Paperless Onboarding: The Key to Improving Employee Onboarding

Digitalization requires every business to go paperless. The new faster and safer methods of interaction have replaced the traditional methods. One of the most significant features of employee management is employee onboarding. The employee onboarding process needs to be efficient for a lower turnover rate. Quality employees have to be retained for the success of a business. Going paperless will improve the efficiency of the business with improved employee productivity.

Going paperless subtracts the hassle of stocking files to store data. The rigorous process of tracking also gets eliminated. The time to perform all these tasks gets saved for other important tasks. But this can only be implemented if companies take it seriously. Results show that only one in ten companies implement this strategy.

HR managers and companies must not neglect it as the hiring process is already tiresome. After screening the best employee fit for the job all efforts should be made to make the employee stay. All the efforts go in vain if the employee chooses to leave.

The Paperless Onboarding System is eliminating the paper and goes to the cloud. An onboarding software is used to manage the activities of onboarding. From taking the first step of filing to getting hired, all the activities are performed through tapping. The process becomes more flexible and personalized. In addition to flexibility and personalization, it provides many benefits.

Let us discuss them in detail.

Benefits of Paperless Onboarding System

It is a Smart Process

A new employee needs clarity on work. This requires the company to set smart goals. Every new employee wants to settle down as soon as possible. The less time it takes the better it gets for both the company and the employee. By using a paperless onboarding system, the company can assign tasks and check progress. Customized features can also be added to the business. Setting realistic goals is required because these have to be achieved within the given time.

This puts the business on the task of improving its efficiency. Ambivalent goals will not let the employees make use of their full ability. The company needs to make strategies to get the most out of the employees. Planning starts with the creation of a systematic process.

The Process Is Timesaving

Time holds key importance in improving the business. Time went can never be brought back. Studies show that 46% of companies waste time on paperwork. But now HR managers can save time by using the online onboarding portal. Filling forms, managing files, storing, and printing gets simplified through online portals.

When the information is stored on the cloud, other departments of the business can also view it. The business can save time by not having the employee fill out forms repeatedly. Employees feel relaxed and satisfied after filling out the form once.

No Space For Human Errors

Human errors can affect the efficiency and productivity of a business. It keeps the reputation of the business at stake. Manual work possesses the risk of human errors. Data entry is a long process. Any error can lead to big blunders. When the data is entered online the risk of error gets minimized. Certain parameters are set for data entry. Any mistake in data entry can be easily edited.

Safe Record Keeping

Keeping a record of the data is necessary. With paperwork finding the record of an employee takes a lot of time. Using online onboarding allows the organization and the employee to view data at any time through desktop or mobile. Data is just a few clicks away. When it is time for the new employee to start, a welcome video and virtual orientation can be given.

High Retention Rate

When an organization successfully hires a quality employee, the goal is to keep them for longer. But it could only be achieved if the employee shows the desire to stay. The organization needs to take vital steps to ensure customer retention. Paperless onboarding is the answer to ensure employee retention. It is estimated to be 86% of clients trust a business. The reason for this is better service. While there are a lot of benefits of paperless onboarding, drawbacks also exist.

Increased Security Concern

The Internet is full of useful data. But the data is of two types. One is informational and the other is personal. The personal data of the business can get compromised by the data breach. This sensitive data is vulnerable to cyber-attacks. Unethical hackers are looking for opportunities to build a cyber-attack. A little glitch can lead to the misuse of data. This requires the business to update its security frequently.

Communication Barriers

Communication is the key to active engagement. All the employees do have access to the internet. But their availability matters the most. The managers and the other employees may not be available at the same time. All the problems could then be tackled haphazardly.

Create employee onboarding app with power apps

Refining the onboarding process is necessary for the organization. Power Apps Development onboarding allows the organization to build custom-made applications. It does not require anyone to have a coding background. This advanced software helps build easy to use interface. An easy shareable app can be made using a power app created by Power app that is a part of the Microsoft Power Platform.

Features of an onboarding app

The app created must have the essential features.

Let’s check the essential features that an onboarding app must have.

Employee data tracking

All the relevant data of the employee is added to the system through the database. It can include questions that ask the employer question about how they first came to know about the job.

Permission

Access must be given to the relevant authority for viewing the data. The head of the HR department must have access to full administrator permissions and editing rights. Another hiring professional should have limited access according to their role.

Customization

The app must have a feature for adding any additional training, instructor notes, and assignments in the app. This helps the organization track the performance of the employee by tracking the learning progress of the employee.

Security

Security is an essential part of the app. Protecting the data of the employees is the utmost priority of any organization. Situational access must be allowed to protect the data. The power app provides the option of column security that restricts the data.

Final thoughts

An automated hiring process enables the organization to motivate its employees through a good reputation. It helps in making the first impression the best impression. The paperless onboarding process allows the organization to work in a sophisticated manner. The onboarding lifecycle shortens and the room for human errors is neglected. HR teams get less load and can now focus on other important tasks. Transparency is ensured.

The online onboarding system has some shortcomings like communication barriers and security breaches. But power apps can be used to build a good onboarding system. It helps the organization build custom apps that solve the problems of the business. Advanced functionality helps in designing apps that have key features like employee data tracking, customization, personalization, and security.

Considering greater advantages and lesser downsides, an organization must not feel hesitant in implementing the paperless onboarding system.

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