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Traditional onboarding can drain your IT department or HR team and create a mixed experience for new employees.

By using automated employee onboarding software to automate repetitive tasks and personalize the experience, you’ll create a more efficient and engaging onboarding journey for your new hires.

Specifically, it is important for IT departments to have an automated onboarding process, or a software that automates the process. This is due to the workload that comes during onboarding, such as access provisioning, managing cybersecurity risks, employee information organization, and general IT onboarding tickets that arise during busy seasons.

In this article, we’ll talk about the important details of having an automated IT onboarding process.

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Choosing the Right Onboarding Software

Just as you might seek customer onboarding automation solutions, finding the right employee onboarding software requires careful consideration.

Features Are Key

What tasks do you want to automate? Imagine your ideal onboarding process – what repetitive tasks are currently draining your time and resources? The right software can automate administrative tasks like:

  • Collecting and processing new hire paperwork
  • Sending personalized welcome emails
  • Scheduling training sessions and meetings
  • Creating and assigning tasks for new hires
  • Tracking new hire progress throughout the onboarding journey

Make a list of your must-have features to narrow down your search and see to it that the software tackles your biggest onboarding pain points.

Plays Well with Others

Frictionless integration with your existing HR systems like payroll or your HRIS (Human Resource Information System) is important. Think about how the onboarding software will exchange data with these systems. The smoother the flow, the less manual intervention you’ll need.

What’s Your Budget?

Onboarding software comes in all shapes and sizes, from simple and affordable solutions to feature-rich platforms with a higher price tag. It’s important to determine a realistic budget up front.

This will help you avoid getting swept away by features you might not necessarily need and keep your search focused on solutions that align with your financial resources.

Do Your Research

Don’t be fooled by fancy marketing. Slick marketing materials can paint any software in a positive light even though it’s not that good for companies, especially big ones.

To get a more grounded perspective, take some time to read reviews from other companies that have implemented onboarding software. If possible, connect with HR or IT professionals of other companies to hear about their real-world experiences.

And remember, most onboarding software providers offer demos. This is your chance to see the software in action, ask questions, and get a feel for how it would function within your company. Make sure to take advantage of these demos, as they’re a valuable tool for making an informed decision.

Finding the Right Fit

  • Vendor Comparisons: Explore popular comparison sites to see onboarding software features evaluated side-by-side. This can be a great way to quickly get a feel for the different options on the market.
  • Industry-Specific Resources: See if there are reviews, articles, or recommendations tailored to your specific industry. Your onboarding needs might slightly differ from other businesses, and finding sector-focused resources can be helpful.
  • Trial Periods: Take advantage of free trials or extended demos whenever possible! Testing out the software yourself is the best way to understand whether it truly aligns with your workflow and needs.

Remember, the ideal onboarding software should streamline your onboarding process, make new hires feel welcome and supported, and integrate seamlessly with your existing technology.

Investing in the right solution will free up your IT department and HR team’s time, improve the new hire experience, and empower your new employees to hit the ground running from day one.

Designing Personalized Onboarding Workflows

The best onboarding isn’t one-size-fits-all.  A software developer has different needs than someone joining the sales team. Let’s talk about how to create onboarding journeys that are customized for different roles within your company.

Step 1: Map It Out

For each major role (or group of similar roles), create a detailed workflow of their onboarding process. Here’s what to include:

  • Pre-boarding: What needs to happen between offer acceptance and their first day? This includes essentials like paperwork, system access setup, and potentially sending a welcome kit to their home (if they’re remote).
  • First Day/Week: Plan their schedule, including essential orientations, introductions to key colleagues or teams, and any immediate training. Consider pairing them with an onboarding buddy for ongoing support.
  • Ongoing Onboarding: Outline their training plan for the first few weeks and months. Clarify any important milestones or projects they’ll contribute to. Determine check-in points with their manager to monitor progress and offer guidance.

Step 2:  Where’s the Automation Potential?

Scrutinize your workflow and pinpoint repetitive tasks your onboarding software can take over. Here are some possibilities:

  • Automated Welcome Series: Trigger a sequence of emails containing key information on company policies, resources, or even a virtual scavenger hunt to familiarize them with the organization.
  • Training and Task Management: Use the software to assign and track training modules, collect certifications, or send reminders for timely completion.
  • Automated Check-ins: Schedule automated email reminders for new hires or their managers, prompting brief progress updates or feedback surveys.

Step 3: Don’t Neglect the Human Touch

Automation is powerful, but it shouldn’t replace genuine human interaction. Designate these elements as non-negotiable in your onboarding process:

  • Dedicated Manager Support: Regular meetings between the new hire and their direct manager are important for building rapport, offering guidance, and identifying any challenges.
  • Building Connections: Connect new hires with peers through virtual coffee chats, team introductions, or participation in collaborative projects. This helps them feel welcomed and integrated into the team.
  • Prioritize Mentorship: If applicable, assign mentors within their field to provide support and answer questions that might feel too basic for a manager.

Incorporating Interactive Elements

Reading endless onboarding documents isn’t the most thrilling way for a new hire to get started. By incorporating interactive elements, you can make the user onboarding process more enjoyable, improve knowledge retention, and even help foster a sense of community for new employees.

