Employee Onboarding Process is a crucial business process for the success of new employees and the company. It was already a complex process in normal circumstances, pre-Covid 19. However, employee onboarding takes a new level of complexity and importance with remote employees. Now that remote work seems to be the “new normal”, organizations must define a streamlined Employee Onboarding Process that works also for remote employees. Let’s take a look at Employee Onboarding Software. What it can do to guarantee a successful remote employee onboarding process and more.

Why You Need a Remote Employee Onboarding Process?

The most common reasons why employees are leaving their organizations are closely related to some aspect of an organization’s human capital strategies, including those for engaging employees. According to Gallup, only one-third of the American workforce is engaged at work. Which could be even more challenging with remote employees. It reports that actively disengaged employees are twice more likely to seek new jobs. While the number of employees actively looking for a new job or watching for openings is more than 50%.

On the other hand, Glassdoor mentions that organizations with a successful employee onboarding process improve new hire retention by 82% and productivity by over 70%. Bambo has identified that only in the first six months, as many as 31% of new hires leave the job. 68% of them leaving during the first three months. A clear indicator of flaws in corporate strategies to engage and retain employees during their onboarding process.

Having a successful onboarding process in place will provide new employees with the tools and information they need. They will be able to assimilate the organization’s culture and get on-the-job training sooner even if not physically present. According to the Bambo report previously mentioned 76% of surveyed employees wanted on-the-job training, while 73% wanted to know the company’s policies. Giving them what they want will help them to feel part of the organization and be productive sooner.

Why you need to automate Remote Employee Onboarding

The competition to get skilled and talented employees onboard continuously intensifies. Whether you have a company with multiple offices around the globe or you need to provide 24/7 customer support. You most likely need talents from different countries, regions or cities. Or simply to have access to a wider talent pool. However, no matter the reason why you’re hiring remote employees, it’s always a big challenge! Automating the onboarding process for remote employees, just as for on-site ones, makes the most sense. Why?

According to the Society for Human Resource Management’s the average cost per hire is more than $4000. An amount that adds up when we consider that a US company turnover rate is about 22%. Therefore you must guarantee the success of a new employee onboarding. Otherwise, it will just cost you too much time and money. Using an Employee Onboarding Software to automate the process will improve delivery, traceability, measurability and also reduce the time and resources you need to spend to successfully onboard remote employees and retain them.

What Means To Automate New Employee Onboarding Process

To automate a new employee onboarding process is to streamline all the interactions and work involved in onboarding a new employee. You can specifically use an Employee Onboarding Software or use a general workflow automation software. The process can start as early as with a new employee requisition form. You can send automatic offer letters after you have approved the new candidate. Automate coordination activities with the IT department, for example after HR has marked the resources and type of access to information that needs to be provided.

All the information would usually be filled out or requested on day one can now be filled digitally, using Smart Forms (Dynamic Forms). Automatic digital documents will be generated, information automatically stored, shared and new events triggered. No more manually filling, printing, scanning, putting in folders. If using, for example, payroll systems, you could automate data sharing. This will allow you to automatically share information between apps after a new employee is hired.

→ How to Onboard Vendors, Clients and Employees with Dynamic Forms

You can automate all processes, tasks, notifications, reminders around employee onboarding. From new employee requisition to training, evaluations, time-off requests, etc.

Benefits of using an Employee Onboarding Software

We already went over some benefits of automating the new employee onboarding process, but let’s take a look at other important benefits you will get from using an employee onboarding software.

Digital Successful Onboarding

With remote work becoming a more common practice, organizations need to adapt. They need to adopt new technologies to meet new challenges. Employee onboarding software allows remote employees to complete the onboarding process from any part of the globe smoothly. The automation of the onboarding process gives consistency and simplicity. You can even start the process before day one. From sending offer letters, offering training and tracking, share documentation, obtain confirmation and employee evaluations. HR managers can have full control of every step and track all activities, documents, information and more. You can help your new hires to become proficient sooner with shorter learning curves.

Better Employee Experience

The first day at a new job is always stressful. Smoothing things out can help reduce tension and improve the employee experience. The automation of a new employee onboarding process provides a guide for the new employee. It smoothly guides them through the entire process, facilitating the transition between stages. With an automated employee onboarding process new hires know exactly what to do, when and how. The organization can make sure all aspects of a successful onboarding process are considered and add them to the standardized process; contributing to the overall employee well-being, engagement and retention.

→ How to Improve Employee’s Experience with Workflow Digitalization and Automation

Improved Document & Task Management

An automated employee onboarding process allows you to manage information, communications and documents digitally. But more than that. An HR manager will be able to automate information sharing and storage by project or profile. You can automate deadlines, notifications, alerts. You can create automatic event triggers to assign work, for example after a certain step has been completed. The department in charge of protecting data can restrict data access according to the role. Later access to data is simplified, with advanced data search features instead of trying to find where folders and exact information is inside a document. It saves time, simplifies work and provides a superior level of organization.

→ How to Simplify Document and Task Management with Workflow Automation

The challenge with remote employees, more than with in-office ones, is to help them feel part of the team and to be ready productive sooner. Particularly remote employees that do not have the standard office and activities common of first days.

Automate Remote Employee Onboarding Process with Virtus Flow

Virtus Flow is a No-Code Process Automation platform that focuses on Employee Onboarding. We provide you with the easiest tool, no need for IT experts, to automate your process right away. Anyone can do it in just hours or days (depending of course on how many steps and complexity). You can create Smart Forms and connect them to create workflows, departments, people, etc. You can design your own or customize our template. Streamlining all employee onboarding process and many other HR processes end-to-end was never so easy. Let us know what you want to achieve and we will go above and beyond to help you reach it. Let’s talk!

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