After you’ve successfully found a qualified candidate and extended a job offer, what’s next? You’re now left with the task of onboarding your employee. You’ll be ensuring that they understand the job duties and responsibilities and giving them the appropriate training to make them successful in their role. Your HRIS can help streamline this process and help your new employee get situated in their new role quickly and effectively.
How To Use Your HRIS for Onboarding
Your HRIS is there to make some of the repetitive tasks of onboarding easier and faster for you. There are many functions that your HRIS can assist you with. To optimize your HRIS for employee onboarding, you should understand what your HRIS can do for the onboarding process.
Master Data Management
Master Data Management or MDM essentially means managing all the essential and sensitive data about your employees and the company itself. Your HRIS can help you keep track of all the employee information, job codes, and other sensitive company data in a safe and secure way. It does this by organizing all the information to be uniform across all company databases. This makes it easier to access, search for, and input data.
Employee Self Service
When you onboard enough employees, you may realize that they often ask similar questions throughout their onboarding process. Instead of having to answer these questions over and over, you can utilize your HRIS to create employee self-service systems. This can be something as simple as an FAQ page they can access or you can implement an AI chatbot to answer these questions. This frees up your time for more tasks as well as allows the employee to work on their own time. They won’t have to wait for email responses and can get through the onboarding quicker.
Tracking Training Progress
Your HRIS can help you keep track of your employee’s progress throughout their onboarding training. This can help you contact employees who might be falling behind and help those employees who’ve finished their training quickly.
In addition to tracking your employees’ training, you can also track their compliance as well. One of the most essential proponents of onboarding is compliance forms and training. You want to ensure that they not only successfully went through the training and signed the forms, but that they also thoroughly understand the training.
An HRIS can help not only you but also your employees. When it comes to benefits administration, it’s important that you and your employees can access the information. You’ll have to ensure your benefits are working properly and your employees have to input any information that may change. This is also essential during the onboarding stage as they’ll have to use the HRIS to apply for said benefits.
What Are the Benefits of Using HRIS for Onboarding?
Besides all the many functions of an HRIS, there are additional benefits of using an HRIS for onboarding. Of course, your HRIS can be beneficial with other processes, but there are onboarding-specific benefits to consider.
Utilizing a fully-remote onboarding experience can allow you to be more creative in how you relay information to your employees. You can create games, short videos, quizzes, and other fun experiences for your employees to interact with. This is different than a typical on-site onboarding process which usually encompasses lectures, signing papers, and sitting and listening for long periods of time. Employees can also work on their own time, allowing them to feel less stressed and more likely to retain the information.
Reduced Onboarding Costs
Your company will save on lots of costs that usually come with onboarding. You’ll have to have a designated trainer, a lot of printed documents, and additional office supplies to accommodate the new hires. Using an HRIS means that everything is uploaded digitally and can be accessed from the employees’ computers. There is no need for mountains of paperwork or pens and pencils. All your company will need is knowledge of technology and a reliable wifi connection.
You want to ensure that your employees’ information is kept confidential at all times, not only for safety purposes but also to be in compliance with the Data Privacy Act. Your HRIS allows you to use passwords, data encryption, and other software security measures to protect all of your data. This limits the ability of unauthorized individuals to access your company’s data.