Employee Onboarding Automation

What Is Onboarding Automation? 

Automated onboarding entails designing a structured environment that seamlessly leads new hires through each stage of your onboarding process. For procedures like onboarding new employees, reminding them, linking them with coworkers, and more, it necessitates a one-time setup. 

This not only saves your HR staff time but also improves the first image that potential employees have of your company. Many recruits see automation as a more personalized, legitimate option for getting assistance with their problems as a result of the increased benefits.

Definition of Artificial Intelligence

The main goal of artificial intelligence is to overcome cognitive problems by giving machines the ability to "think like humans."Its main elements include high-speed computation using sophisticated machine algorithms to handle and process enormous amounts of data. Machine learning and deep learning are the two key technologies that power artificial intelligence today.

Machine Learning

This area of artificial intelligence allows for the creation and production of predictions based on specific data patterns, which aids in making appropriate decisions. Algorithms can theoretically learn from stored data without being explicitly programmed to do so. In the domain of HR, important applications of machine learning include

❎ Find employees who are at high risk of leaving, so that HR can use forecasts to have dialogues with them and keep them.

❎ Personalized Feeds: By using predictive analysis to suggest career routes and training courses, they offer a personalized user experience.

❎ Finding anomalies in data: Locate instances and observations that don't fit a predetermined pattern in the database.

Deep Learning

It is a sophisticated type of machine learning that uses neural network architecture to grasp a lot of data. Deep learning defines and establishes fundamental parameters around data and then lets the machine discover patterns on its own to learn. It can manage much more and more complicated data. Key applications of deep learning in the context of human resources include

❎ Speech Recognition: While it can be challenging to understand the many different human languages and tones, deep learning algorithms can identify and react to human speech inputs, ensuring problem resolution.

❎ Chatbots: NLP (Natural Language Processing), which trains chatbots to comprehend human language, tone, and context, is quickly becoming a powerful tool for automating the provision of HR services.

How to automate employee onboarding

Now that the importance of onboarding has been proven, it's time to discuss automation. Why go through the trouble of including software in the process in the first place? And we'll respond to that with only one figure: HR spends 73% of its time on administrative duties. The onboarding process cannot be scaled if administrative chores take up nearly three-quarters of the Human Resources team's day. They can certainly onboard a few new employees at once, but that is insufficient for a business that is expanding quickly.

"According to Leena's 2022 State of Employee Onboarding report, 41% of the respondents anticipate that they will adopt an automated onboarding process within the next 6-12 months."

Employee Onboarding Process in 5 Easy Steps

✅ Make a new hires online portal

Create a special website or portal where new hires may access all the data and tools required for the onboarding procedure. Forms for requesting personal and employment data, access to online training resources, and any other pertinent data should be included.

✅ Simplifier document gathering

Collect and organize all required papers from new hires using online forms and document storage platforms. This covers passports, tax returns, and duly executed job contracts.

✅ Provide training and resources via the internet

Give new hires the knowledge and abilities they need to succeed in their new roles by using online training platforms and other tools. This can include access to educational resources, interactive tests, and video courses.

✅  Automate your scheduling.
Automate the scheduling of onboarding activities, such as meetings with managers and HR representatives, training sessions, and other events, using software or other tools. This can ensure that everything is organized and effective and that all new hires adhere to the same schedule.

✅ Observe and evaluate

Analyze data and make use of additional tools to track and evaluate the performance of automated onboarding operations. This can help pinpoint problem areas and guarantee that the procedure is functioning as planned.

Benefits of an Automated Employee Onboarding Process?

❎ Saving resources and time

Onboarding new staff manually would require a lot of time and resources, which can be saved by automating the process. This might be especially helpful for businesses with a lot of new recruits or high employee turnover.

❎ A greater degree of uniformity and conformance
Automation of the onboarding process may ensure that all new hires receive the same training and information. This can increase consistency and assure adherence to rules and laws.

❎ Increased employee satisfaction
An automated onboarding procedure can make the experience for new hires easier and more productive. Making them feel more supported and accepted in their new position, can raise morale and increase retention.

10 Best Onboarding Software of 2023

1. 1. Trakstar— Best for its custom learning management platform

2. 2. Enboarder — Best for onboarding, transitions, and reboarding

3. 3. Wrike — Best work management software for streamlining and measuring the onboarding experience

4. 4. ClearCompany — Best for an adaptable paperless & mobile-friendly onboarding experience

5. 5. Deel — Best global onboarding software

6. 6. monday.com — Best for collaborative onboarding workflows

7. 7. Sapling — Best for mid-sized companies

8. 8. Eddy — Best for small, local businesses with deskless workers

9. 9. SkyPrep — Best for streamlining the employee onboarding process

10. 10. Constructor — Best for customizing onboarding programs

Conclusion

In conclusion, automating the onboarding process for new employees can be advantageous for both parties. Employers may save time and money while guaranteeing that all new workers receive the same information and training by using technology to standardize and streamline the onboarding process. Employees can gain from a quick and easy onboarding process that enables them to feel supported in their new position and helps them get up to speed. Overall, automating the employee onboarding procedure can enhance morale, compliance, and uniformity in the workplace.

Reference Sources

CEO, and Co-founder Adit Jain (2021) State of Employee Onboarding in the United States. 1st ed. America , United States: Leena AI. Available at: https://f.hubspotusercontent40.net/hubfs/2969040/2022%20-%20State%20of%20employee%20onboarding%20in%20the%20US.pdf.(Accessed: April 23, 2023).

Kim Behnke (2023) Best Onboarding Software of 2023, people managing people. Available at: https://peoplemanagingpeople.com/tools/best-hr-software-for-onboarding/ (Accessed: April 23, 2023).

“How an Automated Employee Onboarding Process helps you” (2018) Youtube. Available at: https://www.youtube.com/watch?v=m0LnkVJjOnc (Accessed: April 23, 2023).

Talya N. and Ph.D Bauer, (no date) Onboarding New Employees: Maximizing Success. 1st ed. Right Management. Available at: https://www.shrm.org/hr-today/trends-and-forecasting/special-reports-and-expert-views/documents/onboarding-new-employees.pdf.(Accessed: April 24, 2023).

Anni Pyhäjoki (2020) Automating employee onboarding – How and why? | Typelane, Typelane. Available at: https://typelane.com/automating-employee-onboarding/ (Accessed: April 26, 2023).

Why is onboarding important for a new employee? (2020) Fasproc Blog. Available at: https://fasproc.com/blog/why-is-employee-onboarding-important/ (Accessed: April 26, 2023).

Head of Data Science Calum Chalmers (2022) Can somebody please tell me what Artificial Intelligence is?, Can somebody please tell me what Artificial Intelligence is? Available at: https://www.allanwebb.co.uk/news/what-is-ai/ (Accessed: April 26, 2023).