Employee onboarding processes have to handle large volume of employee documentation and paperwork that’s required when bringing new hires into an organisation. Keeping this secure and under control can often be a real challenge. The food delivery company, Deliveroo recently sent emails to a number of their Australian workers, saying they were unable to locate their contract documentation. It’s the kind of problem that organisations could face when handling large numbers of new hires and highlights the need for better onboarding procedures.
Deliveroo has around 30,000 riders operating in cities throughout the globe and who operate as self-employed contractors. The influence of this kind of ‘gig economy’ creates a much more flexible and varied employment environment. The challenge for HR teams is how to effectively manage an increasingly dynamic recruitment environment in which more fluid and flexible employment patterns are becoming the norm. It’s why improved systems and more robust processes are needed to manage all of the multitude of HR tasks that are required to bring new hires into an organisation - what’s referred to as employee onboarding. It’s a complex process that involves the handling of personal information - it can be everything from contracts and references to payroll details and address information.
Outdated onboarding methods
Traditionally HR teams have managed this using a combination of manual communication methods - documents mailed out, emails sent and phone calls made. It results in onboarding information being fragmented and scattered across an organisation. This inefficiency and lack of control makes administrative errors inevitable with incorrect, incomplete and missing documentation. Along with the loss of admin time and resources, there’s also the compliance risks this causes. This is particular issue since the introduction of the European Union’s tough new GDPR (General Data Protection Regulation) laws. While these currently apply only to EU countries, the data privacy standards are good practice to follow across the globe. It’s to provide HR teams with the tools needed to handle today’s recruitment challenges that webonboarding was created. Webonboarding is a cloud-based system which removes the reliance on outdated manual and paper-based onboarding methods.
Efficient data management
All of the communications that take place between HR, hiring managers and new hires are handled online with no need for paperwork to be mailed out or for information to be manually transferred between different formats or systems. Real-time data handling allows HR to monitor the status of each onboarding document with employment contracts able to be digitally signed by incoming hires. By automating the process, it reduces the risks of human errors being made. All of the employee information is automatically stored and collated, making it instantly accessible to a HR team. It’s a level of data management that minimises the chances of administrative mix-ups or paperwork becoming ‘lost in the system’. It also creates a fully scalable way of working which is future-proofed to cope with the unpredictable nature of onboarding. Webonboarding is equally effective whether it’s handling five or five thousand new hires.
Technology can play a key role in helping to bolster the efficiency of our employee onboarding operations.
Webonboarding provides a smarter way to bring new employees into your business - reducing admin time, boosting efficiency and improving employee engagement.