“Why you need it and how to do it right”

Employee Onboarding 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.

Why You Need Remote Employee Onboarding Programs?

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 linked to employee engagement.

According to Gallup, only one-third of the American workforce is engaged at work. Which could be even more challenging with remote employees.

Employee engagement at work

» Actively disengaged employees are twice more likely to seek new jobs.

» 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:

Improvements of an Effective Employee Onboarding

» organizations with a successful employee onboarding process improve new hire retention by 82% and productivity by over 70%.

Bamboo 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 workflow in place will provide new employees with the tools and information they need.

They will be able to assimilate the company culture and get on-the-job training sooner even if not physically present.

Fact: 76% of surveyed employees wanted on-the-job training; 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

As competition for talents intensifies you’ll most likely need to look at different countries, regions or cities. And after Covid-19 we all learned that is possible to work from basically any place.

Regardless the reason, working with out-of-the-office teams is always a 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.

Benefits of automating employee onboarding

Using an Employee Onboarding Software to automate the process will improve delivery, traceability, and measurability. It will 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 an automatic job offer after you have approved the new candidate. Automate coordination activities with the IT department, for example after the HR department has marked the resources and type of access to information that needs to be provided.

» All the personal information that would usually be asked for on the start day 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 and less human errors.

How to set up the Onboarding Automation

New Employee Onboarding

HR manager enters employee information and automatically creates employee profile.

New Employee Onboarding automation
employee onboarding automation documentation
Document Management

If physical documents are preferred HR teams can add them here. However, you can automate the full process, forms and hire paperwork, including W-4, I-9, etc. During the onboarding hiring managers can invite the new employee to directly fill all information and automatically generate and store these documents.

Asset Management

Assign assets according to employee role. Automatically notify the department in charge which assets are needed to make sure they are ready before the new employee starts.

onboarding automation information access management
Access Management 2
Access Management

Assign access according to employee role. Automatically assign associated tasks to the staff member in charge of providing access. And so forth.

Task Management

Get notified and easily access tasks from one single dashboard. Take action with just a few clicks. For when you are away, you will be notify also via email.

pending Virtus Flow workflow management dashboard

» 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 solution

Let’s take a look at other important benefits you will get from using an employee onboarding software.

Benefits of onboarding automation

1- Digital Successful Onboarding

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 track all activities, documents, information and more. 

2- 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, improving the onboarding experience. It smoothly guides them through the entire process, facilitating the transition between stages. 

New hires will know exactly what to do, when and how. Make sure all aspects of a successful onboarding process are considered and add them to the process. You will contribute to the overall employee well-being, engagement and retention. 

3- 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.

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. 

workflow automation software

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