Onboarding is the process of familiarizing new employees with your company’s culture, policies, and procedures that will set them up for success in their new role. A robust onboarding process is vital for employees to obtain the necessary skills and knowledge to become effective members of your organization.
There are many components to onboarding, and every company’s onboarding practices may be unique. Generally, you may include:
- Training sessions
- Job shadowing or mentoring
- Introductions to team members
- Equipment distribution and training
- Safety training
- Tour of your facility
- Benefits orientation
- Security training
Additionally, there is new hire paperwork each employee must provide. Here is where an electronic onboarding system can automate and streamline your onboarding process.
Following are seven reasons to consider an electronic onboarding system for your new hire paperwork:
1| Reduces workloads
Because all onboarding paperwork is completed electronically on a single platform, HR teams avoid spending time collecting, printing, signing, and returning lengthy paper forms. A digital platform allows employees to fill out forms quickly in one location. Also, most electronic onboarding systems walk employees through the process, and many allow you to upload a custom welcome video.
2| Makes compliance easier
Electronic onboarding systems ensure employers and employees store data and complete forms in a compliant way. For example, an employee may make a mistake while filling out paper employment eligibility and tax forms resulting in penalties. But, an electronic platform will ensure you check all the boxes before allowing form submission. This decreases the likelihood of error and facilitates compliance. Not to mention, frees up time better spent on more critical onboarding activities.
3| Allows employees to onboard anytime, anywhere
Electronic onboarding is generally a cloud-based platform. This allows employees to go through the onboarding process at their own pace. Additionally, they could use their choice of device, including a laptop, tablet, or mobile phone. Allowing new hires to complete their onboarding paperwork prior to their start date gives them an opportunity to focus on job-specific onboarding tasks upon arrival.
4| Tracks employee progress
Electronic onboarding allows you to collect, store, and analyze data on onboarding progress. You may also track how many times resources are downloaded and accessed. You can then use this data to remind employees to carry out uncompleted onboarding tasks. Or you may use it to identify which pieces may need improvement. Some electronic onboarding systems also offer tools, such as surveys and polls, to gather content and process feedback. This information could be vital to enhancing your employees’ onboarding experience.
5| Allows onboarding to be personalized
Employees each have different roles with unique goals. Electronic onboarding allows you the flexibility to adapt the onboarding process according to individual needs. For example, you may include specific learning content related to an employee’s job and company-wide training.
6| Protects employee data
Paper employee records are easily lost, stolen, or stored in a non-compliant manner. With an electronic system, you can offer cybersecurity measures like encryption and two-factor authentication. Consequently, you better protect employees’ personal and private data.
7| Improves employee engagement
Since electronic onboarding systems spare your HR team from mountains of paperwork, they have more time to talk passionately with new hires about your company’s vision, mission, and values. They can spend more time getting the new hire excited about your culture, and introducing them to new teammates. New employees may respond more favorably to the digital platform, especially when using multimedia and interactive components. Ultimately, the goal is for the employee to interact in such a way they remember the information you’re giving them.
Additionally, implementing an electronic onboarding system allows you to ensure employees receive the same onboarding experience. You can build a recognizable program that reflects and defines who you are as an organization while giving new hires an opportunity to network and understand role expectations. As a result, turnover will decrease and productivity will increase.
As you know, the first days, weeks, and months of a new employees’ employment are crucial in making an excellent first impression and increasing retention. Digital platforms greatly simplify the onboarding process and free up time for HR staff for more critical activities.