In fact, more than half of participants in a US-based study of 1,000 employees said they consider an organized orientation process with relevant training as a factor in their employment decision. Following are 5 ways you can “easy-button” the employee onboarding process.
1. Identify Weaknesses in Your Current Onboarding Process
You have to know where you are before you can know where you’re going. Take a look at your current onboarding process. Have there been complaints from either HR or new hires about certain aspects of the process? Are there breakdowns in communication among interested parties? What seems to take too long or be harder than it should be? Knowing where there’s opportunity for improvement is step one toward making things better and avoiding wasted or misapplied effort.
2. Consider Implementing Interactive Online Employee Orientation
Some first-day tasks need to take place in person, like showing the new person where their desk is and introducing co-workers. But many aspects of orientation can take place through self-guided interactive online programs. Baylor College of Medicine implemented a self-guided orientation program for informing new hires about benefits and found it to be a tremendous success and far less draining on HR resources. Moreover, new employees liked the flexibility and knowing they could revisit benefit information online at any time.
3. Provide Paperwork Electronically Before Employees’ Start Date
Providing paperwork electronically is less messy, environmentally friendlier, and eliminates problems like lost pages. Providing new employee paperwork via web portal before the employee’s start date gives new hires plenty of time and flexibility to fill out forms completely without feeling rushed. The result is that new employees won’t have to spend their first day filling out paperwork, and HR can be confident they have new employee information ready to go first thing.
4. Use Electronic Forms and Automated Processes Whenever Possible
When electronic paperwork created with an online form builder is part of the onboarding process, you already save time, hassle, and paper. When you integrate electronic forms into work processes, you accelerate onboarding even more. Choosing an electronic forms solution that automates certain processes, like automatically submitting a completed form to the appropriate HR staff member, eliminates lost paperwork, keeps forms secure, and minimizes time spent on administration before your new hire can get to work.
5. Integrate Electronic New Hire Data With Your Current HR Systems
Electronic survey forms that integrate with your existing databases and systems greatly reduce duplication of effort. Once information is captured in a form, that information can be used by workflow software to feed other forms and trigger other processes. And when you take advantage of technologies like secure online form signing, you can get a new employee on board and ready to work much more quickly. There is simply no comparison to the old ways of signing stacks of paper and hoping none of it gets lost.
Onboarding new employees is a fact of life, but it doesn’t have to be tedious and time-consuming. By using an online form builder like PerfectForms, you can turn cumbersome paper processes into efficient electronic processes, and with PerfectForms you can combine electronic forms into highly efficient workflows. Best of all, you can do all this with drag-and-drop convenience and never have to write a single line of code. The result is an employee onboarding process that doesn’t drain resources and allows your new talent to get down to work as soon as possible. If you’d like to know more about how PerfectForms can streamline your operations, contact us at any time. We would be happy to answer any questions you may have.