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How to Streamline Onboarding Process

Streamline onboarding process 

Onboarding is one of the most important part of an employee or customer lifecycle. This process starts by introducing the new employee to the company’s objectives and brand visions while providing them with the necessary tools required to make them deliver on their new tasks.

Successful onboarding process is more than an email login or a quick tour around the facility. This is due to the fact that nearly more than a half of new employees tend to stay with the company for long if they are given a positive introduction.

This process is an important approach to employee retention and it starts before the new employee reports to the office for the first time.

Let’s understand the term onboarding.

What is onboarding?

Also referred to as organizational socialization, this is the process by which new employees are physically, emotionally, and professionally fused into the customs and the operations of the new company.

Practical onboarding strategies evaluates the employee’s responses to the process and ensures that the important measures of integrations such as knowledge of culture and social acceptance are improved.

This process is the foundation within which relationship, credibility, and information dispensation is built.

If done properly, employees and managers, clients and customers will achieve immense value from your product and services. In this regards, it is important to understand how digital tools can help you streamline your onboarding process.

Generally, onboarding process is designed to make the most on retention, improve employee satisfaction and customer experience

According to a recent survey by Paychex Worx, it supports the importance of a strong onboarding experience by referring to the top three responsibilities of human resource managers: training and developing staffs, assessing the workplace productivity and driving the vision of the company.

The basics to this important ingredients are put in place through the HR onboarding on the very first day a new employee applies.

This guide is designed to help you go through the difficult onboarding tasks and explain how digital tools can help you streamline your onboarding process.

Benefits of streamlining employee’s onboarding process.

Integrating a new employee into the established culture is easier said than done. It involves undertaking a lot of things for the new hire to be fully updated in the system.

For instance, the new employees needs to be assigned new number to help with issuing of an ID badge and other important login details.  Training materials should be supplied and tax returns documents filled out.

There are a lot of movements involved in onboarding process that can be tiresome and time consuming. Employing a streamlined onboarding process ensures that there is no wrench in the system, hence minimized delays.

By the end of the training, the new employee should be able to log in to the various business system. The new hires are then trained on how to navigate through the system and perform the required tasks at a professional level.

Streamlined onboarding allow the new hires to transition well into every stage of the process such as training to the actual applications of the acquired knowledge.

Technology has a major role in today’s business processes and HR is no exemption. It all begins at the application stage of the current candidate oriented market. Streamlining this process can save you a lot of challenges in the long run.

Averagely it takes around 21% of the employee yearly earning to enroll, train, hire and onboard the replacement. For instance, it means that replacing an employee earning $20 hourly will cost $8768.

These figures are expensive investments which you are bound to add on your expenses, however, with streamlined onboarding, you are likely to avoid such expenses.

How digital tools can help streamline your onboarding process.

Using employee onboarding digital tools makes a paperless, seamless space that streamlines the onboarding process. It allows for quick analysis and direct reporting on a single employee or the whole training class as you undertake other processes.

Going paperless in human resource means turning the entire employing, hiring, and training into digital processes. A good platform can integrate with the available system and data to give a seamless process from new hires to employees all the way to retirees.

Check out below to understand how digital tools can help streamline your onboarding process.

  • Automated email notifications.

With digital tools, an automatic email is set every time a new recruit passes set landmarks and thresholds. This is to inform all the stakeholders of the employees’ progress. This done because not only the HR invested in the process but the management and the employees too.

A centralized onboarding platform send the automatic email notifications depending on the key triggers. For instance, if a deadline is approaching, employees can be reminded to turn in the assignments or tests on their work trays.

Both the HR and the management can be notified to do a follow and recommend the task done. This helps the stakeholders to effectively plan schedules and workloads accommodative.

  • Set-up workflows.

Onboarding is a many-faced process, much like going through a school program. Creating an expansive onboarding needs a process that can be repeated to accommodate several new hire classes from different department simultaneously.

Having a centralized platform makes it easy for the C-suite to have a distinguished view of the number of applications, interviews and follow-ups that do not feature on the process of recruitment and hiring.

With a quality onboarding, you can handle the employee training across the board, not only for the new recruits but for staffs from all tenure since progressive learning is important for both.

  • Digital form compliance.

Another important HR area where digital tools can help streamline your onboarding process is the form compliance.

Signed documents such as employment contracts, insurance, and tax declaration forms are required to be collected and recorded as soon as possible to make sure payments are done on time. You can imagine, how long a new hire will stay in a company that pays late.

Digital form compliance ensures the business is kept in line with various federal, state, and local employment acts. This keeps the company away from potential damages such as audit lawsuits.

Being asked by judge or the IRS for the paperwork which do not exist is the last thing a company may need. Streamline onboarding makes you avoid the possibilities of getting shutdown.

Digitizing form compliance cuts costs of papers and related materials hence reducing the company’s waste. Apart from saving money, streamline onboarding process also reduces errors involved with manual process. And having a digitally signed pdf document is the sure way of achieving this.

  • Set and schedule training programs.

With a quality onboarding platform, manual schedule training is no more. The software features a coded Calendar which shows the available rooms, training staffs, and the workstations for training.

This information is available for both on-the-job training and in-class training which requires side by side supervision.

Digital onboarding allows you to motivate success by gamifying the process and effortlessly train employees without straining them. Human resource onboarding makes it easy to hold training for various positions, combining only when necessary.

For instance, orientation can be held together as it is a general information about the company. After which by second or third day every new hire should be undertaking job specific or departmental training.

How to streamline onboarding process.

Here are some ways you can use to update and improve its efficiency:

a. Adopt technology.

Technological progress have made the onboarding easier than ever. Instead of stacking new employees with HR forms on the first day, managers can send the paperwork through email in advance and have them submitted with digital signatures.

Additionally, there are onboarding applications to guide through the process allowing you the opportunity to quickly trace the progress.

b. Ask for feedback.

Sometimes great ideas to streamline onboarding process comes from the past experiences. Has your onboarding process been effective over the time? Asking for inputs from your managers or fellow employees can be the key.

People who have been interacting with the practice are in better position to tell what is applicable at the company and what is not.

c. Set common standard.

It is important that onboarding program be consistent throughout the company. Some adjustments are necessary depending on the specific circumstances of each group.

For example, the onboarding of a receptionist is different with that of marketing professionals, however the overall standard needs to be the same. Provide a checklist or use onboarding software to ensure employees are following correctly.

d. Understand the training needs in advance.

For an efficient onboarding, it is important to know the strengths and weaknesses of every new employee. You should have an appropriate training in place before the new hires reports on their first day.

HR managers should be in the front line in determining the relevant needs, owing to their familiarity with every employee’s skills gap.


If you want to save time on the tedious onboarding process, streamlining the process is the best way to go. Streamline onboarding process makes both you and your employees’ life easier by adopting the different automated and data-driven processes.

Moreover, digitized onboarding process adopts the use of a digitally signed pdf document which in returnreduces the cost of paper related operations saving the company from excess expenditure.

It also saves the company from audit lawsuits as it includes form compliance with the relevant regulatory bodies.

Additionally, streamline onboarding process is a vital aspect in ensuring the new employees understand the organizations policies and they become loyal, and long term employees.

Contributor: admin
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