Imagine your first day at a new job: the excitement, the nerves, the anticipation, the hope for a seamless transition. Now, imagine you’re an HR professional and it’s your goal to ensure every new hire feels supported, valued, and ready to hit the ground running. Onboarding automation is the key that unlocks this goal and brings it to life. Automating repetitive tasks clears the path for a more engaging, efficient, and error-free onboarding experience.
By harnessing technology to automate tedious tasks like data entry and document processing, HR teams can funnel resources toward projects that drive employee engagement and retention. Onboarding automation is the modern HR practice that kickstarts superior efficiency and exceptional employee experiences—goals every top-tier HR department strives to achieve.
HR Onboarding Process
Before automation, HR professionals juggle myriad administrative tasks to get new employees up to speed. From cobbling together benefits information to ensuring accurate payroll setup, these tasks are essential but often tedious. The goal is to prepare new hires for their roles, but the process feels like wading through a muddy swamp.
With smart data integrations, most of these tasks can now be automated. Picture a relay team where each runner passes the baton to the next runner without hesitation. Automation ensures a smooth handoff in the onboarding process, enabling HR professionals to focus on the more meaningful aspects of welcoming new employees.
Just how important is automation to a smooth onboarding process? According to a study by the Human Capital Institute, “69% of employees say they are likely to stay with a company for at least three years after a great onboarding experience.”
The Challenges of Manually Onboarding Employees
Prior to automation, HR professionals are in the trenches of onboarding, manually entering data into multiple separate HR applications for every administrative task. This makes the onboarding process a struggle, an uphill battle.
Tedious Tasks for HR
Manual data entry is the bane of any HR professional's existence. Without automation, every detail for each new hire has to be entered multiple times into various systems, consuming valuable time and increasing the likelihood of errors. This tedious process quickly becomes monotonous, diverting focus from more strategic onboarding tasks like orientation and training.
Lackluster New Hire Experience
Manual data entry often results in a less-than-stellar new hire experience. Delays, inaccuracies, and inefficiencies can frustrate and disengage new employees right from the start. Imagine showing up to a party only to find the host scrambling to set up — hardly the warm welcome you’d hoped for. Errors in manual data entry often cause complications with payroll, benefits enrollment, or system access, leading to confusion and a poor first impression. And as we all know, first impressions are hard to change.
Administrative Tasks Errors
The more manual the task, the higher the risk of human error. The dreary task of inputting extensive details increases the likelihood of mistakes, requiring additional time and effort to correct. This bogs down the entire onboarding workflow, frustrating new hires and tarnishing the experience with their new employer. Manual data entry not only introduces errors but also undermines workflow efficiency, negatively impacting productivity and service quality.
What is Onboarding Automation?
Onboarding automation is like upgrading from a horse-drawn carriage to a high-speed train. It revolutionizes workflows by converting manual tasks into automated digital processes, minimizing the time spent on repetitive activities like inputting employee data across multiple systems.
Data integration is the powerhouse behind onboarding automation. It seamlessly shares data across applications in real-time, ensuring all systems are up-to-date with accurate information. When data enters into one system, it populates across platforms, speeding up the onboarding process and freeing HR professionals from the drudgery of multiple data entries.
Examples of Automated Onboarding Processes
Automated onboarding integrations organize data, speed up tasks, reduce administrative work, and boost data security. These automated tools save time, streamline HR processes, and empower professionals to focus on the things that really matter: bolstering employee engagement and success.
New Hire in ATS to a Core HR System
HR departments and hiring managers use Applicant Tracking Systems (ATS) to manage recruitment and identify good candidates. When an employer hires a new employee, the information must be entered into the Core HR app. Integration between an ATS and a Core HR system ensures that all necessary information is up and running on day one, eliminating the need for double-data entry. No one joined HR to do manual data tasks!
“I can’t imagine the effort that it would take us now to manually update new hires, transfers, and promotions alone. Data integration saves us a huge amount of time and effort, and it all happens so quickly!” — Laura Ferem, IT Business Systems Analyst, Satellite Healthcare
New Hire in ATS or Core HR App to Payroll
Integrating an ATS with a payroll system creates a seamless data connection to efficiently process a new hire’s payroll. This integration streamlines the onboarding process, reduces administrative tasks, saves time, and secures data by safeguarding sensitive information.
“Before we contacted Flexspring, whenever we had a new hire, we manually entered all the information in BambooHR, and then had to do it again for Paylocity. We spent a lot of time entering and re-entering information. The New Hires and Employee Updates integration Flexspring implemented went very smoothly and saves us time.” — Dany Saade, Corporate Controller, One Concern
New Hire from ATS or Core HR App to Benefits App
During onboarding, employees typically enroll in benefits. Integration seamlessly transfers employee data from the Core HR or ATS to the benefits application. As a result, the enrollment process speeds up and the workload for HR teams decreases. This streamlined process ensures a more efficient and secure benefits enrollment experience for both employees and HR teams.
