The Obvious Savings: Using Technology To Save Time and Money During Onboarding
But let’s start with the most obvious reasons for adopting Experience-Driven Onboarding platforms: the direct time and cost savings associated with the onboarding process.
The process of onboarding a new employee requires a load of documentation that needs to be passed back and forth between the new hire and your organization. Think of how much time the HR department takes to send out the paperwork via snail mail, then following up to ensure it is returned and properly filed away.
With modern employee onboarding software now integrated with paperless secure documentation platforms like Adobe Sign, DocuSign, Hellosign and Secured Signing, it’s easy to deal with these documentation compliance issues digitally. You can even automate reminders to the new hire to complete their paperwork, reducing the time HR has to dedicate to follow-up tasks.
Save time with integration, automation and personalization
Another major time and cost saving can be found in automating repetitive processes. Think about how much time HR spends on repetitive tasks, like sending a welcome note and pack, reminding managers and IT to start provisioning, or sending the new employee a set of instructions and directions for their first day.
Employee onboarding software with workflow and scheduling capabilities can automate these repetitive tasks. This not only frees up HR resources, but also ensures these key tasks are taken care of, at the right time, every time.
Most onboarding software today is integrated with your existing HR system, so by simply entering the details of a new recruit into your HRIS, you can trigger the appropriate onboarding workflow for their role, with tasks triggered in accordance with their start date, and all communications personalized with their name, contact details and assigned manager.
Quickly ramp from onboarding to productivity
By using employee onboarding technology to ensure consistent onboarding processes where everything is taken care of in a just-in-time basis, new employees can arrive on day one with all their equipment and system logins ready for them, so they can focus on getting up to speed without unnecessary delays.
Onboarding software is also great at decreasing the time for new employees to become productive, by accelerating their learning of company protocols, procedures, and systems. It also offers superior reporting and analytics to help quantify the impact of the “soft” human elements of your onboarding processes on your profitability.
Consistent onboarding during rapid growth
If your organisation is experiencing considerable growth, and putting down roots in remote or overseas locations, it can be a challenge to ensure a consistent and coherent onboarding process for new hires or remote hires who you cannot meet in person.
Take into account how much time and cost is involved in onboarding and provisioning overseas or interstate employees. Is inconsistent onboarding or miscommunications causing inefficiencies in the business?
In this case, the automation, personalization and paperless capabilities that onboarding software offers become indispensable.
Used in conjunction with collaborative digital platforms like Asana, Dropbox, DocuSign and Trello, you’ll be able to quickly and cost-effectively execute all the processes and documentation tasks associated with onboarding, even if the new employee is halfway across the world.
Onboarding software also adds visibility and accountability to previously “unmeasurable” metrics like employee engagement. By applying digital smarts to onboarding, you and your managers can see, for example, if a new hire is actually opening and reading your communications, or if a manager has actioned certain onboarding tasks, and receive alerts when either manager or employee engagement levels are below a certain threshold.
Empower managers to own onboarding
For managers, onboarding a new hire can often be a daunting process, with a lot of moving parts and unfamiliar procedures that are piled on top of their already busy workday.
The result? Having to divert effort and resources away from their normal work in order to take care of onboarding, forgotten tasks, or simply not bothering with onboarding – all of which directly impact productivity metrics.
The right technology breaks the onboarding process into bite-sized chunks, helping to coach managers through each employee’s onboarding journey.
It automates all of the painful administrative aspects, so managers are able to focus on engaging with the new hire, and provide an awesome, human, onboarding experience, without adding more work to their day.
For example, the technology can:
- intelligently nudge managers of outstanding onboarding tasks they need to do;
- provide managers with pre-populated personalised welcome messages they can send to new hires to kickstart their new manager-employee relationship;
- automatically create calendar invitations for key onboarding events like welcome lunches welcoming new team members, probation reviews, one-on-one catch up meetings, and more;
- offer reminders and advice delivered to the managers mobile, especially during the critical early days of an employee’s onboarding period
Direct Costs of Turnover
- remuneration for time to conduct exit interviews
- termination payouts
- leave entitlements
- fees for advertising or recruitment agency
- remuneration for time spent conducting interviews
- fees for employment testing
- remuneration of employees involved in induction processes and on-the-job training
- certification fees
Indirect Costs of Turnover
Time to replace a hire:
- Typically, it takes 8-12 weeks to replace a knowledge worker. In the meantime, the slack has to be picked up by other members of the team.
- Ramping up a new staff member to full productivity takes a month or two
- Companies are taking longer to fill positions, up from 48 days in 2011 to 52 days
Time to train a new hire:
- A smart CEO will put the best people in charge of training a new hire, which impacts on the production capacity of (often) the most efficient staff members
- During the new hire’s first 3 months, those hidden labour costs can quickly add up to tens of thousands of dollars
Lost productivity and engagement:
- Frequent turnover has a negative impact on employee morale, which may further impact customer service, productivity, and company revenue
- In a given organisation, more than 25 percent of employees can be categorised as flight risks
- Lost productivity from continuity issues
Building a Relevant Experience-Driven Onboarding Journey for Today’s Talent
So how exactly do you use technology to create an Experience-Driven Onboarding journey that is both relevant and attractive to new hires, such that it contributes to your Employment Branding?
The key is relevance. Today’s workplace is a diverse mix of Baby Boomers, Gen X, Millenials and Gen Z. This means it is important to deliver personalized onboarding experiences via channels that your new employees are already using.
For instance, the modern employee is increasingly mobile-first in their approach to communications, and often prefers to consume short, snappy content delivered in skimmable form.
Additionally, if your company employs a geographically dispersed workforce, you may need to personalise onboarding communications in line with local cultural norms.
The right onboarding software has the logic and communications channels in place to deliver communications in the correct channels for any employee type and according to job role, team, region, and even individual preferences, all without requiring a heap of manual work.