4 Ways Recruitment Technology Can Help You Deliver a World-Class Onboarding Process

8/20/2019 4 Ways Recruitment Technology Can Help You Deliver a World-Class Onboarding Process

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Matthew Kosinski

www.recruiter.com

Can Help You Deliver

a World-ClassOnboarding Process

4 WaysRecruitmentTechnology

®

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What’s InsideIntro: Onboarding Matters . . . . . . . . . . . 5

The Value of Recruitment Technology

in the Onboarding Process . . . . . . . . . . 7

Employer Branding: Attract the Right

Employees to Your Organization . . . . . 9

Employee Engagement and Retention:

Tap into Employee Passions and Keep

Talent Around Longer . . . . . . . . . . . . . . 12

Employee Productivity: Get Employees

Up to Speed More Quickly . . . . . . . . . . 15

Task Management: Keep Administration

Simple

with Streamlined Workflows . . 17

Conclusion: What Recruitment

Technology Can Do for You . . . . . . . . . .20

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5 ©2015 Recruiter.com | Deliver a World-Class Onboarding Process

What’s the fastest way to get new hires up to

speed? Onboarding.

In fact, when we look at the numbers, it turns out

that onboarding may be one of the most critical

components of any strong hiring process:

Onboarding Boosts Retention Rates:

New hires who participate in structured onboarding

programs are 58 percent more likely to stay with

an organization for at least three years.1

Onboarding Boosts Employee Performance:

77 percent of employees who participate in

onboarding programs meet their first performance

goals, whereas only 49 percent of employees who

do not participate in onboarding programs meet

their first performance goals.2

Onboarding Saves Companies Money:

Research has found that companies in the U.K. and

the U.S. lose a total of $37 billion a year as a result of

employees not understanding their jobs. Onboarding

solves this problem by clarifying employees’ roles and

responsibilities at the outset.3

Onboarding Improves Customer Satisfaction:

The Society for Human Resource Management

(SHRM) reports that 53 percent of organizations say

effective onboarding programs have had a direct,

positive impact on overall customer satisfaction.4

Onboarding Matters

1 http://www.hr.com/en/app/blog/2007/05/help-new-hires-succeed-beat-the-statistics_f24qxvt5.html 2 https://www.icims.com/resources/whitepaper/onboarding

3 http://www.shrm.org/about/foundation/products/documents/onboarding%20epg-%20final.pdf

4 Ibid.




All that being said,

creating, implementing,

and maintaining an

employee onboardingprogram is no mean

feat. Despite the clear

benefits of onboarding,

only 20 percent of

organizations engage in

“proactive onboarding,”which SHRM defines

as “systematically organiz[ed] onboarding with a

strategic human resource management approach.”

The reason that so few organizations reach the

highest levels of onboarding success is fairly clear:

comprehensive onboarding programs require a

lot of time, money, and manpower in order to run

smoothly and effectively. Indeed, SHRM points out

that many of the companies that run best-in-class

onboarding programs have entire teams dedicated

solely to the operation and maintenance of

onboarding processes.

This is why recruitment

technology is such an

important piece of the

onboarding puzzle. Infact, recruitment

technology is the glue

which holds the whole

onboarding process

together.

Applicant tracking

systems (ATSs) in particular are critical candidate

relationship management tools for recruiters,

given that they allow recruiters to store and track

candidate profiles, jobs, and workflows in a central

location. And once a candidate becomes a new

employee, a full recruiting suite that pairs an ATS

with an advanced onboarding solution gives an

employer a way to immerse new hires in corporate

policies and departmental culture while automating

and reducing paperwork for employees and HR alike.


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SHRM notes that “us[ing] technology to facilitate

the onboarding process” is an onboarding best

practice, and that 68 percent of companies that

engage in “proactive onboarding” use onboarding

systems that are partially or fully online.

An ATS with integrated onboarding capabilities is

crucial to the success of a company’s onboarding

program for a number of reasons.

