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The Benefits of Automated Employee Onboarding

The Benefits of Automated Employee Onboarding

Employee Onboarding written on a glass board hand holding pen

What is Employee Onboarding Automation?


Automated onboarding makes the entire process easy and memorable for new hires. It will help you guide new employees through your onboarding with no manual effort. Creating a simple one-time setup for your training sessions. This helps save your HR department tons of time! Onboarding also impacts the first impression your organization leaves on new talents. Modern software can be powerful too for enabling effective onboarding processes. Technology can help solve many issues common with manual employee onboarding.

Manual Onboarding Just Doesn’t Work…Here’s Why!

Companies often have a checklist of things they think should be done. They try to cram it all into the first few weeks of employment. The problem with manual onboarding is the lack of personalization! It doesn’t take into account the individual needs of each employee. This approach is also error-prone and difficult to scale

There are lots of different ways to do employee onboarding, but manual processes are always going to be a problem. They’re time-consuming, painful and ineffective. This is why many companies have turned to automated solutions to solve this problem.

Benefits of Automated Onboarding


Onboarding doesn’t have to be complicated or time consuming. With the right tools, companies can automate many of the manual tasks associated with the process. This will save time and money while improving employee engagement. In fact, companies experience a 50% failure rate in retaining hires if the onboarding process is insufficient (Forbes, 2018) It is important to get the onboarding process right.

Automation for better employee engagement

Here are some reasons why automating employee onboarding is good for companies and employees:

Employee + Employer Engagement Increases

Automating the employee onboarding process helps employees feel more engaged from day one. Without automation, they would have to spend time filling out paperwork or scheduling meetings. By reducing manual steps organizations can build relationships with their new hires.

With an effective onboarding program, performance improves by 11%. (Click Boarding, 2020) 

Onboarding Process Time Reduced

It can be easy to get lost in all the details of onboarding a new hire, especially when you’re trying to do it manually. With automation, you can save hours of time spent sending emails back and forth. You can also say goodbye to shuffling through tons of tedious paperwork. Companies have multiple departments involved in onboarding new hires: human resources, IT, and payroll. Onboarding automation helps everyone complete tasks much faster than manual onboarding!

Consistency Across Departments and Levels Within an Organization Improve the onboarding experience.

With an automated solution, it will ensure that every new hire has the same experience regardless of who they’re working with at your company. This will help you create a consistent culture throughout your organization. In turn this leads to the maintenance of a positive workplace environment.

It makes sure new hires get all the information they need before they start working. Most companies don’t have enough time to properly train all their new hires on everything they need to know. Automating employee onboarding ensures that new employees don’t miss important information

The Chances of Human Error Lessen

When you hire a new employee, there are many things that need to be done before they can start working. You have to create an account for them, set up their email address, and send them contracts or information about their benefits. Many companies delegate this task to human resources professionals. This leaves room for human error. Leading to delayed onboarding or even incorrect onboarding processes being implemented.

Automating processes ensures that everything is done correctly and in a timely manner. Automated onboarding ensures that the account will be created when needed. In addition to any contracts and other documents, that need to be sent at the appropriate time. This error free process saves companies tons of time!

Text "Stong onboarding process means higher retention rates."

Automated Onboarding Increases Employee Retention Rates

A strong employee onboarding process saves your organization money on recruitment. The standard cost of onboarding a new employee is almost $4,000. (Glassdoor, 2020.) Employees are more confident and happier in their roles when they feel like they have all the tools needed to succeed. This leads to higher employee retention rates, allowing organizations to keep their best employees longer.

According to the Harvard Business Review retention rates for businesses that provide formal onboarding training are estimated to be around 50%. There is a lot of room for improvement.

Conclusion

The automated onboarding process transforms your employee onboarding from manual and invasive to simple and helpful. It walks your employees through their employee lifecycle. Additionally, it establishes a new dynamic of continuous learning and better employee engagement. Software-driven automated employee onboarding ensures professional development and facilitates growth. Contact us today to learn more about how to get started with Clarity HR!

Person in suit touching virtual button that says "automation" with a button below that says "business" and "streamlining.

For many businesses, onboarding at a new job can be exciting and nerve-racking. For new employees, it is a fresh start — with new coworkers to meet and talk to, opportunities for growth, and even the chance to break in their new shoes. To get the best onboarding experience does not mean you always have to do things manually. Automation can be a game changer when it comes to creating processes to welcome new hires. Organizations can implement automation in their onboarding process. By doing so, they will simplify their process while creating an informative experience for the new employee. This will increase employee engagement and lead to making him or her more satisfied with their job.

But why exactly is automation so crucial in the onboarding process?

Automatically Fill Out On-Boarding Documents

Text "Automatically fill out on-boarding documents" with digital folder titled AI below.

As an HR manager, you are responsible for overseeing many details in the life of your employees. When it comes to on-boarding most of the process involves exchanging and signing various forms. You could manually manage these tasks. However, it’s not efficient to duplicate this effort when you have to do it over and over again.

