Automating Onboarding

Remote On-boarding For Your Employees In 2023

The onboarding process is the very first impression that the newly hired candidate has of the company. This impression plays a major role in building their trust and giving them a head-start on the rules, regulations and work culture of the company.

An onboarding checklist allows the manager to ensure that all aspects of the process are taken care of. Right from introducing all new employees to the existing staff, and setting up their workspace to communicating with them and giving them a brief about their roles and work expectations, onboarding is a multifaceted process.

In this article, we will go through the challenges of employee onboarding, applications that assist in providing a smooth onboarding experience and tips for conducting a remote onboarding process in 2023.

Challenges of Employee Onboarding

Employee onboarding is a crucial and multidimensional process, that comes with numerous challenges. Some of the main challenges faced by newly hired employees are:

A Feeling of Seclusion

Since the current team has members that already know each other, it might come up as a challenge for the newly hired employee to gel with the team. This issue might not appear significant but it has a major impact on the productivity and working of the new employee.

Getting delayed responses

On one hand, where communication is the key to a healthy and successful workspace, at times it becomes difficult for the manager to respond to every employee. While the existing employees are accustomed to handling matters in case of delayed response, for newly hired employees it becomes a challenge and creates space for confusion and chaos.

Getting familiar with new tools

For an industry, every company might be working on similar products but their work setup and work technology might vary from one another. There are numerous instances where it becomes difficult for the newly hired employee to get a hang of the tools and technology used in the office.

Apps for implementing a smooth onboarding experience

With the current pandemic situation, companies have switched to remote onboarding. On one hand, where this seems complex, on the other hand, there is a plethora of applications and software that are there to assist employees and managers in having a better onboarding experience.

Here are some tools and applications that will assist you in the remote On-boarding process.

Zoom: One of the most used platforms in this pandemic, Zoom allows the team to conduct video conferences.

Slack: It is a professional space where the employer can create channels and manage coordination with the team.

Greetbot: GreetBot assists in guiding and welcoming new employees to your Slack workspace.

Juntrax: It is an all-in-one cloud-based PSA & HR software for SMEs globally

Checklist for Smooth Remote Onboarding

Here are some of the best practices that you must include in your onboarding checklist to ensure a smooth onboarding process-

Don’t wait for the first day

Instead of waiting for the first day to give a head start to your newly hired employee, get them started beforehand. Address the distinction between onboarding and orientation. You can make use of platforms like Slack and Trello to switch to soft copy documentation that can be referred to in future. This will not only save time on the first day of their work but will also give them a precursor to the responsibilities and tasks they are about to encounter.

Give early access to tools and software

Adapting to new technology and tools is among the most common challenges that are faced by newly hired employees. Instead of delaying access, give your employees early access along with credentials and a briefing about the technology used in the office. This will give them time to engage with the system and raise their queries, confusion and concerns.

Make announcements for new additions to the team

When a new employee joins the company, it is important to ensure that they gel in with the existing team. In order to familiarize both the new hire and the existing employees, you can send our emails across the company or drop a message on your team groups. You can even make the introduction fun and engaging by conducting ice-breaking sessions where employees ask fun questions to each other and gain a better understanding of their colleagues.

Send over customized gifts

Remote onboarding has created a void in physical human interaction. One can recollect days when the newly hired employee was introduced in person and the joy you felt in building a connection. Despite the barrier created by Covid-19, you can convey your wishes through customized welcome packages like a coffee mug o a T-shirt or a welcome letter from the CEO or the manager. This gives the employee a sense of affection and belonging to the team and the company. It also builds a healthy and positive image of the company.

Regularly check in with new hires

As discussed earlier, communication is the key to a healthy and successful workspace. It is important to regularly check in with your new hires and assure them that no question is insignificant. Allow them to reflect on their work, monitor their progress, give constructive feedback, and encourage them to communicate their questions and challenges to their manager.

CONCLUSION

With the pandemic, the corporate industry learned a lot and found new ways to sustain their businesses. Remote onboarding is one of the many modern practices that will stay on trend even after everything is back to normal.

Improve your Productivity with an Automated Solution

Today SMEs leverage automated solutions as it offers features and tools that can enhance the workspace mechanism, ease management, and eventually provide better work performance and productivity.

Cloud platforms come in all shapes and sizes offering features that help businesses digitize their human resources, project management or finance processes. Some solutions provide an integrated approach so investment in many solutions is minimal. Juntrax is one such cloud platform.