First and foremost, top-tier recruitment technologyreduces the costs, time, and employee energy

necessary to maintain a top-level onboarding

process. By streamlining and automating workflows,

an ATS cuts administrative overhead dramatically.

The Value of Recruitment Technologyin the Onboarding Process




Similarly, the digitization of important onboarding

documents makes it easier and more cost-effective

for organizations to share, track, and manage

onboarding files. Companies have reported saving

as much as $20,000 on paperwork-related costs

alone as a direct result of their onboarding

solutions.5 Overall, such solutions can save

companies roughly $80,000 per year.6

An ATS with onboarding capabilities also supports

and reinforces many of the benefits of the

onboarding process. Over the next few chapters

of this eBook, we’ll explore how the right

recruitment solution can help employers:

• improve their employer brands;

• boost employee engagement and retention rates;

• encourage employee productivity;

• and more efficiently and easily manage critical

on boarding tasks.

Think your organization can’t afford to execute a

best-in-class onboarding process? Think again.

We’ll show you just how the right ATS can help

you affordably and easily reach your goal of creating

a productive, passionate, engaged workforce.

5 Taken from iCIMS promotional materials; shared via email.

6 https://www.icims.com/resources/whitepaper/onboarding




Employer branding experts, Universum, define

employer branding as “the process of promoting

a company or an organization as the employerof choice to a desired target

group, one which a company

needs and wants to recruit

and retain.”7

In other words: just as companies

attract customers through

product branding initiatives, they

attract employees through

employer branding initiatives.

Strong employer brands attract candidates to an

organization. Candidates drawn to an organization

by its employer brand are more likely to be aligned

with the company’s culture and

values, and therefore they are

more likely to be engaged,

high-performing employees.

ATSs paired with onboarding

technology can help employers

build and manage powerful employer

brands in a few different ways:

Employer Branding: Attract the Right

Employees to Your Organization

7 http://universumglobal.com/blog/2014/03/what-is-employer-branding/




Onboarding Solutions Create Development

Opportunities for Employees

Candidates today – especially millennial candidates –

are looking for employers that will provide them with

training and development opportunities. Studies

suggest that as much as 76 percent of the workforce

wants to work for employers that offer career

development and that 40 percent of employees

who receive unsatisfactory job training leave their

jobs within a year.8

By allowing employers to implement structured

onboarding programs, recruiting technology gives

these companies a chance to position themselves as

places that encourage employee development and

growth. Job seekers are drawn to companies that

brand themselves as nurturing, caring employers.

Moreover, ATSs allow employers to back up their

brands. An employer can claim it is invested in

providing employees with growth opportunities, but

such claims will quickly backfire unless the employer

can actually provide the training and development it

promises. With the right ATS, however, employers

can walk the walk by starting employees off with

comprehensive learning and development programs.

A Comprehensive Onboarding Program Demonstrates

a Company’s Dedication to Its Employees

Job seekers are also looking for employers that

care about them as people. Research shows that,

when employees and their organizations are

aligned in terms of culture and values, employees

are more intrinsically motivated to work harder and

perform better.9

With the right onboarding solution, an employer can

prove that it values its employees right from the

8 https://www.go2hr.ca/articles/employee-training-worth-investment9 http://onlinelibrary.wiley.com/doi/10.1002/ert.3910250304/abstract




beginning. Every new hire starts off in acomprehensive onboarding process designed to

help them thrive and succeed in the organization.

This shows prospective talent that a company is

invested in its employees. The company doesn’t

just care about what employees can do for it: it

also cares about what it can do for its employees.

A Combined ATS/Onboarding Solution

Introduces Prospective Employees to the

Company Culture Sooner

Cultural fit is an important hiring criteria. The more

closely a candidate fits with an organization’s

culture, the more likely the candidate is to become

a high-performing employee.

