Best Employee Onboarding Software

What is Employee Onboarding Software?

Employee onboarding software is a tool that automates monotonous tasks so that firms can focus on offering a quality employee experience. This improves staff retention, a critical measure for early-stage startups and small businesses.

Organizations use onboarding to introduce new employees to their work culture. Companies should encourage fresh talents to adapt to the company's social and performance requirements. Businesses also can use convenient employee onboarding software for preparing fresh recruits.

The automated tools efficiently align the talent and lower overhead costs. The employee onboarding system also eliminates tedious paperwork. The mundane, repetitive operations are done automatically without any errors. The new hires get to start immediately to provide productive output.

The important goal of an organization is to socialize the recruits. The company's HR team should implement an organized mechanism for the same. Some small firms do a quick orientation program for a few days or hours. But most modern organizations allot anywhere between 3 to 18 months for onboarding.

Technology is now invading every home and business operation. No wonder, many enterprises favor the use of employee onboarding tool. They rely on technology to facilitate a streamlined transition process for the recruits. The automated system lowers the management's burden.

Features of Employee Onboarding Software

Hiring and training new staff can be challenging and frustrating. You have to introduce them to the company's formal activities and informal culture. Training tools and employee onboarding software are a blessing in such situations. HR executives can choose streamlined apps to help new talent.

Modern automated employee onboarding solution systems are even capable of helping remote workers. They get implemented as Cloud-based solutions and online software platforms. Choose a well-designed and robust system that offers these significant features -

1. Business Automation

   The software solution has to automate HR personnel tasks. It has digitized form filling, employee handbooks, and tax documents. The software should reduce or eliminate paperwork and error checks. It has to track progress and help managers with quick and effortless onboarding.

2. Knowledge Platform

   An integrated tool to handle document editors and online searches is excellent. It should ensure workflow customization and minimize email communications.

3. Multi-device Access

   The employee onboarding software has to assure multi-device access to the knowledge platform. It should support access from laptops, mobile phones, tablets, and desktops.

4. Learning Tools

   Organizational socialization also includes team learning plans. The tool should impart key working knowledge to the employees. Interactive experiences are vital for business productivity.

5. Digital Dashboard

   It facilitates easy team communication and progress tracking. It facilitates proper authorization and digitization of verification documents.

6. Payroll And Benefits

   Payroll calculations have to be accurate and reliable. The best employee onboarding software streamlines payroll management. It also manages attendance time and benefits enrolment. The employees benefit from quick access to data on pay dates, pay stub reviews, and insurance.

7. Compliance Tools

   Even mid-size companies have to comply with tax regulations strictly. So, the software or cloud solution has to ensure sufficient oversight. It should also handle employees' compliance needs.

8. Performance Management

A feature-rich solution has to offer productivity insights. It should connect applicant tracking and performance management systems. This feature ensures a smooth transition for the new hires.

Benefits of the Onboarding System

Businesses depend on automation to achieve tangible results. The employee onboarding software should yield measurable outcomes. Research indicates that standard processes are extremely valuable. They increase the hiring outcome by 54% and the retention rate by 25%.

The new employee's performance also goes up by 11%. These metrics suggest that automation is indeed very profitable. But companies hold back due to time, money, and workforce constraints. Those who realize the value of automation, install the solution to derive these benefits:

1. Stress relief

   Automated workflows create an exciting experience for new hires. The managers also breathe easily due to logistical convenience. They worry less as software facilitates role definition, optimal schedules, and task reminders.

2. Standard procedures

   The employee onboarding software standardizes new hire programs. It ensures customization based on the employee's job designation and pays grade. It provides automatic background checks and timely updates.

3. Flexible solutions

   Entry-level candidates' KPIs get assessed through a full introduction program. Whereas, the tenured staff and internal hires get innovative and additional tasks based on their skillset.

4. Data security

   The software securely stores digital forms and error-free data. The tax forms and employment compliance are electronically verified. And both employee and employer will have access to data on handbooks, benefits, paychecks, etc.,

5. Low cost

   The automated employee onboarding software creates a paperless office. The company can lower expenses and prevent resource wastage. The eco-friendly solution creates, stores, and manages easily accessible e-documents.

6. Saves time

   Companies can automate many of the time-consuming HR tasks. The fast and convenient standard procedures save a lot of time. The management spends very little time on orientation strategies and their implementation.

7. Compliance

   Employees receive clear instructions and guidance on compliance rules. There will be no ambiguity as the platform shares the latest tax and employee profile forms.

8. Progress checks

   The employee onboarding software guarantees efficient progress checks. The new hire's performance metrics and training assignments will be accurate. The HR team also improves the overall process through well-timed audits.

Creative Ideas To Make Your Employee Onboarding Experience Memorable

HR experts are always on the lookout for innovative ideas. They seek practical solutions to enhance the recruit's company experience. Their objective is to inspire creativity and strengthen the company's culture. They rely on top-grade onboarding systems for new employees for this purpose.

