The Human Resources (HR) representatives have shifted from manually filing hard copies of resumes, contracts, and other documents to doing all these online. The most common process in an HR department is the employee onboarding. The onboarding process basically has these phases: recruitment, pre-offer, orientation, and performance reviews.
It sounds simple, but an HR recruitment specialist must do all these phases for a single applicant. Can you imagine doing these phases for 20 applicants or more for a single job position alone? The onboarding process can be daunting, but it’s easier when the process involves automation. The HR personnel have experienced various benefits after welcoming automation in their basic workflow processes.
Companies have been reaping the benefits of automating their HR onboarding processes. These benefits include maximizing time, saving money, reducing errors, generating accurate data, maintaining security of all confidential information, and more. Let’s discuss each of these benefits below.
WATCH: HR Processes You Should Automate
One of the great features of automation in workflow process is maximizing time. HR personnel can save time and use their time on more important business transactions or company activities. Instead of manually checking all the papers, HR representatives can just log in to their system and check the soft copies of all the documents related to onboarding.
One way of automating an HR onboarding process is by acquiring an intranet where they can have a dedicated site to supervise all the onboarding processes for all the applicants and employees.
Most of the intranets like the Eureka, which we offer at Data Outsource, provide HR personnel the ability to see all the information of an employee. This information includes the employee’s full name, his or her role, the department that he or she has been assigned to, and his or her job title. An HR onboarding site in an intranet also allows an HR officer to upload, download, modify, and share (if necessary) documents. Plus, intranets allow HR personnel to work anywhere and anytime using any device because all their documents are stored in the cloud.
Another advantage of automating an HR onboarding process is that companies can save a lot of money. Onboarding automation encourages companies to go paperless for their process. When HR representatives automate their onboarding processes, they avoid checking piles of documents in the office.
Instead of spending money in buying printers and photocopy machines or paying for maintenance of all their equipment, companies can invest on an intranet. It’s a one-time purchase, but it gives companies everything they need to automate their HR onboarding process. Companies can also save money by maximizing the tasks given to their HR officials who can now spend more time doing other important company activities like quarterly team building.
On the HR personnel side, they can save money by not going to office to check an important document like contract, resume of an employee that must be hired immediately, or perform other urgent matters that can be done online.
Errors are inevitable, but onboarding process can be manageable with automation, if the process is correctly performed by HR personnel. Automation goes both ways. Successful employee onboarding can’t become successful if the people are not knowledgeable with the process.
Although, errors can still arise, automated onboarding process somehow eliminates the chances of mistakes by a big margin. HR officers can also ask their IT experts to tweak their system (intranet) whenever they experience complicated way of processing documents of new hires. This way, the HR personnel can achieve efficiency at work and eventually make onboarding process easier for the company.
Generate Accurate Data
Another great benefit of automating an HR onboarding process is the ability of HR representatives to generate accurate data in minutes. Instead of manually searching for files from their shelves, HR officers can just look up their system and generate data. It depends on the intranet or system that they are using, but most intranets allow HR officers to easily generate whatever data they need.
This feature helps the company make crucial decisions pertaining to the number of employees they still need for a certain department or the number of tasks an employee works on. For example, companies can use the data to transfer existing employees from a department to a newly established division like a Digital Marketing Office.
Security has been a major requirement when companies acquire automation in their HR onboarding process. The good thing is that intranets offer a reliable security for all the data stored in the cloud. Employee onboarding is a sensitive process because it involves sensitive and confidential information of all employees.
With HR onboarding process, companies are certain that intranets, for example, or any system that caters to automation—if they are reliable—secure data properly. One good feature of an intranet, for example, is that all the information are locked in a virtual database and are inaccessible to unauthorized personnel. With automated onboarding process, companies can also save the generated data in a secure place or integrate it with another HR software.
These are just some of the known benefits that companies can enjoy when they automate their employee onboarding process. There are also different features of an intranet that an HR can maximize when it comes to automating onboarding process. You can ask your IT office on what system you can use within your organization, but if you are keen to acquire an intranet, maybe, you can contact us at +1-403-629-7272 or send your inquiries at firstname.lastname@example.org.