Through a technologically facilitated onboarding

experience, new hires can become more acclimated

to a company’s culture more quickly. Employerscan allow leaders and existing employees to act as

cultural ambassadors in their onboarding portals.

Through short videos and Q&As, company reps can

introduce new hires to the company culture, show

them the ropes, and get them grounded in the

company’s values at an earlier stage.




Various reports have shown that employee

engagement is a real problem. Lack of engagement

costs the U.S. economy more than $500 billion

every year, and roughly 88 percent of employees

lack interest in or passion for their jobs. Similarly,

79 percent of employers believe they have

“significant” engagement and retention problems.10

But when companies find a way to crack the

engagement problem, they reap serious rewards.

Highly engaged employees are four times less likely

to leave their jobs than disengaged employees, and

companies with high levels of engagement tend to

earn at least two times as much annual net income

as companies with low levels of engagement.11

10 http://www.huffingtonpost.com/jeff-fermin/13-disturbing-facts-about_b_6140996.html

11 http://www.forbes.com/sites/kevinkruse/2012/09/04/why-employee-engagement/3/

Employee Engagement and Retention:Tap into Employee Passions and KeepTalent Around Longer




How can a fully integrated ATS/onboarding solution

help employers boost engagement levels? Here are

just a few of the ways:

Tailor the New Hire Experience

Rather than putting all new hires through a

generic, one-size-fits-all onboarding process,

employers can customize the onboarding process

according to each new hire’s specific needs.

The onboarding portal that any given new hire

accesses can be tailored to the hire’s role,

department, location, and more. From the start, a

new employee is given the chance to operate as

an individual, not as just another hire, which is key

for employee engagement.

Introduce Employees to Valuable Mentors

Mentors are an important component of employee

growth and development, and they can also

significantly drive employee engagement.

Employers can ensure that every new hire gains

a mentor by making mentorship a piece of the

onboarding process.

Employers can use onboarding solutions to connect

employees with managers, leaders, and senior

coworkers who can serve as mentors. Through short

videos and Q&A sessions, new hires can learn a bit

about their potential mentors directly through the

onboarding portal. This, in turn, will strengthen

mentor/mentee bonds and encourage new hires

to build strong relationships with their mentors.

Give Employees Access to the Resources They

Need to Succeed

Training, success on the job, and access to the right

resources all play major roles in driving employee

engagement. Unfortunately, average employee

engagement levels are so low because many employees

feel they cannot succeed on the job, and they feel

they cannot succeed because they don’t have the

support or resources they need to do their jobs well.




Digital Onboarding Means Resources Are

Always at Hand

Online onboarding also makes it easier for new

hires to reference important documents whenever

they need them. If a new hire gets stuck on a task

or needs a refresher, they can simply pull up the

information they need through the onboarding

portal. This helps employees stay on task and

productive. They don’t have to go digging through

papers or chasing down coworkers – a lengthy,

time-consuming process that can take employees

away from work for far too long.




Administration costs pose a major challenge to

the implementation of a world-class onboarding

process. In terms of time, money, and manpower,

onboarding processes can require significant

investment. Though the ROI of onboarding may

be strong, few companies have the temporal,

monetary, or labor capital needed for the

initial investment.

Ultimately, the greatest benefit that any ATS

provides may be the way it streamlines workflows

and dramatically simplifies administration, thereby

reducing the time, money, and manpower needed

to keep an onboarding program running.

Here are a few examples of the ways in which

technology can help companies more efficiently

manage their onboarding programs:

Task Libraries Make It Easier to

Manage Tasks for Various Stakeholders

During the onboarding of any new employees,

multiple stakeholders will have tasks they must

complete in order to smoothly transition the hire

into their new role. New employees themselves

will have their own sets of tasks, but team leaders,

hiring managers, HR reps, IT staff, and many others

will also be involved in the process of setting up a

new hire for success.

Recruitment technology makes it easier to keep track

of the various stakeholders and their various tasks.