New hires can display a hesitant and introverted behavior. The proactive team leader has to deliver a memorable experience. The fresh recruits will get inspired and impressed by these creative ideas:

1. Introductions

   Introduce the new hire to the office rooms, spaces, and corridors. Do not bore them with lengthy, formal presentations. Use the best employee onboarding software to create an introduction plan. Prepare micro-learning tips and let the recruits mingle with their workgroup.

2. Gifts

   Welcome the new candidate with a gift coupon or food voucher. Make sure the gift is relevant to the office culture and work ethics. The idea is to relax the new hires, soothe their nerves, and ease them into the organization's team.

3. Filters

   Challenge the fresh recruits to quit their post with a payout offer. Those who are serious about their work will not fall prey. Besides, they will be pleasantly surprised by the company's competitive spirit. You can also filter out bad hires with a reliable employee onboarding system.

4. Team connectivity

   New employees wonder and worry about their colleagues. Connect them to the department's team using digital tools. Social media is also an excellent platform for connecting work teams. The employees can share memorable messages and bond more effectively.

5. Structure

   Rely on Smart apps and automated tools to create a structured program. Generate a feasible workflow along with a list of achievable tasks. This type of induction makes the onboarding process flexible and fluid. Thus the HR team can generate a splendid experience without effort.

6. Integration

   The new workforce has to comply with company and legal regulations strictly. Make sure the documents are complete, accurate, and safe. Use the latest employee onboarding software for form-filling and data storage. An automated and integrated approach is both fun and reliable.

Steps to Implement Successful Employee Onboarding Strategy

The objective of onboarding is to include the new hires into a company's workforce. These recruits must undergo training to adjust to the organization's socio-cultural and performance needs. The best employee onboarding software will help HR experts to implement successful strategies.

These effective plans build a productive workforce that displays long-term company loyalty:

1. Pre-boarding phase

   Successful onboarding begins even before the employee gets hired. A cutting-edge employee onboarding tool will help to this end. The prospective candidate engagement starts from the post-offer-acceptance period. They should receive valuable assistance until the first day of joining.

   The HR team should rely on convenient tools to access the candidates' data. A good pre-boarding phase should align the recruitment strategy with the company's culture. Thus, the hired candidates will not have any surprises in store, overcome negativity, and co-operate better during the training period.

2. Efficient orientation

   The employee should receive a friendly welcome to the office premises, starting with an introduction to daily, routine tasks. Next, they get introduced to their mentor, who would supervise their orientation in a work area.

   The candidate's role and contribution to business productivity should get highlighted. An online documentation process is effective in reducing paperwork. Some companies use this process to educate about company policies and compliance rules.

3. Purposeful training

   A structured, purposeful training process is very effective as the new hire gets instructed on company programs and best practices. The employee learns about the career path, office technology, and equipment. Best onboarding software help in feedback, learning tips, and goal-setting processes.   

4. Cultural coaching

   A long-term action plan helps to impart cultural education. A mentor clarifies the candidate's expectations and role. He also learns about success metrics and cultural integration. The employee understands how he fits into the big picture and develops loyalty.

5. Effective networking

   Online employee onboarding software helps in social integration. The new hire networks with colleagues and bonds with his team. He also acquires knowledge, skills, and behavioral patterns for stronger social interactions.

How to Find the Right Onboarding Software For Your Business?

Selecting the right online onboarding software for small businesses is crucial. Good software enhances teamwork and improves business efficacy. Choose the best feature-rich solution based on your business requirements. The right tools integrate well with your workflows and standard office procedures.

1. Requisite Features

   The right software will have all the essential features that will help you focus more on mandatory functions that ensure the right kind of access and information. The automated system enhances business productivity.

   The software should also ensure higher levels of employee participation. It should facilitate compelling and engrossing induction. It also should satisfy various platform-specific requirements. And finally, the software system must implement the onboarding plan without any hitches.

2. Company Budget

   You can opt for an employee onboarding system that fits your budget. There are many choices in the market, including Software as a Service or Cloud-based solutions. You also have integrated systems, convenient tools, and Smartphone apps.

   The pricing models vary drastically, and you have to be decisive. The payment plans also have options like monthly subscriptions, annual fees, pay-per-user, and one-off payments. Invest in an ideal solution that lowers hiring and induction expenses. 

3. Trial Software

   Some vendors offer free trials and demo software. You can use them and test for organizational suitability. See if they satisfy the onboarding program's expectations without any errors. These on-job trails can help you narrow down the choices.

4. User Feedback

   As stated earlier, A memorable experience is essential in onboarding. The software has to be enjoyable and engaging. It has to assist the new hires in achieving their goals successfully. Only then will the company earn valuable returns on investment. Users interact with the software even before they enter the company's office. So, the system must be conducive and informative.

