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5 steps for implementing a top-notch digital onboarding program

The pandemic has pressured roughly 40% of execs within the EU to work remotely. 

This sudden and vital change has introduced alongside a myriad of challenges for employers. 

HR groups have been tasked with rapidly brainstorming and implementing methods associated to stopping worker burnout, supporting working dad and mom, and enabling staff by offering the tools they should make money working from home.

And but, maybe no problem is as tough and as crucial to deal with as worker onboarding. It serves because the very basis of the worker expertise, vastly influencing worker retention, productiveness, and satisfaction.

This may depart you and your crew questioning: How are you going to onboard staff successfully in a distant surroundings? 

That will help you handle this query, we’ll provide up a number of approaches which you can simply apply through automation. 

1. Set the brand new rent up with the suitable tools from the get-go

The position your new rent is coming into can decide the kind of tools they’ll want. 

For instance, customer-facing staff, like gross sales reps and buyer success managers, may have high-quality headsets for his or her conversations with shoppers and prospects; whereas executives could qualify for extra high-end laptops.

Irrespective of the necessities of incoming staff, you’ll be able to present every new rent with the appropriate set of kit by the beginning of their first day via the next onboarding automation:

  1. As soon as a brand new rent discover* goes out to the suitable stakeholders through an HRIS like Specifically, the workflow will get triggered.

*The brand new rent discover can merely be an electronic mail that goes out to sure people and teams—just like the hiring supervisor, the HR crew, and the authorized crew. The e-mail offers key particulars on the brand new rent, together with their position, compensation, job location, begin date, supervisor, and so forth.

  1. The hiring supervisor receives a message from a chatbot in a enterprise communications platform, asking them to pick the particular tools their new rent wants.
  2. As soon as the hiring supervisor makes their picks, a regional asset supervisor receives a message of their enterprise communications platform, notifying them of the request and prompting them to finish the order. 

2. Provision the appropriate set of apps for every new rent

Your new hires additionally doubtless differ within the apps they want and within the permission ranges they want for every. Listed below are just some examples throughout traces of enterprise:

  • Gross sales reps could have to entry a CRM like Salesforce, a gross sales intelligence platform like Gong, and a gross sales engagement platform like Outreach
  • Entrepreneurs could need to use a advertising automation software like Marketo, an search engine optimisation platform like SEMrush, and an analytics software like Google Analytics
  • Engineers could search for an issue-tracking software like GitLab, a mission administration app like Trello, and a software for analysing code, like Code Local weather 
  • Recruiters could require entry to an applicant monitoring system like Greenhouse, an digital signature platform like Docusign, and an HRIS like Workday

You may give every new rent entry to the apps they want from the second they start by implementing the next automation:

  1. As soon as the brand new discover will get despatched by an HRIS, the workflow will get triggered.
  2. The hiring supervisor receives a notification through an HR chatbot of their enterprise communications platform, asking them to pick the particular apps they’d wish to provision for the brand new rent. The supervisor can then go forward and make their picks with out leaving the enterprise comms platform.
  3. An worker in IT receives the request of their enterprise communications platform. From the platform, they will evaluation the out there licenses within the apps, approve (or reject) the request, and schedule the provisions—all in a matter of clicks.

3. Assist staff join with fellow new hires

To assist new hires meet varied colleagues and construct significant relationships rapidly, you’ll be able to put them in a digital hiring class. 

You’ll be able to even have an worker in HR be part of the category to assist break the ice and spur dialog, if wanted. For instance, this worker can ask easy, open-ended questions that result in every kind of attention-grabbing solutions, comparable to: “What do you love to do in your free time?” or “While you have been a child, what did you need to be once you grew up?”

To get began in constructing this digital onboarding class, you’ll be able to implement the next comparatively easy automation:

  1. A chatbot searches your HRIS for workers who’ve began up to now month.
  2. As soon as it’s recognized the brand new hires, a channel will get created for the hiring class in a enterprise communications platform, and the brand new hires get added to it. 

4. Facilitate one-on-one lunches 

As worthwhile as it’s to affix a cohort of fellow new hires, one-on-one lunches current a completely completely different alternative for socialisation. 

It provides those that are extra introverted a better likelihood to interact in dialog, and it permits staff to attach with each other on a deeper degree—each professionally and personally—than they might in a bunch setting. 

For these causes, and plenty of others, you must kickstart a program that invitations new hires to have lunches with each other nearly. Right here’s an automation that may aid you do exactly that:

  1. A chatbot seems to be for workers who’ve began on a sure date in your HRIS, and as soon as it identifies them, the workflow will get triggered.
  2. The chatbot pairs up new hires, after which sends every pair a Google Calendar invite that features a hyperlink to a digital assembly through RingCentral.
  3. The chatbot purchases a present card from a meals supply service (by the quantity you’ve allotted) for every new rent.

