Digital Onboarding

What is meant by digital onboarding?

The digital onboarding process involves using digital tools for employee onboarding. With modern solutions in onboarding, organizations can significantly reduce the time required for employee onboarding, which would otherwise require HR teams to spend numerous days to complete. In addition to expediting the processes, digital onboarding helps reduce errors and ensure strict compliance.

What are the steps involved in digital onboarding?

The following sequence outlines the steps in digital onboarding.

• Pre-boarding: Digital onboarding of employees usually begins with sending new hires a welcome email. This email should include information such as the necessary documents they need to provide on their first day and the formalities they are required to complete before joining.

• Digital paperwork and compliance: In the digital onboarding process, all paperwork is handled digitally. This eliminates the need for manual documents and instead utilizes tools such as electronic signature software, document management systems, PDF editors, and cloud storage to complete necessary forms like W-4, I-9, and benefits enrolment forms.

• Virtual orientation and training: New hires are provided with interactive training modules, videos, and virtual tours to familiarize them with the company's culture, policies, and job responsibilities. This digital onboarding approach effectively eliminates the need for direct HR personnel involvement, allowing for a rather scalable process.

• Automated IT setup and workflows: In traditional setups, new hire workflows are set up manually. However, virtual onboarding ecosystems utilize automation tools, such as workforce management solutions, to streamline this process and minimize human intervention. These tools can automate tasks like assigning training modules, setting up IT equipment, and granting system access.

• Digital policy acknowledgement and benefits enrolment: HR can have new hires electronically sign off on all company policies. Additionally, they can allow them to enrol in benefits through online forms.

• Follow-up and feedback: Another significant advantage of digital onboarding is the ability to conduct digital surveys and check-ins. Using dedicated tools for these, the employer can monitor new hires' progress and ensure a smooth transition. Also, by gathering employee feedback, companies can identify areas for improvement and make timely adjustments to the onboarding processes in case they require any improvement.