Through task libraries, onboarding authorities can view,

monitor, and assign tasks to everyone involved in the

onboarding process. They can quickly see who needs

to do what, how each task is coming along, and who

needs a quick reminder about their responsibilities.

Task Management: Keep AdministrationSimple With Streamlined Workflows




Digital Filing Removes All the Paperwork

The onboarding process generates a lot of

paperwork. From employee tax forms, to contracts,

to handbooks, to more, each new hire brings with

them a mountain of documents to be read, signed,

tracked, and filed away.

With the right talent acquisition

technology, tracking and filing

documents is a breeze,

because none of the

documents are physical. Rather

than placing things in filing

cabinets – through which

employers will have to rifle

whenever they need a

document – all documents are

stored digitally. These digital

documents are much easier to access, search for,

and share than their physical counterparts.

They’re also a lot less likely to be lost.

It’s also important to note that digital filing is

not restricted to the onboarding process. By

investing in the right technology, companies

can leverage digital filing at all stages of the

recruiting and hiring process.

Email Notifications Keep

Stakeholders on Track

Has a new hire still not signed their

tax documents? Is the hiring

manager dragging their feet on

an important meeting? An

onboarding solution can remove

the need to chase down laggards

when their tasks are overdue.

Users can assign due dates to all

shareholder tasks, as well as “at

risk” thresholds for when the due date draws

nearer. When one of these thresholds is hit and

the task is still incomplete, the onboarding solution




will automatically email the stakeholder a reminder.

These automated reminders keep stakeholders on

track, and they take the burden of tracking down

stakeholders off of HR’s shoulders.

Reporting Features Make It Easy to IdentifyBottlenecks and Improve the Onboarding Process

The best recruitment technologies will offer users

advanced, comprehensive reporting capabilities.

These reports can take stock of numerous key

performance indicators, including completed

tasks, uncompleted tasks, and the amount of timeit takes stakeholders to complete their tasks.

Not only do these reporting features allow users

to get quick overviews of how the process is

coming along, but they also allow onboarding

authorities to identify common bottlenecks and

other challenges that stakeholders face. This

gives users the opportunity to pinpoint aspectsof the onboarding process that need improvement.

When companies know what needs fixing, they

can ensure they are constantly analyzing and

improving their onboarding processes, creating

the most efficient, effective onboarding

programs possible.




Strong onboarding programs can boost employee

retention rates, increase employee engagement and

productivity levels, and help organizations attractthe right talent.

Unfortunately, onboarding processes aren’t easy to

implement or maintain. They deliver significant ROI,

but initial investments are high, in terms of the time,

money, and staff members required to keep thingsrunning smoothly.

This is why recruitment technology matters: it can

drastically reduce administrative costs, thereby

making it easier and more affordable for employers

to reap the benefits of powerful onboarding programs.

Conclusion: What RecruitmentTechnology Can Do for You




It’s important to note, however, that employers

should not simply choose the next onboarding

software they come across. Onboarding acts as

a complement to the overall recruiting and hiring

process; it is not an isolated process. Similarly,

onboarding software should act as a complement

to an organization’s overall talent management

and applicant tracking software solutions.

When choosing an onboarding software,

organizations would do well to look for options

that come as parts of existing best-in-class ATS

suites. This will ensure that employers invest inonboarding software that works seamlessly within the

context of their overall recruiting software systems.

An ATS paired with best-in-class onboarding

technology is the best way for employers to protect

their talent investments. In one system, employers

can track, support, and build relationships with

candidates and new hires alike. This produces the

most seamless transition for not only a company’s

recruiters, but also the company’s new hires:

everything they need to succeed is right at their

fingertips, all in the same digital portal.

Suffer no more bad hires; lose no more time or

money on unproductive new hires. Invest in the

right recruitment technology and reap the rewardsof a well-designed, well-executed, and well-

maintained onboarding process.



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4 Ways Recruitment Technology Can Help You Deliver a World-Class Onboarding Process

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