Any business worth its salt will tell you that speed is of the essence, which applies to every department in the company. A way to increase efficiency when hiring and maintaining a working staff is to automate the employee onboarding process of new hires. At first, this might sound both costly and time-consuming, but the long-term benefits compensate for any initial costs. Here’s a quick overview of what can be done to automate the employee onboarding process.

1. Map the Employee Onboarding Process

The employee onboarding process is a systematic way of introducing new employees to the company, their roles, and the expectations they are expected to fulfill while working. The process is designed to provide new hires with an understanding of the company culture and establish a foundation for a successful tenure at the organization.

Before initiating any changes to your onboarding process or automating it from the beginning, make sure you first formalize and plan the current onboarding process. Pinpoint all the necessary people and roles you will need to include in this process, how they should be involved, as well as all the steps needed to complete the onboarding process.

Once a new employee is hired, you will go through an onboarding process that includes orientation and other topics. This process is designed to ensure that employees have all the skills they need to be successful on their first day, that any certifications of completion, permits, and other documents are in place, and also that any request for feedback is communicated effectively.

Here is what an employee onboarding process flow diagram would look like in Comidor low-code automation platform.

2. Choose a Software Automation Package

Many companies don’t follow the automation approach despite being available and affordable. A wide variety of software tools provide a good number of automation features to scale up the entire onboarding process from start to finish.

The automation of the employee onboarding process can make it easier to speed up your recruiting process. Companies that automate their onboarding process, and other HR processes as well, have many benefits. They can save time and money by reducing manual work, minimizing errors, and increasing efficiency in the overall recruitment process. They can quickly alert new hires to what the company is all about and how things work during the first couple of months. Automation also contributes to the company’s overall productivity and efficiency, resulting in a better competitive position.

With advanced cutting-edge intelligent automation solutions, you can save even more time by automating the contract generation and the data transfer between systems. By using HR automation solutions with RPA and AI capabilities, documents can be generated, reviewed, and agreed upon electronically without the need for them to be printed and mailed. HR automation ensures your business is running smoothly and that you’re recruiting the best employees. From an employee perspective, it’s reassuring to see a sophisticated HR system in place.

3. Provide Orientation and Training

HR automation software usually offers many features to organize orientation. For example, training profiles, videos, and presentations can be provided on the fly, and if needed, you can convert MP4 to MP3 for audio-based learning. Furthermore, employees can access all of that with a single click, and they’ll be able to get acquainted with all the information they need. 

Not only does this cuts down operational costs, but it also serves as a permanent reference point in case any unclear issue needs an update. The orientation can be as detailed or as simple as needed, and experienced employees can build entire modules, like wikis to explain everything about the business to the new hires. It also allows employees to move at their own convenience and pace from one stage of the onboarding and training process to another. 

4. Track Employees’ Progress

Employees are the backbone of any company. Without them, a company will not be able to function properly. However, it is not easy to keep track of their progress or tell if they are working at their full potential. Luckily, there is software that can help you track employees’ progress by analyzing their performance, employee productivity, and time management. You can also use automation software to create smart and practical dashboards, control work, monitor business performance, and get a rich source of information to people and project management level.

Automating employee onboarding assists managers in setting employee goals at the beginning of the quarter, providing assessments at the end, and making the required calculations according to the standards. Feedback sessions start after a month or so of employment. Common feedback includes what the employees think about their onboarding journey and answering questions about business conduct.

Instead of the classic face-to-face meeting, an online survey form can be set up on the employee onboarding site. It helps in testing your onboarding workflows and figuring out what needs improvements and what ineffective procedures you can do without. Similarly, you can keep the things that work and optimize them properly.

Conclusion

We have gone over some pretty solid business principles that can be used when you decide to automate the employee onboarding process. Onboarding is very complex, so this was just a simple step-by-step guide on how successful businesses automate their HR workflow and give new hires a better understanding of an organization’s goals. 

To summarize, pick an effective software that can help with providing all the necessary tools for automation. Then, apply this to the pre-onboarding stage and all the way until a new hire is comfortable in their position. It saves you energy, time, and money and makes life easier for new hires. 

Recruitment and retention of the best employees is a priority for any company that is looking to expand its business and remain sustainable and profitable. With workforce shortages in several specialties and increasing demand for skilled workers, how do you ensure that your company is attractive to job applicants and that your HR processes are streamlined? A solution for effective recruiting is to use an HR automation solution and automate all your HR processes in one place. HR automation saves you significant amounts of money as you don’t need to employ someone to do repetitive, time-consuming tasks manually. In this article, we will discuss 8 HR automation examples that show how the advancements of intelligent automation have helped to tackle a range of HR-related tasks to free up time for employees.

1. Automated Recruitment

Recruitment is one of the best examples of HR automated processes used today. If your company is still using a manual procedure, this is one area where you can save time and attract staff. Automation works for both internal recruitment and external advertising. Crucially, the process is set up to include all steps, including legislative requests such as the right to work in a country of preference and equal opportunities, so you are legally compliant. 

The job application process is streamlined, making it easy for recruits to complete forms and give the information they need to make a decision. Most recruitment software handles advertising templates, shortlisting, and interviewing processing to keep you organized and the process streamlined. Your record keeping will be impeccable, and if you get a challenge over who got the job, you have a robust audit trail within the recruitment service you use. Modern businesses should have this automated as it saves time and is increasingly being standardized.  

