Onboarding is one of the few remaining areas of business administration where youâ€™re still likely to find piles of paperwork.
While other paper-based processes have been replaced with more streamlined digital systems, the way most organisations handle new hires remains largely stuck in the past.
More than two-thirds (68 percent) of hiring teams currently use manual processes to manage their onboarding process, typically relying on a combination of posted paperwork, phone calls and emails.
But with the availability of powerful and cost-effective cloud-based tools, 2019 will see a continuing shift away from traditional approaches to employee onboarding and towards digital solutions.
Hereâ€™s a look at some of the ways that software solutions are changing the way we manage new hires:
Modular approach - specialising in onboarding
One of the reasons onboarding has been left behind in the move towards digital solutions is its â€˜in-betweenâ€™ status. While an organisation may have software to handle HR and recruitment processes - onboarding exists between the two.
The inefficiencies are caused when large volumes of information have to be manually moved between these systems, creating slow and error-prone admin tasks.
A cloud-based onboarding system allows this gap to be seamlessly bridged with automated processes allowing data to be easily shared between different systems and applications.
The complexity and diversity of organisationâ€™s hiring processes means that there are no â€˜one size fits allâ€™ software solutions. Itâ€™s much more effective to adopt a modular approach which links together all of the tools used by HR.
Focus on employee experience and engagement
As more HR teams move to software solutions, thereâ€™s going to be an increasing emphasis on â€˜engagementâ€™. Itâ€™s a term for the quality of experience a new hire has as they join an organisation - whether itâ€™s positive or negative.
Poor engagement increases the risks of people dropping out of the onboarding process. A high drop-out rate can have a significant impact on a business with rocketing costs and reduced productivity.
With a traditional approach to onboarding, the ability to manage and monitor engagement has been limited. A cloud-based approach opens up new ways to improve the experience of new starters.
Webonboarding allows any kind of information to be shared with incoming employees - from a company welcome video to PDF documents and website links. It also features integrated feedback, allowing new starters to rate their experience.
As automated solutions lift the administrative burden, HR teams will have the time and tools to start improving the onboarding experience, improving engagement and reducing onboarding costs.
An area where cloud-based onboarding has already become a valuable asset is compliance. This is particularly so since the introduction of the EUâ€™s GDPR (General Data Protection Regulation).
The new legislation, introduced in 2018, limits the way employers are able to manage and store employee information. To meet these requirements requires effective data management - something thatâ€™s delivered by software solutions.
Using cloud-based systems to manage onboarding means that all information can be centrally monitored and controlled. It reduces the problem with paper-based systems and information becoming scattered across multiple documents and emails.
As more organisations face fines and enforcement action as a result of GDPR breaches, the move to cloud-based onboarding software will continue to grow.
The ability to accurately monitor and track performance is a major benefit of digital onboarding management. Information is automatically collated, providing the kind of accurate data thatâ€™s needed for performance assessment.
It allows HR teams to start benefiting from KPIs (Key Performance Indicators), identify datasets that help them to monitor the efficiency of their onboarding operations.
Webonboarding provides integrated reporting tools to allow data generated to be easily accessed and manipulated. By identifying KPIs, HR teams can start to spot issues before they grow into costly problems.
It allows accurate and achievable targets to be set, whether itâ€™s reducing processing times, improving engagement or reducing HR costs. With better monitoring, onboarding processes can be continually tweaked and refined to ensure optimal performance.