More examples of onboarding automation can be found in this comprehensive whitepaper: The 52 Most Popular Use Cases for HR Data Integration.
The Benefits of Onboarding Automation
Companies with positive onboarding experiences often have higher employee retention rates. This lays a strong foundation for new employees, making them feel welcomed, valued, and prepared for their roles. When employees feel supported from the start, they develop a sense of loyalty and commitment to the organization.
Imagine onboarding automation as a well-oiled machine that works tirelessly to set clear expectations and provide essential training, while also opening the HR toolbox new hires need to navigate their roles and fit into the company culture. A positive onboarding experience is like planting strong roots that connect new employees deeply with their colleagues, managers, and the company’s mission. This connection fuels their engagement and satisfaction, making them more likely to stick around longer, which lowers recruitment and training expenses. That’s a huge win for everyone!
Time Savings
Onboarding automation streamlines HR tasks by integrating data across apps, maximizing accuracy by cutting out double-data entry. This efficiency ensures new hires get timely information, freeing HR professionals to focus on strategic activities like employee engagement and development.
“With new hires,” said Tammy Mickelson, Fedcap Group’s Chief Information Officer, “integration saves us at least 30 minutes for each new employee we bring on board by automating the data from Oracle to ADP. No more double-data entry!”
Smoother Transitions for New Hires
Automated systems breeze through paperwork such as personal info, tax forms, and contracts, cutting down on the time new hires spend on administrative tasks. By setting up payroll, benefits, and IT accounts automatically, they make sure new staffers get what they need right away — no hassle or delays. Automation lets new hires jump into their roles and the team vibe from day one, making the onboarding workflow smoother and more productive overall.
More Fulfilling Work for HR
HR professionals are on the lookout for fulfilling tasks that not only bring personal satisfaction but also benefit their organization. According to the Human Capital Institute, “54% of people want more challenging or exciting work.” When HR pros engage in meaningful work, tackle challenges, and see the direct impact of their efforts on individuals and the whole organization, it boosts their job satisfaction and fuels personal growth. By focusing on strategic planning, developing talent, and coaching leaders, they sharpen their skills and become even more valuable to their team and future career prospects.
Engaged HR professionals are key players in shaping their organization. They create effective employee programs that improve recruitment, boost retention, and increase overall employee happiness. This positive impact ripples through the organization, enhancing its culture and productivity. By focusing on strategic initiatives, HR professionals inspire innovation and creativity, offering new ideas, improved policies, and practices that enhance the organization's effectiveness. Ultimately, this fulfilling work helps prevent burnout, reduces turnover, and sets the stage for a sustainable career journey.
Common Questions and Misconceptions About Automation
Discussions about HR automation often center on two misconceptions: that it reduces human interaction and diminishes individual attention. These concerns arise from the fear that automated systems might replace personalized, people-centered processes, creating an impersonal workplace. The truth is, automation in HR onboarding not only boosts efficiency but also enriches the employee experience right from the start.
Automation Decreases Human Interaction
Automation in HR often sparks fears of reduced human interaction, painting a picture of a cold, mechanical workplace. However, this couldn't be further from the truth. By handling mundane tasks like data entry and scheduling, automation frees up valuable time for HR professionals to focus on more meaningful, human-centered activities. This shift allows them to dive deeper into strategic planning, employee development, and resolving workplace issues with creativity and empathy.
Think of automation as a tool that provides insights and supports decision-making, helping managers proactively address employee concerns and improve the overall work environment. This approach ensures consistency and reliability and also cultivates a workplace that prioritizes people's needs and experiences.
Automation Reduces Individual Attention
Another misconception is that new hires get less attention during onboarding with automation. Some worry that automated processes might create a generic, one-size-fits-all experience. In reality, automation can enhance personalization by delivering tailored training programs, personalized messages, and efficient administrative support. This personalized touch ensures that new hires feel valued and supported from the beginning, setting a positive tone for their journey within the organization.
Conclusion
Onboarding automation acts as a compass guiding the employee journey right from the start. By fine-tuning workflows and sharpening data accuracy, automation empowers HR teams to navigate smoother operations and concentrate on initiatives that bolster retention and organizational triumph. It's akin to charting a course that navigates the currents of efficiency and engagement. Embracing automation isn't just about streamlining operations. Automation plots a course for onboarding that attracts and retains top talent, guiding your organization to stay agile and productive.