There is a wide margin for error in the manual onboarding process, both from the employer and the new hire. For example, you could misplace a document or not send a document to the right person for approval, or miss a required submission deadline.

The good news is that it does not have to be this way! By automating HR processes like these, you can reduce errors and save time. This allows your team to complete these tasks in one place where everything is tracked for you and saved for any future need.

Customize the Workflow

Gears with arrows showing text automate + customize the workflow with Clarity HR logo as part of  automating the employee onboarding process

Using a software that allows you to create items necessary to set up the on-boarding process can make the first day of work much easier for the new hires. It’s important to remember that each employee on your team is unique. Therefore, they may need different steps to ensure they are prepared for the demands of their job.

As a result, you should customize the onboarding steps for each new hire depending on their department. There is software that allows you to create items necessary to set up the on-boarding process. For example, you may input the required check lists, training materials, etc., in the on-boarding platform. The best thing is its only required just once.  The software will then run your workflow over and over without any extra effort.

Some software will also allow you to send notifications to a specific user about the progress of a particular hire or group of hires. You can notify your hiring managers about new hires (or about changes in their status). You can also notify your leadership team members, so they know who’s been added to help with projects or initiatives that they oversee.

Automatically Create Accounts for New Employees

It’s important that your new hires are able to access their accounts at the earliest possible date. This helps them to get started before Day 1. With the right software you can immediately grant access to social media managers, IT managers, and more!  All without having to send or receive multiple emails or create temporary passwords for each new employee. A custom onboarding workflow can also be set up, as mentioned earlier, for all your team members. This will allow you to send them documents and videos of how to use different features of the software.

Automate Your Employee On-Boarding Tracking Process

Let’s face it: onboarding can seem like a never-ending process. You must make sure that your employees complete the necessary paperwork and get through all the required training steps. Now add to this the fact that you may have hired several new employees recently.  This can be a recipe for disaster, with the volume of tedious, time-consuming, repetitive paperwork, one miss can easily cause any number of necessary steps to be overlooked and required items  can easily slip through the cracks. Automation is key in making sure that does not happen.

If you want to ensure effective onboarding for your employees, you need a way to keep track of them individually.   You can schedule automated reminders to check in on new hires, so you don’t lose anyone along the way. This helps when providing ongoing coaching and mentoring as new hires learn about the company.

Keeping track of each employee’s progress will help you better understand key aspects of everyone’s needs. For example, where they may need additional training or why they might not be performing at their best. On-boarding software may also provide continuous compliance monitoring in the system, linking the employees to the required training. Scheduling automated check-ins during new hire onboarding. You will now get immediate feedback on each employee’s progress. An employee’s individual development can also be tracked over time, allowing you to adjust, as necessary.

Conclusion on Automating Your Employee Onboarding:

Text "The Best Way to Automate the Employee Onboarding Process" with Clarity HR logo

At the end of the day, organizations need to take onboarding seriously, this is a cornerstone to employee engagement. Not only do they want their new hires to be as productive as possible when they’re on the job. They also want them to be as satisfied as possible with their workplace. An automation-based process takes out the time-consuming efforts of methodically following a detailed checklists. Then verifying each step of onboarding that comes with a manual process. Employees appreciate feeling as though they are being taken care of by their company. With a streamlined process that makes their experience simple and stress-free.  

The result is that these companies will have new hires who are more engaged and ready to go from day one. That’s why automation is key. There are limitless opportunities for organizations to implement a seamless process that puts everyone in a position to succeed. If you would like to learn more about the benefits of automation, please contact us!


Photo representing data of an employhee

The use of personal information is commonplace in the hiring, promotion and termination processes. Employers also may have access to employee health records containing information about an individual’s physical health, medical family history and prescription drug use. Having access to these personal details can be risky with regard to an employee’s right to privacy.  It’s very important as a small business to make sure that you are safeguarding your employee’s information.  It can feel like a jungle. 

Here are a few key regulations that safeguard employee privacy.

Employee Medical Records

Employees have great protections concerning the privacy of their medical records and employer use of this type of information. Employers should become familiar with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), which regulates the access, use and disclosure of protected health information (PHI). For instance, HIPAA includes nondiscrimination rules regarding charging employees more or denying coverage based on health factors, genetic information or wellness activities.

Employee Personal Consumer Reports

At times, employers will obtain consumer reports to evaluate employees for hiring purposes, reassignments and retentions. Under the Fair Credit Reporting Act (FCRA), the employer must protect the privacy of the employee regarding the information on the report, as it may contain credit payment records, driving records and history of any criminal activity. Before obtaining a copy of a consumer report, the employer must obtain written permission from the individual.

As of June 1995, employers were required to dispose of consumer reports in a specific manner to reduce the risk of identity theft and other forms of consumer fraud. Any business or individual who uses a consumer report for a business purpose is subject to the requirements of this Disposal Rule.

According to the Consumer Financial Protection Bureau (CFPB), the standard for proper disposal of consumer report information is flexible and allows the organizations covered by the rule to determine what measures are reasonable based on the sensitivity of the information, the costs and benefits of different disposal methods, and changes in technology.

