The onboarding process is one of the most crucial operations for any business.
It’s not only responsible for ensuring new employees are trained and integrated into the company but also for making sure they are motivated and engaged from day one.
Onboarding software can help streamline and automate many onboarding tasks, from distributing onboarding materials to scheduling orientation sessions and onboarding meetings.
What Does Onboarding Mean?
Onboarding is bringing on new employees and integrating them into the company.
It generally includes introducing them to onboarding materials, orientation sessions, meetings, and other onboarding activities. Companies need to onboard their employees efficiently to allow them to get started quickly and adhere to compliance requirements. Although many of these processes are manual, onboarding software efficiently streamlines this and automates repetitive tasks for businesses. Some of the best benefits of onboarding software include:
1. Quicker Onboarding
Traditional onboarding is a tedious process that requires more resources than online tools. Employees taking this process could take a long time to be onboarded, which leads to profit loss. Though onboarding is an ongoing practice that new hires must undergo, it should not cost the company much time and money.
So, this is where onboarding software comes into the picture.
Of course, quick adjustments are what most businesses aspire to for their new hires. And these tools will assist in getting new employees to keep up with the company efficiently.
Automating the onboarding processes can reduce the time it takes to onboard new hires.
Additionally, onboarding tools will let organizations set up all the things’ newcomers must know about the company’s culture and job description. With a quicker onboarding phase, employees can be easily equipped with the necessary skills to start working immediately.
2. Ensuring Onboarding Will Be Quick & Efficient
Subscribing to onboarding tools without planning on how to maximize the features and content is just time wasted. Some tips companies can use to ensure that the onboarding process will be seamless include:
- Formulate a strategic plan or consult with professionals.
- Be familiar with the onboarding tool.
- Ensure that materials and content are appealing.
- Highlight the company culture.
- Present the tools needed for the job.
- Assign specific onboarding topics per day, week, or month.
- Keep your new hires updated or notified.
- Include in-depth training regarding the role.
- Provide the company’s organizational chart per department.
- Add online recreational activities in between.
- Ask for feedback.
3. Consistent & Repeatable Onboarding Process
Most businesses have a team composed of different hiring managers who conduct onboarding. They have different approaches and styles of introduction, so it might be hard to ensure that all new staff go through the same process.
Fortunately, onboarding software prevents these inconsistencies.
The software efficiently streamlines protocols, company details, job descriptions, tools, and culture. As a result, ensure every inexperienced employee acquires the same knowledge and information about the company.
This specific benefit is among the best on this list since consistency is essential to a business’s success. It establishes trust with products or services and strengthens the company’s standards.
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4. Document Management
Another fantastic benefit of onboarding software is they make the organization, compilation, and storage of files convenient. Instead of sorting dozens of pages of papers, the HR team just needs to upload documents on the platform.
There is also no need to browse different file cabinets and folders, as everything will be one search away.
Saving files on the onboarding tools also offers extra security, especially against damage from years of storage. Aside from convenience, quickly navigating or managing the employees and other files could help the company comply with regulations.
Tracking document status will also be hassle-free.
An accounted and well-managed document contributes to the process’s speed and is more effective than manual document management.
Going digital or paperless could also help impact the environment because less paper equals less waste. With many companies having a hybrid workforce, companies need to have a digital document management system to accommodate remote workers.
5. Lower Costs of Onboarding
In addition to document management, paperless transactions or processes help the environment and reduce company costs. Instead of purchasing paper rims, printers, inks, and copying machines, you could save on those costs and reinvest in other aspects of the business.
Employee onboarding software has proven to be more cost-effective than other alternatives.
Most software plans will only require a monthly, annual, or per-employee payment. There are no charges for mailing documents, tracking progress, and other onboarding-related costs.
Additionally, onboarding software plans have no lengthy contracts and guidelines.
So, it’ll be easy to cancel the subscription if the HR team is not using the platform anymore.
6. Easy Integration with Existing Systems
Having an onboarding platform that could easily integrate and connect all the systems in the company for hires is ideal for most companies.
When the onboarding software integrates with existing systems, it makes the onboarding process easier for managers and the HR team. Some onboarding systems easily allow integration with digital marketing channels, applicant tracking systems, internal systems, and more.
System integration will also make it easier for managers to access employee information from a central location. With this, they can easily monitor an employee’s progress and performance. Additionally, system integration will make connecting with other departments in the company easier.
Some standard systems that your onboarding software should integrate easily with include:
- Applicant Tracking Systems (ATS)
- Recruiting Management Systems (CRM)
- Learning Management Systems (LMS)
- Human Resources Information Systems (HRIS)
By integrating easily with these specific systems, the onboarding software will make it much easier to get new hires up-to-speed and productive as soon as possible.
How to Choose Onboarding Software?
The onboarding software should be relevant and engaging and can provide insights into the process. These features are essential to streamlining your onboarding process.
The onboarding software should be relevant and tailored to the organization’s specific needs. There is no one-size-fits-all solution when it comes to onboarding software. The HR team needs to ensure that the software is relevant to the company’s onboarding process.
Since employees will spend dozens of hours using the onboarding software, it should be engaging and user-friendly.
Good onboarding software will make the onboarding process more enjoyable for employees. Ask your employees to trial whichever software you’re considering seeing if they find it engaging. The software should have interactive tools and support features and be enjoyable for new hires.
The onboarding software should also have analytics capabilities.
This will allow the teams to track the onboarding process and identify areas that need improvement.
On a Final Note
Using relevant, engaging, and user-friendly software can make the onboarding process more enjoyable for the employees. By choosing software with analytics capabilities, the teams can track the onboarding process and identify areas that need improvement.