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Creating an Impact in Employee Onboarding with Automation

Blog: Bizagi Blog

Beginning a new job can be stressful for the new employee, and
for the organization that is onboarding them. This stress has been amplified by
the COVID-19 pandemic. It’s very likely that if you’ve hired a new employee in
the last few months, you haven’t even met them in person, and they haven’t been
able to step foot in the office.

Countless business operations have been affected by COVID-19,
but it is more important than ever to focus on business continuity. This means helping
your employees feel like it’s business as usual – especially for the new
starters. Their opinion of you as an organization hinges on their onboarding
experience, and could mean the difference between a loyal, productive employee,
or someone who leaves before their probation period is up. So how do you
impress your new employees?

Be proactive
with your onboarding

maximize success of onboarding a new employee, you should do everything you can
to make it a satisfying and informative experience. SHRM recommends
following the four Cs:

Compliance: Teaching employees basic legal and policy-related rules and

Clarification: Ensuring that employees understand their new jobs and all related

Culture: Providing
employees with a sense of organizational norms— both formal and informal.

Connection: Developing vital interpersonal relationships and information networks for
new employees.

Satisfying these four Cs not only ensures
employees can get to work and satisfy your business needs immediately, but also
to help them feel comfortable and happy in their new role. SHRM lays out the three different ways organization
approach onboarding:

“Passive Onboarding: Almost all organizations naturally cover compliance as part of formal
onboarding… [but] neither Culture nor Connection is addressed… If your firm
is engaged in Passive Onboarding, also known as Level 1, you are likely to view
onboarding as a checklist of unrelated tasks to be completed. Research shows
that approximately 30% of organizations work at this level.

High Potential Onboarding: When compliance and clarification are well covered by
a firm’s formal onboarding practices and some culture and connection mechanisms
are in place, High Potential Onboarding (Level 2) has been reached. In these
organizations, about 50% of all firms, the complete process has not yet been
established in a systematic way across the organization.

Proactive Onboarding: All four Cs are formally addressed in Proactive Onboarding. If your firm
is systematically organizing onboarding with a strategic human resource
management approach, you are at Level 3. Only about 20% of organizations
achieve this level.”

Achieving proactive onboarding will be challenging in today’s environment. Remote operations will likely achieve passive onboarding with no problem. But it will be hard to instill culture and develop connections if new starters are working from home and have not had a chance to meet and interact with colleagues face-to-face. Having strategic HR and onboarding processes in place can help you meet requirements, adhere to best practice and reap the benefits.

The benefits of getting onboarding right

“Research and
conventional wisdom both suggest that employees get about 90 days to prove
themselves in a new job. The faster new hires feel welcome and prepared for
their jobs, the faster they will be able to successfully contribute to the
firm’s mission,” says SHRM.

How you handle the
onboarding will have an impact on productivity during the hiring period and
beyond; it will shape your employee’s opinion of you. If they are happy, you
will see dedication and efficiency. In fact, Forbes found that satisfied, happy
employees are 20% more productive than unhappy employees. This
happiness will stem from fostering meaningful relationships (Connection),
understanding and delivering what is expected of them so they can be successful
(Clarification) and feeling like part of the team (Culture).

It will also save money
on recruitment. A quarter of new hires move on within a year, according to Allied, so you need to instil positive
feelings from the beginning. A great onboarding experience can improve employee
retention by as much as 82%, according to Glassdoor. But a negative one results in new
hires being twice as likely to look for other opportunities. And you don’t want

the onboarding experience

According to the Talent
Board North American Candidate Experience Research report
, when digital onboarding is used in
the hiring stage, new employees are more productive within their first few
weeks of work. This sets the stage for the rest of the employees’ tenure at the
company and gives them a great head start.

But digitizing the
experience is just the start. You need to automate processes if you want to
guarantee a smooth onboarding experience. You can create a process flow in
Bizagi Modeler to ensure that important services and assets are delivered in
time for the employee’s start date. You can then automate triggers in the
process so that once one task is complete, it prompts the next person in the
chain to complete their responsibilities.

Key tasks within the
process can also be automated, such as the distribution of forms and documents
to be signed, and connecting with IT to ensure the new starter has access
rights on the network – particularly important when working remotely. This way,
you can rest reassured that your new starter will hit the ground running.

Bizagi’s robust
orchestration capabilities enable the automation of tactical onboarding. This
includes IT account creation, hardware distribution, email set-up, and sponsor
assignment, which can all be co-ordinated and completed efficiently. Bizagi
also supports full scale pro-active on boarding; native integration with
Microsoft Sage enables AI analysis and recommendation for training and
inculcation paths. Standard integration with the three leading RPA vendors also
allows for document processing and industry-standard APIs that enable total
processes workflow to include your payroll, accounting, training and other HR

Automation should be used so that the
human factor can be focused on. Less time spent on paperwork means more culture,
connection, and clarification. Most organizations only focus on onboarding for
a week, but that’s hardly enough time to get someone fully settled. You should
continually track an employee’s progress and review how they are getting on.

In this day and age, employees expect
their onboarding experience to be proactive, and most importantly,
demonstrative of the value the company places on them. Use the automation to
free everyone of the tedious tasks and to move right towards the more important
aspect: the employee themselves.

The post Creating an Impact in Employee Onboarding with Automation appeared first on Bizagi Blog – Ideas for Delivering Digital Transformation.

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