A constant pressure for People Ops teams - and what a lot of people outside the HR circle may not know - is the speed at which open positions in an organization need to be filled.
The business requirement to fill vacancies or new positions - sometimes one and sometimes 300 or more - doesn’t often come with ‘take all the time in the world’ kind of timelines. Not even close to that!
Recruiters and hiring managers tend to grapple hard with 30-45 day hiring timelines. A lot of time, effort and money is spent in identifying and recruiting the right talent. Scouring through hundreds of resumes, multiple rounds of interviews with chosen candidates, a number of tests, and salary negotiations later, the job is offered to the chosen one. And all this time, business teams are impatiently waiting for their new hires to get started.
Now imagine the waste of resources - time, effort and manpower - if the new hire does not show up on Day 1 (which, by the way, is happening a lot right now) or quits after 2-3 months of joining!
This is exactly where a a strong and efficient onboarding program can help.
When faced with crunched timelines, People Ops teams often end up onboarding for the sake of onboarding. That means both, the effectiveness of the onboarding program and the experience of the new hire is far from optimal.
So how can you onboard your new hires at speed while also delivering a great experience and ensuring process efficiency?
We’ll tell you how in five simple, crisp points.
1. Cut the back and forth - for good, forever
One overlooked issue that is the cause of a lot of unnecessary delays in any organizational situation is poor communication. It's no different during employee onboarding. The involvement of cross-functional teams and a complex onboarding workflow can lead to a lot of time lost in back-and-forth communication between teams and the new hire.
The simplest way to understand this - and every onboarding specialist will relate - is after the employee background check is done, the People Ops team will need to intimate the IT team for asset allocation and the Admin team for ID creation. But the process isn’t as simple as sending an email to both teams and forgetting about it. They also need to share specific details like which laptop needs to be allocated to the new hire and constantly follow-up to find out if everything’s been done.
With Tydy, you can automate all that communication and not worry about having to manually send an email or make a call every time you need to inform another team (like IT, Admin, Training & Development, etc.) about a new hire joining. You can also set up and trigger reminders and escalations so you don’t have to lose precious time in follow-ups.
For example, when an individual clears their background check successfully, a communication is triggered automatically to the IT and Admin team for allocation of the laptop and badge. Not just that, it can be set up to ensure the correct type of laptop and badge is issued to the new employee based on location, type of role, the band of the new employee or any other data. Say, after two days, if there has been no activity on this by either of the teams, a reminder can be triggered and after five days, an escalation can be sent to the team or a specific employee in that team.
2. One smart form. Period.
Sometimes, when things become standard operating procedure, we tend to forget that we can question the way it is being done. The countless number of forms a new hire needs to fill out is one of them. New hires have been manually filling 30 or more documents for a really long time now and it is time-consuming and painful! Which makes it the perfect place for you to save time.
How?
Tydy Smart Form eliminates the multi-form setup during onboarding where new hires end up filling in the same details over and over again in different forms. Instead, new hires can now populate one smart form that can then auto-populate the rest of the forms with necessary information.
In a similar fashion, the responsive form also follows a smart logic that disables fields that are not relevant to a certain new employee, saving time and reducing the chances of delays as a result of discrepancies in the form. So for a new hire who is not married, all the form fields asking for spouse details will be disabled. Small steps, but a big difference in terms of effort and time saved.
3. Data transformation is a life (& time) saver
Gathering employee data and documents have always been a big challenge. Add to it, the fact that most of these details need to be fed into multiple HR, Business and IT systems and should follow formats that are recognizable by these diverse platforms. This process of manually transforming data to ensure its synchronicity with various platforms is extremely time consuming, which is why most organizations integrate all these systems using APIs. However, even the best of integrations fail when one mismatch in the data format across any of these systems throw up a domino of errors, setting back your data transformation process by days.
Here’s a simple example to illustrate the complexity of this problem.
Imagine a new hire fills one’s date of birth in dd/mm/yyyy format in all documents. But your HRMS and maybe, even your Payroll platform can only recognize date of birth in mm/dd/yyyy or dd/mm/yy format. No matter how great the integration between different systems, the inability to orchestrate data to flow through these multiple systems, regardless of its format, will become a huge roadblock that’ll need manual intervention.
What can help then?
Data orchestration.
With Tydy, you can orchestrate data that has been fed into the Smart Form by the new hire in a way that makes it accessible across technology platforms without the need for manual intervention or without throwing up errors. Something that mere integration between platforms may never achieve.
There, a lot more time saved!
4. Reduce background check TAT by half, or more
When it comes to pre-employment background checks, there is the education check, database check, criminal record checks, and so much more. Add to the equation, the multiple background check vendors you work with in different locations and all the documents and data that need to be passed to them. Trying to manually navigate this complex maze and ensure data protection, optimal turnaround time, and communication with the vendors takes a lot of time - a lot more than you’d want, ideally.
With Tydy, you can offload this entire burden and automate your background check process to reduce your time to completion by half or more.
Tydy routes the right cases to the right vendors with minimal manual intervention. It can track the turnaround time of each vendor and optimize case assignment to ensure faster TAT. And since your vendors will also be collaborating on Tydy, no document can be downloaded or taken out of the system itself, ensuring maximum data protection (much to the relief of your Chief Information Officer).
READ MORE: How Tydy can help automate employee background checks?
5. Automate personalized workflows without IT help
Personalization today is par for the course. It's a basic requirement and everyone expects it. But basic does not mean easy.
Often People Ops teams need to rely on the IT team or multiple disparate systems to create personalized onboarding journeys for new hires. Data sits in siloes, which means a wealth of information that can be used to personalize the experience for your employees is simply inaccessible.
Imagine being able to capture data and documents based on role, department, location, etc. Imagine having a system in place that automatically knows what type of laptop needs to be handed out to a new hire joining a certain team. Or, imagine being able to trigger relevant information to a specific group of new hires at the right time, for example, when they complete a specific task.
All of the above add immense value for the new hire and at the same time saves onboarding teams the time lost in passing on irrelevant information, filing irrelevant documents and communicating on less relevant matters.
With Tydy, enterprise teams can personalize at scale, without IT support.
- You can create persona-based journeys and customize content with a simple, DIY approach
- You can design, schedule and trigger surveys and pulse checks
- You can set up reminders and escalations across teams and individual team members
- You can also look at data and continuously improve the onboarding journey
Extra insight: Tydy’s unified profile view of each new hire helps you track the progress of each activity associated with a new employee through a single screen.
Speed + Efficiency + Experience = A great employee onboarding program
Often achieving speed along with great operational efficiency and employee experience can seem challenging. But the truth is, it is possible if onboarding teams can identify and automate busywork.
What’s busywork?
Work that can keep a person busy, is highly prone to manual error but has little value in itself. Like, back-and-forth communication.
Tydy brings that much needed speed to employee onboarding by automating or eliminating busywork for onboarding teams.
That way, you can deliver speed, efficiency and an amazing experience, without compromising on one for the other.
Sounds like what you need at the moment?
Sign-up for a one-on-one demo with Tydy’s product expert and get a quick walkthrough of the platform.
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