5. Multi-device Access

   The modern workforce is tech-savvy and competitive. The employee onboarding software should support multi-device access. It must provide secure and comfortable access to vital information. The candidates expect support for PCs, tablets, laptops, and mobile phones.

6. Data Functions

   The best software maintains the confidentiality of employee data. It stores the information safely and securely. Data analytics and reporting have to be insightful and timely. The metrics have to provide intelligence on training efficacy and workflow errors.

7. Support System

   A new software solution or system requires adequate support. Choose a service that ensures vendor maintenance and phone support. Those who offer lifetime customer support are ideal.

Challenges can Face While Employee Onboarding

Some common employee onboarding challenges many HR leaders may encounter are:

1. Information Bombardment on Day 1

   It's normal for new employees to feel nervous on their day of joining. They can experience a mix of myriad feelings, such as excitement, anxiety, ecstasy, fear, and more. They have no idea about their role, colleagues, and company culture. Bombarding them with copious amounts of information can exacerbate their condition even further and make them more anxious.

   If you're a fast-paced organization, it's only normal to expect your employees to keep up with the pace as soon as they join you. But overwhelming them with files, documents, instructions, and information can increase stress and adversely affect employee performance.

   HR managers should implement a formal onboarding system for new employees. Research from Urbanbound shows that 77% of employees who have a formal onboarding process are likely to achieve their first performance objectives. Using an automated employee onboarding solution can help streamline the onboarding process.

   Lack of Clarity on the Role & Expectations

   Every organization is unique and has different goals. Just because an employee has experience of working on a similar role, it doesn't mean they'll adapt to the new role instantaneously. Maybe the employee was expecting some other role but was assigned to do something else. This could cause a dilemma in new employees and affect their performance and experience. In fact, only 58% of companies identify expectations and provide clear job titles to employees.

   HR managers need to set clear expectations with new employees before hiring them. After hiring, be sure to meet with the new employees and give them a detailed overview of what their roles and responsibilities will look like at the organization.

2. Assuming the New Hire Is Up to Date

   As an HR manager, you're responsible for bringing the best talent on board. But even the most skilled employees may lack some skills and qualities required to get the job done. Don't assume that your new hires will be up to date with the knowledge needed to fulfill their responsibilities.

   An onboarding program can be helpful in providing preliminary training to new employees and fill the skill gaps if any. Data from Allied Workforce shows that 44% of companies have mentoring/coaching programs that can improve employee-manager relationships.

3. Right Onboarding Content for Right Roles

   As mentioned, a formal onboarding process with the right training system can go a long way in giving a head start to your new employees. But following a one-fits-all approach for training new employees can negate the benefits of an onboarding program. If you've hired a developer to join your product development team, giving them a sales pitch and coaching them on the buyer's journey will only cause information overload.

   Ensure that you provide tailored content to the new hires to make the onboarding process quick and seamless. Giving them unnecessary information can confuse them, which can delay the onboarding process and affect the employee's productivity.

4. Not Familiar with the Primary Applications

   In this tech era, you probably use a multitude of software solutions and applications to automate your operations. But guess what. The more applications you have, the more applications a new employee will need to master. And it's not possible for new hires to become proficient in all applications in a few days.

   To overcome this hurdle, prioritize the applications that the new employees need to master. Once they've specialized in those apps, you can acquaint them with other, less important tools. This way, you'll be able to take things slowly instead of bombarding the new hires with a multitude of new apps.

Common Problems Facing in Employee Onboarding Process and How to Solve it?

The onboarding process is vital for employee retention and business productivity. Overcome the hurdles and deliver an attractive strategy. Fix the flaws and reduce the new employee turnover rate-

1. Bonus on HR

   The common misconception is to equate onboarding with HR. Colleagues, managers, and team leaders can also make the new candidate feel at ease. They just have to extend a helping hand.

2. Short programs

   Short bursts of orientation and induction tasks are not efficient. Long-term plans extract full performance. The best employee onboarding software can also help to track the progress.

3. Bad experiences

   An ineffective induction program fails to convey the company's culture and business operations. A better plan is to introduce the company culture through role-plays, stellar introductions, and immersive experiences.

4. Career limits

   Candidates who do not see a future drop-out of the race. Use employee onboarding software to communicate the career potential. Go beyond training to encourage learning and development.

5. Poor strategy

   Poorly planned activities neither inspire nor inculcate confidence. Design a consistent and creative approach to make the new hire feel wanted.

6. No metrics

   Even a well-planned onboarding process can fail unexpectedly. Use surveys, feedback mechanisms, and performance metrics. They help you catch the progress and usefulness of the program.

7. High costs

   Sourcing, hiring, and training costs can escalate quickly. Insipid programs discourage the candidates, and they leave the company in droves. Rely on an inexpensive employee onboarding tool to save money. Implement a systematic approach and design an engaging experience.

Related Research Articles:

• Step-by-Step Employee Onboarding Checklist for the HR Department