HR Automation use case: Job Application Process 

Automating the job application process has never been easier before with the Comidor low-code automation platform. Job applicants trigger job application processes via public forms that you can add wherever you wish (portals, websites).  They add their personal information and upload CV files. A new process starts inside Comidor, following the workflow steps. Using RPA, the system creates a PDF document that includes all the candidate information. Then, an ML predictive model is used to gather user data, establish patterns based on historic data, and suggest whether you should proceed with an interview or not. Automated emails and notifications are sent to the stakeholders to complete tasks.

 2. Employee Onboarding

Another useful HR automation example is the new employee onboarding process. HR automation software is used to check certifications, permits, and other documents. It processes payroll and banking details and ensures vital checks such as testimonials have been completed before an employee starts. If you have done this manually, you will know how time-consuming it is to ensure each procedure and verification has been completed. HR automation keeps your business safe and organized and ensures you recruit the best workers. From an employee perspective, it shows you have robust processes in place. 

Another vital area of automation in onboarding is contract signing. Using an HR system with RPA and AI capabilities, documents get reviewed and agreed upon electronically without the need to mail or produce them manually. Instead, a signature is added electronically. With increasing numbers of people working remotely and outsourced work, a contracts management process is a great HR automation example. 

3. Employee Training

Have you ever tried keeping track of mandatory training and who has completed which course? If you have ever tried to schedule programs so you meet health and safety standard deadlines, you’ll know how time-consuming but vital the job is to your business. However, there is a simple solution. Automation saves time and money, improves safety, and ensures your staff is up to date with the latest updates. 

From a safety and insurance perspective, an automated training system, like an LMS enables you to maintain records of updated training that connects to policy. You will have records that are required for insurance and governance purposes to assure you an employee has undertaken safety training, for example. 

When employee training is automated, the programs are kept up to date with the latest information, saving your business from manually spending time doing it. The platforms usually link to HR records to see who has their training to do. Most training sessions are performed online through automated platforms, so it can be done within the working day, saving valuable time. Automated training programs also link to appraisal documents and salary increments so you can regulate performance. 

4. Risk Assessment and Management

Automated HR processes require risk assessment and management. This resource is vital for several reasons. Firstly, it gives you data on employees and enables you to analyze recruitment and retention patterns. You will get insights into what attracts people to stay in your organization and what encourages workers to leave. The platform also monitors sickness and absence records so you can detect unusual behaviors. You can monitor performance and other metrics to get the best from your staff. Automation helps you keep track of things easily instead of searching through documents manually and is one of the most essential HR automation software packages to invest in as an employer. 

5. Employee Offboarding 

When an employee leaves, offboarding is one of the essential HR processes to undertake and is often underrated. There are many reasons for doing this accurately and promptly. Firstly, you can ensure the employee gets paid any salary or overtime that is due. Diligence here helps you part on good terms. However, offboarding enables you to conduct exit interviews to find out why that person left and any improvements that need to be made for future workers. 

For example, if your staff leave your company because they are getting promotions, that’s a success story for your company, but what can you do to provide opportunities in your company? Finally, automated offboarding is aligned to your IT system. It shuts down email accounts, suspends pay until all equipment is returned, and blocks access to folders, ensuring your systems stay as secure as possible.

6. Automated Payroll Services

Automated payroll is another HR automation example that is essential for any modern business. It ensures your workers get paid on time and deducts any taxation and pension contributions. The system saves you hours of manual calculations and reports. Employees have access to a statement for their records. Payroll systems also connect to HR records, so if someone is due an incremental rise, the system can calculate it automatically. Conversely, if a poor performer has not met the standards required, the system can block it until the requirements have been met. With most people using electronic banking, an automated payroll system is an industry standard.

7. Employee Benefits Management

Another excellent example of HR automated systems is employee benefits management. The HR automation solution can set up and calculate employee benefits such as pensions, health insurance, and holiday payments. It connects to payroll and ensures any relevant deductions are made and employer contributions are added. In addition, an employee benefits management system provides workers with a statement of benefits to know what they are entitled to and often has access to support and advice. 

A system that defines automatically employees’ benefits and provides advice and guidance for employees is another example where you can connect a positive asset for staff to an HR system. Having access to confidential help, for example, is something that makes your workplace appeal to prospective employees.

8. Time Management

Automated time trackers help you monitor the amount of work your employee does during a working day. If you use a lot of freelancers or hourly employees, this type of management helps you get value for money. Time management tools connect salary payments to hours worked. Robust time management systems allow you to schedule annual leave and staffing schedules to plan more effectively. For example, you could look for peak times and employ more freelancers.

HR Automation without limits: The Comidor approach

Automated business processes in Human Resources have transformed the job and enabled many procedures that took a significant manual effort to be done automatically. Automation is the future and enables accurate and robust HR management but, most importantly, allows more time to focus on developing the workplace culture and the employee. Finally, your workplace culture and retention rates will be positive by focusing on employee development. Comidor is a Low-code automation software with robust HR automation capabilities that helps organizations manage their human resources in a more efficient way. It is designed to be used by all levels of HR professionals and can be customized according to the needs of the organization.

All the HR automation examples presented above are proof of how an HR automation solution can make HR processes more efficient, and save time and money while improving the quality of your services and products. Request your demo today, to explore all Comidor HR Automation capabilities and tips to implement automation in HR.