In this post, we will discuss which tools, methods and techniques you can use to make onboarding easier for your HR and other members.
Most of these tools are free and the methods simple to understand and implement. In fact, even if this is your first hiring, following the tips mentioned below will make your journey much easier.
Do note that this isn’t an all-inclusive list. As in, there are dozens of other ways you can make your onboarding easier. However, these are the best stepping stones I’ve found throughout my career and should ease out things for you.
Table of Contents
Improving HR Processes: eSign API for Employee Onboarding and Contracts.
Here are the tools and tips to improve HR processes and onboarding:
- HRIS Software
- Onboarding tools
- Non-digital improvements
- Performance Management
- Manage Expectations
- Set milestones and rewards.
If any of these points piqued your interest, keep reading.
1. HRIS Software
The best way to improve employee onboarding in my opinion is getting HRIS software. HRIS stands for HR Information system.
These are all-in-one tools that help manage nearly everything your HR may need. Just some of these benefits include eSign API for easy contracts and documentation, Applicant Tracking Systems that tracks new applications, records their status, forwards the application for the next levels and so on. Similarly, these also facilitate automation for new hires, performance tracking, and a lot more.
There are many such tools in the market but LuminPDF (linked above) may eliminate all your e-signing needs. BambooHR, HROne are some other solutions you may look at.
2. Onboarding tools
While HRIS software generally has onboarding features, these onboarding tools specialise in that one specific aspect of your employee management.
These tools facilitate an employee’s welcome ensuring they get the right e-mails, packages, notifications, tasks and everything else.
They also ensure all the departments are notified of the newcomer(s), the paperwork is in order, and the whole 9. It helps the employee do the things that need to be done and the HR monitor the things that are being done while providing proper support.
3. Non-digital improvements
Simply getting the best software wouldn’t work if you don’t put it to proper use. There are a few ways you can do that:
- Audit your current process: You can only improve what you know needs improvement. Audit your onboarding and HR process with a fine-tooth comb. This will reveal areas that are bottlenecks to the process, inefficient or just could be done better.
- Shift to self-services: A major change you can implement is shifting things from HR to the employees. Let your employees do as much of the HR work as is possible. This may include updating personal information, updating leaves etc. Of course the HR may have the final decision but if it’s done by the employees it not just saves time for HR, but also ensures the data is correct and doesn’t require multiple changes.
- Update your HR team: Not just software, but humans need improvements too. Provide proper training, workshops, seminars to your HRs so they learn about the best tools, ways and modes to get things done.
4. Performance Management
A lot of HRs make the mistake of limiting it to “onboarding”. Problem is, onboarding is just step 1. For the company to function better and the future onboarding process to be smoother, a lot remains to be done.
Once the employee is onboarded, you’ll need the proper performance management tools. It’s important because during the early days, you’ll need to know what the employee needs help with. Moreover, without proper performance management, you’d have to hire more or new people, which would repeat the HR and onboarding process for you and create an endless loop.
5. Manage expectations
Major clashes ensue between new hires and HR (or other managers) because of unrealistic expectations.
As a new hire, you may have to accept that a few paperworks may be missing, or unfiled, or deadlines not met. Every new employee needs time and guidance in a new environment.
You can throw the best tools at them but they can’t pick everything up at once. Point being, always know what to expect and what may go wrong. When something does go wrong, the solution needs to be achieved by addressing the problem and not the employee.
6. Set Milestones and rewards
During the onboarding process, it’s important to set milestones and optionally reward your employees on completion of the milestones. It motivates them to fill out all the forms, attend all the webinars and basically complete the process.
Many HR tools facilitate the feature and it’s important as even the best tools can’t guarantee efforts from the HR or employees as good as rewards or even non-rewarding milestone completion.
Conclusion
That’s about it folks. I hope these tips will help you enhance your employee onboarding and contract management.
To summarise it all, you need to get the proper tools (HRIS software/ eSign APIs etc.) so everything is automated, recorded and stored as it should be. This also takes off a ton of hassle for both the involved parties.
Of course, there are a dozen other ways you can improve employee onboarding, group activities, individual mentors, gathering feedback are some of the other things you may try doing.
Do note that onboarding isn’t something that’s done in a day. It’s a longer-term process and requires consistent monitoring and improvements.
