Insights from DCS
Knowledge for the information generation

5 Ideas for Amplifying New Staff Onboarding with Automation Software

By James Howlett - 6 Jun 2019

The welcoming of a new member of staff depends on a fine blend of effective people and effective systems.

A well-designed onboarding process can make all the difference in delivering to the organisation an optimistic and enthusiastic new recruit.

With the cost of hiring continuing to rise, how do we optimise the onboarding process efficiently? By ensuring that both data and the person undergo the warmest possible reception.


Automation-enhanced strategies for Onboarding the data

Automate employee onboarding wherever possible:

  1. A single paperless HR repository is the ideal here. Connected with associated systems (eg payroll and L&D) such a system allows HR to compile and use information about the new staff member to prompt the creation of orientation/learning schedules and checklists.A single system also makes data compliance much easier to adhere to, and clearly defined authorisation and access rights ensures security.

  2. Use a staff onboarding portal system with OCR software for maximum efficiency:

Via a portal system, HR can systematically provide to and request from the new staff member any additional information as and when is needed.

Documentation and data is often exchanged in sequence and so follow-up documentation can be auto-populated with information already provided where applicable.

Templates are a huge help here because on return they can be rapidly software ‘scanned’ and data-captured by systems familiar with those templates.

Pre-board staff with an accurate onboarding document checklist:

  1. Before day 1, new recruits are invited to submit important documentation electronically. This can be anything which traditionally the HR department might have asked them to physically bring along with them (such as passport, visa, driving licence, residency documents, relevant qualification certificates, P45 from previous role, and much more).

    If the new staff member is invited to supply these things beforehand, the wheels of automation can turn for the benefit of all concerned.

Data and documents that electronically can be acted on quicker. For example, information critical to payroll and benefits can be automatically sent from the portal or HR system to those systems as soon as it arrives from the new staff member.

The whole paperless onboarding process - before and after ‘Day One’ – becomes cost-effective and easily visible using a single system.

HR managers can for reporting purposes observe and update a dashboard layout of required data and documentation – for individuals or groups. For new starters and HR alike, not having to fill in the same information on multiple forms is much appreciated, as is the self-service approach to data exchange.

Onboarding the Person - After The Electronic Onboarding of New Employees

The experience of Day One (or Week One) can’t be re-done. The winning candidate will have considered carefully how to make a good immediate and early impression.

It’s simply courtesy to return the favour with a smooth, carefully planned and well-considered onboarding experience both prior to their arrival and from Day 1 onwards.

Having smoothly and efficiently taken care of the relevant data requirements, what does the ideal orientation for new staff members look like?

Consistent, formal and participatory activities:

  1. Formal in a sense of underlining the organisational objectives and values and the new employee’s place within, responsibilities and contribution to them. Participatory in that it’s not just about shoving people through a programme.Orientation programmes work best as a partnership process, so long as the required parameters for the job role are met. Consistency allows for monitoring the effectiveness of the onboarding process, as defined and documented, and wherever possible automated.

Monitored and milestoned employee onboarding:

  1. Using technology to automatically facilitate the process of orientation, allows for progress to be recorded entirely electronically, and accessible by authorised users only.

    This maintains the high compliance standards set at the start of onboarding. Pre-set milestones (eg 30 days, 90 days, half-year) assist with auto-prompting and recording further data as ‘onboarding’ gradually gives way to learning and development and performance.

It goes almost without saying that where possible, core HR systems should automatically populate any other back-office systems with any necessary data.

Automating the onboarding process as far as possible make considerable time and cost savings achievable.

Data Capture Solutions specialises in configuring document management systems that offer the accessibility, compliance, security and efficiency that the modern HR department needs.

By teaching new systems to ingest and recognise template data and to handle looser form data as well, we aim to bring user-friendly simplicity to HR departments in all sectors and organisations.

Contact us for a consultation on how to digitise your HR processes effectively and seamlessly.