4 Steps for Transforming the New-Hire Experience
Blog: Kofax - Smart Process automation
It’s official. Your new hire has accepted a position with your company and their first day on the job is fast approaching. Traditionally, they would fill out dozens of paper forms, including bank and insurance details, confidentiality agreements, and more–a costly process for your company and a frustrating experience for your new employee. But now smart solutions in onboarding software have streamlined the process.
Pre-board new employees
New software solutions now help employers to gather most new-hire paperwork digitally from new employees – prior to their first day on the job.
HR workflow automation software replaces paper forms normally used for onboarding with easy-to-fill-out digital versions, then tracks the completed forms, and shares information contained in the forms with relevant departments. You can also reduce manual entry and errors by integrating these processes with your HRIS.
New employees can now use self-service portals to easily access electronic forms. They can then insert their personal information (such as their banking details, insurance information, and their employment contract) using any electronic device, anywhere–at their own pace, prior to their first day of work. This information is then automatically entered into the HR workflow system. Electronic signature tools help streamline the formalities, creating a uniform, accurate record-keeping method that eliminates the need for unwieldy paperwork.
Some employers even use HR workflow automation technology for socialization as part of the pre-boarding process. Companies can record introductions and welcome messages from senior management, which can then be distributed to new hires. These messages help increase enthusiasm and excitement among new employees regarding their new career with your company and help increase overall engagement
Put software in place to streamline the process
Anyone who’s ever started new job knows there are numerous forms to fill in. HR onboarding documentation comprises 40-to-60 percent of an employee’s file. Not only are these forms time-consuming and expensive to print, but there is a high risk of error if the latest version of a document is not used.
Software solutions help cut much of the paperwork and automate most of the onboarding legwork for you.
These software solutions provide many benefits to employers, including:
- Convenience. Now you can convert paper forms into electronic ones and make them available through a special HR portal.
- Efficiency. Speed up the orientation process on the employee’s first day of work. This increases the time to productivity.
- Increased productivity. Quickly and easily share multiple documents through HR software applications.
- Security. Protect employees’ private information with strict security controls.
- Fewer errors. Easily check a new employee’s status to flag missing documents.
- Cost savings. Eliminate storage costs by creating an electronic personnel record.
Track the onboarding process
Task management software helps track the progress of new employees, providing them with a clear view of the goals they should aim for at 30, 60 and 90 days, with handy, automated reminders. It also gathers and formalizes feedback, encouraging new employees to ask questions and share their views on what’s working and what isn’t.
Boost retention rates
Poorly executed onboarding can be frustrating for new employees and costly for organizations. The figures speak for themselves: almost a quarter of workers voluntarily leave their jobs within the first year of employment and more than 20 percent leave within the first 90 days.
On the other hand, workplaces with structured onboarding processes keep their staff longer, engage them better, and get more productivity from them faster. More than half of the organizations who invested in their onboarding processes saw significant gains in employee engagement metrics, including employee turnover, absenteeism, productivity, and employee satisfaction, according to Brandon Hall Group’s 2014 State of Talent Acquisition Study.
By implementing an onboarding strategy which takes advantage of smart onboarding software, you can guarantee a smooth start for new employees, and save your company time and money.
To learn more about how your organization can reduce errors and make it easier to onboard new hires, please visit: http://www.kofax.com/solutions/cross-industry-solutions/automate-customer-onboarding