Observe: You’ll be able to simply change each the quantity you’d wish to allot per meal in addition to the app that’s used to ship the meals.

  1. Shortly earlier than the lunch, the chatbot offers the brand new hires with the meals supply present card codes through a enterprise communications platform, permitting every participant to get pleasure from a free meal as they meet their new colleague.

5. Ship the brand new rent some swag

You’ll be able to assist your new rent keep enthusiastic about their position and even additional their enthusiasm by offering them with company-branded swag. This could take the type of sensible, on a regular basis gadgets, like mugs, hats, and shirts, in addition to extra profitable items, like bluetooth audio system, leather-based backpacks, or outside jackets.

No matter you’d wish to reward your staff with, you are able to do so simply with the next automation:

  1. As soon as an worker will get added to an HRIS like Specifically, the workflow will get triggered. 
  2. A present-giving app (like several of the three highlighted above) sends the brand new rent a predetermined present, utilizing the handle within the new rent’s HRIS profile.

At this level, you doubtless have a tough understanding of how an efficient digital onboarding program delivers worth to your staff and to your organisation extra broadly. We’ll assist make clear its advantages within the following part.

Advantages of an efficient digital onboarding program

Listed below are simply three the reason why offering a best-in-class onboarding program is effectively well worth the effort:

Let’s take a better have a look at every of them.

1. Fosters worker connections

The sensation of loneliness and isolation can simply crop up amongst staff working remotely. 

The truth is, in line with a research by Buffer, roughly one in 5 staff who work remotely stated it’s made them really feel lonely. And when you think about that—in line with the identical research—99% of staff wish to work remotely (no less than among the time) for the remainder of their careers, it’s clear that concrete actions have to be taken by employers.

As you noticed in among the earlier examples, you’ll be able to implement onboarding automations to assist mitigate staff’ emotions of loneliness. One of many automations will help new hires simply interact with each other in a bunch setting through a platform they’re already engaged on. One other will help facilitate a wide range of one on one conferences between new teammates early of their tenures, permitting new hires to construct a wide range of significant connections, rapidly.

Camaraderie between colleagues doesn’t simply enhance staff’ psychological well being—it may also be key to facilitating worker satisfaction and productiveness. Analysis by the Boston Consulting Group proved this to be the case when it studied staff who labored from dwelling through the pandemic. 

By means of their analysis, they discovered that staff who’re proud of their social relationships with colleagues are two to a few occasions extra productive on collaborative duties, on common, than those that aren’t happy.

2. Permits staff to hit the bottom operating

As new hires embark on a brand new position, they’re desperate to make an early influence.

A well-run digital onboarding program that includes automation lets them do exactly that. Why is that the case? As a result of as a substitute of getting new hires manually request entry to apps and tools as soon as they be part of (which may stop them from receiving these things for a number of days, if not weeks), they will get entry to every little thing they have to be productive as quickly as they arrive on board. 

Furthermore, hiring managers and staff in HR are set to learn, as an automated provisioning course of permits them to request or approve apps and tools inside their enterprise communications platform. 

This offers hiring managers and staff in HR with vital time financial savings—as they don’t need to hop between apps to make requests and full approvals—and it permits them to keep away from expensive errors, as a lot of the guide work is streamlined.

3. Improves your employer model

Your employer model could be influenced by a wide range of inputs, out of your critiques on a web site like Glassdoor to the fame of your c-suite. 

A powerful worker onboarding program instantly contributes to many of those inputs. As an example, going again to our earlier examples, it might immediate a brand new rent to depart a constructive evaluation of your organisation in Glassdoor, and it’d lead a member of your c-suite to debate the success of your organisation’s onboarding program at an occasion.

These enhancements to your employer model can present vital worth for what you are promoting.

It will probably assist your organisation entice a wealth of certified candidates, as 86% of execs say that they’re more likely to evaluation firms’ rankings earlier than deciding the place they apply. It will probably additionally present your organisation with vital financial savings, as a nasty fame can—in line with Linkedin—price your organisation practically $5,000 per worker. It will probably even enhance worker retention, as Linkedin additionally discovered that organisations with a powerful employer model expertise 28% decrease turnover than these with a weaker employer model.

implement a greater distant onboarding expertise

Utilizing integration-led automation, you’ll be able to energy all the onboarding automations lined above—amongst numerous others—to assist what you are promoting present a best-in-class digital onboarding expertise. 

When planning to automate your onboarding, you’ll be able to be taught extra about utilizing a low-code/no-code platform and higher perceive how the platform will help you get extra out of RingCentral by visiting this web page.


Jon Gitlin is a Content material Advertising and marketing Supervisor at Workato, the chief in integration-led automation.

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