Some of the features of an automated solution that help SMEs save time and ensure compliance are highlighted below:

Employee Management System

The paperless onboarding process for employees

Maintaining hard-copy files to store employee records can be a very time taking and tedious job. An automated Employee Management Software brings a sustainable, convenient, and paperless option for managing the entire employee onboarding process. It links all employee data required at the time of onboarding to a cloud-based interface that can be accessed anywhere and anytime.

Checklist-enabled hiring process

Hiring new employees to your company opens up chances for fresh talent to contribute and enhance its growth. But in the process of hiring, there are numerous different requirements in terms of documentation and authentication of the identity and background of the Employee.

Employee Management Software comes with the feature of a checklist-enabled hiring process. Checklist-enabled hiring process helps the employer maintain a framework for required documentation in the form of steps. The employer can customize, create, edit and remove the steps as per their needs. Some checklists provide space for entering information and uploading files.

Enable self-service for employees in a single place

An Employee Management System provides a simplified interface for the employees to enter all their data on their own. This not only saves time but also allows self-service for the employees. They can access the portal from any convenient place, at any desired time, and update their info, add details, upload files, and perform other such tasks without any assistance, on their own.

Integrated Document Management

Employee Management Software allows the admin to authorize other team members and managers to formulate documents, edit them and view them. Depending upon the requirement of the team, the admin can yield document access to the manager, the heads, or the team members.

Integrated Document Management also allows the admin or the manager to formulate and download several documents for different employees in a simplified manner. It has a configuration option for document management which allows the admin to customize documents like offer letters or leave approvals by entering the required credentials in the required fields as per the need of the document.

You can also read our blog What is HR Management System?

Payroll Management System

Payroll Management System for India comes with remarkable features that can help you polish the management and functioning of your company.

Comprehensive payroll system which is easy to configure

A typical Payroll System allows easy configuration concerning all data required for calculating and running the Payroll. It stores and presents all information in a convenient layout with a secured interface.

Automated salary calculation based on timesheet data and tax deductions

Some Payroll Management Systems are linked to Timesheet and Attendance management systems. This allows real-time data updates from one interface to another and simultaneously calculates the employee salary along with the number of tax deductions and other components. A Payroll Management System automates the process and allows maximum output with a minimum amount of time and effort. you can complete the run and generate pay slips for your employees in under 10 minutes.

Easily collect and verify proof of investments

Some Payroll system maintains all records of documents, files, and data related to investments and their proof. It refers to and incorporates all information while formulating and calculating the payroll for every employee individually. This simplifies the process of data verification and inculcates accuracy in the task

Generate salary and taxation report

Every enterprise needs to maintain a detailed record of all transaction history including employee salary and taxation. With the help of an automated Payroll Management System, the employer can easily generate reports related to employee salary and taxation. These reports are automated and error-free with well-detailed data and updated information.

Auto-generate pay slips with direct access for employees

You no longer need a dedicated team to look after pay slips and cross-check individual employee data one by one. A Payroll Management System which is linked with timesheets allow employees to update their work hours on their own. It also grants direct access to employees to overview their pay slip which is auto-generated by the system.

You can also read our blog How to Increase the Productivity of your company with Payroll Software?

Asset Management System

Store the company’s hardware, software, and contract assets information in one place

An Asset Management System links all essential information, data, and documents to an integrated platform. This helps in formulating a convenient overview of all data in the form of a cloud-based library. It allows better data management and makes it easy to sort, search, and briskly extract the required information.

Track important data like purchase date, installation date, the renewal period

An Asset Management System ensures that the process of tracking and recording data becomes effortless. Our system simultaneously updates all information related to the installation, purchase, renewal, and functioning of the assets in real time. It assists the admin as well as the concerned employees, in regulating the data and planning their actions accordingly.

Assign purchased assets to employees and keep a log of them with the unique ID

One of the most remarkable features of our Asset Management System is its ability to assign and regulate assets to employees. It links the assigned asset to the employee with the help of a unique ID that allows better tracking and data management. It also maintains a log of the assigned period along with the status of the asset, its purpose, and its condition.

Project Management System

Create internal and client projects, and fix the allocated budget

A Project Management System allows the admin to create separate projects and accordingly assign and fix the budget allocated to each of them.

Assign projects to teams with individual billing rates

Every project covers numerous different aspects and these aspects require a contribution from employees belonging to different departments of the company. In this scenario, there are employees with diverse work profiles, posts, and billing rates. An automated Project Management System allows the employer to assign projects to their team and declare individual billing rates according to their job profiles.