  • Video Power: Short videos are a great way to introduce the company mission team members or explain key processes. They feel more personal than text alone! For example, a welcome video from the CEO or a series of quick “get to know your team” clips could be engaging.
  • Test Their Knowledge: Integrate quizzes throughout the onboarding process. This helps new hires check their understanding and makes the experience more active. Include a quiz about company values or create one about product features for a sales team.
  • Encourage Connection: If you have a company chat platform, set up dedicated channels for new hires to introduce themselves, ask questions, and get to know one another. It can be intimidating to reach out in the larger company channels, so creating a smaller space feels more welcoming.
  • Gamification (If It Fits!): For some companies, adding game-like elements can make onboarding more fun. Think point systems, badges, or friendly competition amongst new hires. For instance, new hires could earn points for completing training modules or participating in discussions. Just make sure it aligns with your company culture.

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Setting Up Tracking and Feedback Mechanisms

A great onboarding system doesn’t just start your new hires off right. It helps you monitor their progress and gather feedback to make the whole onboarding employees process even better over time.

Keeping New Hires Engaged

Set up a way for new hires to see where they stand in their onboarding journey. A dashboard built into your onboarding software is ideal, but even a simple checklist can be effective.

This promotes a sense of accomplishment as they complete tasks and move through the onboarding process.

Going Beyond Automation

Encourage regular meetings between managers and new hires, especially during the first few weeks.  This is more personal than just having new hires complete automated surveys.

Scheduled check-ins allow managers to address concerns, answer questions, and provide ongoing support in a more tailored way.

Gathering New Hire Insights

Designate times to collect feedback from the new hires themselves. Utilize surveys or questionnaires built  into your software.

Questions like, “Was the information clear?” or “Is anything missing that you wish you learned sooner?” can give valuable insights into their onboarding experience. 

This feedback allows you to identify areas for improvement and ensure you’re effectively equipping new hires for success.

Turning Insights into Action

Most onboarding software collects data. Don’t let those analytics go to waste!  See if you can identify patterns – are new hires generally getting stuck at a certain stage? Are there sections that take consistently longer than expected? 

Use this information to update and improve your onboarding processes. Analyze bottlenecks, address knowledge gaps, and constantly refine your onboarding program based on real-world data and new hire feedback.

Success Tips for Automated Onboarding

Here are some tips to check if you get the most out of your new system:

Setting Clear Expectations

Make sure your HR team, managers, and anyone involved in onboarding have a clear grasp of how the system works and their role within the automated onboarding process.

This internal alignment ensures everyone is using the software effectively and contributing to a smooth employee onboarding process.

Start Small, Iterate Often

Don’t feel overwhelmed by the possibilities – you don’t have to automate everything at once. Begin with a pilot program for a single role or department to automate employee onboarding.

This allows you to test the system, gather feedback from new hires and managers, and identify refinements before expanding to other areas.

New Hire Input is Gold

Getting feedback from new employees who’ve gone through your automated onboarding process is invaluable for continuous improvement.

Solicit their input through surveys or focus groups. These insights can help you identify areas where the employee onboarding automation can be further enhanced.

Celebrate Your Successes

As your new automated onboarding system delivers results (time savings, improved new hire retention, etc.), make sure to communicate these wins to your team.

Publicly acknowledging success stories motivates your team and reinforces the value of the investment in automated onboarding.

Automate Your IT Onboarding Process With ezOnboard

EZ onboard connects active directory to your HR system

1. Instantaneous Account Creation and Access Provisioning

ezOnboard automates the creation of accounts in Active Directory (AD) and the provisioning of access rights as soon as new hires are registered in the HR system. This ensures that new employees have immediate access to the necessary tools and resources.

2. Custom Business Rules for Access Control

The software allows organizations to pre-define custom access rules based on the new hire’s role, department, or other criteria. This way, employees receive the correct level of access from day one, which minimizes security risks and ensures compliance with internal policies.

3. Automated Workflow Integrations

By integrating with existing HR systems, ezOnboard automates the onboarding workflow, automatically processing all necessary information and approvals for a new hire. This eliminates delays typically associated with manual data entry and approvals.

4. License Management and Allocation

The solution automatically assigns necessary software licenses to new hires based on predefined rules. It not only allows new employees to have the tools they need but also helps manage and optimize SaaS spending by ensuring licenses are efficiently used.

5. Improved Security and Compliance

Automating the onboarding process makes sure that access is granted according to predefined security policies, reducing the risk of unauthorized access. Additionally, ezOnboard’s reporting and tracking capabilities provide an audit trail for compliance purposes, showing who has been granted access to what resources and when.

6. Improved Employee Experience

By giving new employees quick access to the systems and information they need, ezOnboard helps make their start at the company a good one. This leads to happier employees and shortens the time it takes for them to become fully productive.

7. Reducing IT Burden

Automating the onboarding process with ezOnboard frees up IT resources from manual onboarding tasks associated with setting up new accounts and managing access rights.

Enhance Your IT Onboarding Process With ezOnboard Today

Start transforming your onboarding process with ezOnboard today—streamline operations, and boost security and productivity without any hassle.

Check their ROI calculator here, or you can request a demo by clicking here.

FAQs About Automated Onboarding Process

How does automated customer onboarding differ from manual customer onboarding processes?

Automated customer onboarding streamlines the entire customer onboarding process by using software to handle repetitive tasks, thereby reducing the need for manual input and speeding up the integration of new customers.

What are the benefits of implementing a digital customer onboarding process?

Digital customer onboarding process boosts efficiency, improves customer satisfaction by providing a smoother, faster onboarding experience. It also reduces the likelihood of errors compared to traditional methods.

What steps should a company take to implement onboarding automation for new hires?

To implement onboarding automation, a company should start by identifying repetitive tasks that can be automated, select the right onboarding software that fits their needs, and train relevant staff to utilize the new system effectively.

 

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