Like first impressions, onboarding experiences can be lasting. If an organization’s introductory period falls short of expectations, it can cause new employees to feel unseen or confused about their role. Unfortunately, there are no “re-dos,” but employers can start off right using human resources onboarding software. Leading solutions have the ability to replace doubt and uncertainty with enthusiasm and confidence, helping make onboarding successful for new hires.
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Why employee onboarding is important
Onboarding can be crucial to an employee’s success and engagement within an organization. Those who undergo a structured onboarding process are more likely to feel good about their role, be productive and remain loyal to their employer.
In contrast, a poor onboarding experience may cause employees to doubt their place within the organization from day one. They might ask themselves:
- Does my employer care about me succeeding in this role?
- Is this the right role for me?
- Is it always going to be like this?
- If I ask for more instructions, will they think poorly of me?
Employers can prevent such negativity and make it easy for new employees to join their organization by encouraging connection, offering guidance and embracing onboarding software.
Features of employee onboarding solutions
The most effective onboarding solutions are tailored to an employer’s brand and configured by employee type, e.g., exempt, nonexempt, etc. Within this framework, the following features may be available:
- Welcome messages: Customized messages and videos can quickly introduce new hires to the company’s culture.
- Paperless employee onboarding: Employers can post documents, like company policies or employee handbooks, and set the sequence in which they’re presented. In addition, new hires can electronically fulfill paperwork requirements before their first day and hit the ground running.
- Team information: Photos and bios help acquaint new hires with their team members. There may even be a ‘buddy” option that introduces an assigned mentor to help new hires get to know the organization.
- Neighborhood information: Integrated mapping technology helps new employees locate nearby retailers or restaurants, improving their familiarity with the workplace neighborhood.
- Company information: Employers can showcase the latest company news, provide a detailed history of the organization and more.
- Personal profiles: New hires can confirm their contact information and provide personalized introductions, along with any special licenses, certifications or skills they may have.
- Customized tasks: Employers may be able to assign onboarding tasks universally or customize them by employee type.
- Status summary: As they complete onboarding, new hires have status visibility to confirm which tasks are completed and which are still open.
Advantages of an employee onboarding platform
For a long time, onboarding was an ad-hoc process done on paper in the manager’s office or the employee’s cubicle. Those days are largely gone thanks to the inherent advantages of onboarding software:
- Integrated data: As employers enter data into their human capital management (HCM) solution, new hire contact information populates seamlessly into onboarding, eliminating errors and driving consistency.
- Flexibility: Employers may be able to tailor onboarding experiences to their brand, corporate content and unique policies.
- Easy access: New hires can access the onboarding experience via web browsers and mobile devices whenever and wherever it’s most convenient for them.
- Guided onboarding workflows: Software solutions guide new employees through each onboarding task and help hiring managers fulfill their own responsibilities in the process.
Simplifying onboarding for hiring managers and HR practitioners
An easy employee onboarding process isn’t important only for new hires. It’s also vital for hiring managers and HR representatives tasked with ensuring that employees feel welcome and engaged from day one. Software solutions can help them meet such expectations.
Hiring managers
Dashboards can provide consolidated views of all new hires and the status of their onboarding progress. Hiring managers can also track their HR tasks using checklists, post welcome messages and quickly connect new employees with their work teams.
HR practitioners
After carefully sourcing and selecting a new hire, the last thing an HR practitioner wants is for that individual to have a poor onboarding experience. Software solutions can give practitioners insight into the status of each onboarding task so they can quickly spot when processes are falling behind and provide additional support to employees or managers as needed.
Frequently asked questions about employee onboarding tools
What is employee onboarding software?
Onboarding software streamlines the process of welcoming, orienting and activating newly hired employees. Employers using these solutions may be able to infuse their brand, modify or add onboarding tasks, and post relevant content. Sometimes, they can also tailor onboarding to various employee types, such as exempt or nonexempt.
How can employee onboarding services help streamline the onboarding process?
Effective employee onboarding software can help new employees become acquainted with their team and work environment on their first day. They may be able to meet their manager, learn about the organization and complete most of their new-hire paperwork online. Additionally, onboarding software solutions can often display the status of onboarding tasks so HR practitioners can provide additional assistance when needed.
Can employee onboarding services help with organizing and delivering orientation and training materials?
Yes, digital onboarding allows employers to post relevant information online where new hires can easily access it. Depending on the solution, the following materials may be available:
- I-9 employment eligibility verification forms
- Company policies and handbooks
- Benefits administration
- Tax withholding forms
- Directions to the work location
- Direct deposit forms
Can employee onboarding providers assist with background checks and verification of credentials?
Onboarding is usually one part of a larger talent management suite, which may also include these screening and selection services:
- Criminal background checks
- Drug testing and medical screening
- Employment, education and credential verifications
- Guidance on equitable hiring practices
Do employee onboarding services help with compliance requirements?
One of the first stages of any effective onboarding program is ensuring new employees understand company policies and complete the required paperwork. HR practitioners can use software solutions to track the status of these compliance-related tasks and intervene when necessary.
This guide is intended to be used as a starting point in analyzing onboarding as a service and is not a comprehensive resource of requirements. It offers practical information concerning the subject matter and is provided with the understanding that ADP is not rendering legal or tax advice or other professional services.