Allocate tasks and track timesheet along with work progress

To ensure prompt working, it is necessary to keep track of the employees and their work progress. A Project Management System provides a user-friendly interface for the admin to assign individual tasks to employees. It also provides a timesheet feature for the employees to enter the time and task they perform regularly and provide an overview of their work and project progress to their employer.

Generate reports and share the invoice with clients

A Project Management System simplifies the process of generating reports. It automates the entire procedure with the help of real-time information updates which are simultaneously calculated. This information is then used to generate reports and process invoices that can be shared with the client.

Conclusion

Managing an office is much more than one can sense from assessing the surface. Each process requires intricate planning and manual labor tends to make it more difficult. With an automated solution, you can instantly simplify these processes and invest all your time in tasks that can boost your productivity and enhance your performance.

Good Office Management Can Build Great Team Spirit!

You will be surprised to know that employees in the US spend approximately 8.7 hours at work on an average workday in their office (A survey report by the American Time Use Survey). Do you really think all this time is productive and spent on doing the primary tasks only? Absolutely Not!

A new survey from AtTask conducted by Harris Poll found that U.S. employees at mid and large-sized companies only spend 45 percent of their time on primary job duties. So what about the other 55 percent of the time? This is the time lost in long email communication, lengthy approval processes and administrative tasks. And above all, it leaves employees feeling dissatisfied and unhappy because of time spent on their core job function.

IS THERE A SOLUTION TO BUILD GREAT TEAM SPIRIT AND INCREASE THE DAILY PRODUCTIVITY INDEX?

Team Work– Introducing a good office management solution can reduce the unnecessary administrative tasks to a large extent. Everyday jobs like timekeeping and leave management, and following up on approvals can waste productive hours of employees and managers.

For instance,if an employee wants to plan his leave vacation, he has to write an email and do multiple follow-ups with his manager to get approval.A smart and intelligent office management solution should send a notification to his manager allowing him to approve or disapprove the request quickly. Imagine the time saved at both ends through a simple but efficient process. Automating similar tasks and integrating them on a common platform will allow employees to concentrate on their core jobs, raising the productivity index for an organization.

Take another example – onboarding an employee into your organization. The manual ways of onboarding are too time-consuming, error-prone and leave the new employee feeling dissatisfied at the start of his job. Onboarding can be made easier with a self-service portal for applicant, employee and manager. Information flow is instant, central and organized.

You will be surprised to know that automation in day-to-day processes can improve the total productivity by 20-25% in organizations. (Source: The McKinsey Global Institute). The company can utilize that time in building soft skills or on employee development, leading to a collaborative team spirit and a much stronger enterprise.To learn about the benefits of automating onboarding process, check out our article – Benefits Of Automating Onboarding of an Employee

Let’s dig into how an intelligent office management solution can help build great team spirit:

A Centralized Source For All Information:

Introducing a centralized place for storing and accessing company documents can save an employee’s time and energy to go back and forth asking for information. He will be more informed about the job, can work on it right away and deliver as per the targets. This in turn will build his confidence in his new role, make him feel part of the team and dramatically increase his productivity index right from the start.

A Better Way to Work:

Great brands are made with great teams! But great teams can only be build by adopting efficient and productive ways to work together. In an organization, there are certain tasks that constantly require feedbacks, approvals, suggestions, and information exchange. An integrated platform that is simple, efficient and accessible to both managers and employees can bring close collaboration without loss of information. An office management solution should be capable to deliver that efficiently.

Increase Employee Satisfaction Index:

Teams go through continuous change – from hiring, onboarding, rehire and retire. There are endless steps involved that require coordination between managers and employees. If the process is not well defined and smooth, it is sure to bring friction at both ends. Manual processes are bound to stretch time spent on these small tasks, increase errors and leave employees feeling dissatisfied with the organization.

By automating and integrating these steps through a smart solution, a company can not only significantly increase output but also raise the overall morale of the employees.

Introduce Juntrax Office Management Solution to Your Business

Millions of teams suffer because of poor collaboration techniques and get disoriented easily. It’s time to get rid of old ways of doing work and bring a positive change. Don’t let your inbox get flooded with emails and calendars stuffed with back-to-back meetings. With Juntrax Office Management Solution, you can help your team get organized, collaborate together and be more productive at their tasks. For more informationon how you can bring a great team spirit and organize your workspace, book a live demo with us.
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