As a stipulation of this regulation, employers must burn, pulverize or shred papers so that information cannot be read or reconstructed. In addition, electronic data must be destroyed or erased by overwriting the information so it cannot be read or reconstructed as well. Beyond this, employers can seek out a document destruction contractor in due diligence to dispose of the material.

Also, effective January 1, 2013, the Fair Credit Reporting Act (FCRA) requires new background forms. These forms are used in explaining consumer rights be distributed to potential employees. Failure to update or distribute these forms may result in substantial fines.

Employee Drug Testing

Drug testing is one of the more widely used forms of medical testing in the workforce. Alcohol testing may also be standard in your industry as well, to reduce the risk that employees will act negligently while under the influence on the job. However, some states have regulations concerning employment-related drug or alcohol screenings. Check applicable laws before conducting testing.

Electronic Privacy

When personal information about employees is transmitted electronically, the security of the information may be questioned. When individuals send personal information electronically outside of work, the security of the information is their own responsibility. At work, however, employees likely expect that the network is secure—if an individual sends an email to HR verifying personal information, he or she does not anticipate that unauthorized parties will be able to access that information.

As an employer, it is important to discuss electronic privacy with your employees. Having employees sign a statement acknowledging that the company can access any information sent or received on its network is a good place to start. It seems simple, but this acknowledgement could save you from litigation.

To protect your company against privacy infringement against your employees, learn about relevant laws and ensure your policies and procedures comply. This is one area that Clarity HR can help. You don’t need to know every rule and regulation, you need to know who to come with to help you solve this problem.

Contact us today to get help right away on this common HR issue.

When it comes to hiring it can be a difficult business decision between picking contract labor or full-term. Which is better? You have to decide whether to hire a contractor or a full-time employee. Both types have their benefits and their drawbacks, so in this article we will explain to you the difference between the two types of employees, and which one is better for your business.

What is the difference between a 1099 and W-2 Employee?

1099 – Independent Contractors

Man with laptop and text "Question: Who should be an independent contractor."

A 1099 employee or a “contractor” is someone who does not take a regular salary but instead takes payment for competing for temporary tasks for the business. These are specific services as defined by a written contract. The employer can renew these contracts if they want to continue their services.

W-2 Employees

A W-2 employee is what you might consider a regular employee. A regular worker receives a salary. In addition, they usually are asked to work a specific number of hours per week. Most of the time they have very little control over their work.

On the flip side, as full-time employees, they are entitled to all the benefits. As the employer, your company should offer these to employees that meet the full-time employment status as defined by the laws in your state.

Image of a w-2 form and a 1099 for from the IRS with Clarity  HR logo

In order to be considered a contractor, they must pass the right of control test by the IRS. To pass the test they must meet these three criteria:

  • Behavioral: To pass the behavioral test, the company must not have control over what the worker does and how they do their job. As an example: the employee does not have a set number of hours and does not tell the employee how to do their job, then they are a contractor. The contractor has complete control on how to complete the task within the contract’s parameters.
  • Financial: To pass the financial test, the company must have minimal control over the business aspects of the worker’s job. If the worker bought their own equipment and does not require much financial support from the company, then they would be considered a contractor.
  • Type of Relationship: To pass the relationship test, the company must not have employee-type benefits. These include things like benefits, payroll taxes, paid sick leave, and so on. A contractor usually performs temporary tasks, which are not central to the business.

When should I hire contract work vs full time?

If the job is a temporary or one-off job, then it makes more sense to hire a contractor. It is common for seasonal jobs where extra help is needed for a brief period. Jobs central to the business in a long-term position, are considered to be a full-time. However, hiring a contractor gives you more budget flexibility. If you are a smaller business, it might make sense to hire a contractor over a full time employee.

How can Clarity HR help?

You do not have to worry about all of the complications of hiring the right type employees for your business. We can worry about getting you the best talent for your company. Clarity HR takes the stress off of your plate. CONTACT US TODAY

HR Professional talking to manufacturing worker in front of equiptment

What are the top HR challenges for Manufacturing?

After two long years of the COVID pandemic, it seems we will finally see the light at the end of the tunnel. As U.S. health officials announce that we are “out of the pandemic phase”, most of us can return to our daily lives as we once knew them. What they haven’t warned us about is a new, worsening pandemic: stafflessness.

In July of 2019, 522,000 manufacturing jobs remained open.

“About 2.1 million manufacturing jobs are likely to be unfilled by 2030” says a report released by Deloitte and the Manufacturing Institute (MI). It also warns that such shortages could damage the U.S. economy by about $1Trillion.

Existing staffing issues within the manufacturing industry are being exacerbated. 

 “…Recruitment and retention of solid employees is just difficult… They’re not finding the right talent”, says Courtney Berg, founder of CourtSide Consulting. She feels that the priority should be in the hiring process.

Boomers are retiring, manufacturing companies need to re-strategize the recruitment process.

In the past, Baby Boomers have made up a large part of the manufacturing workforce (34%). As more and more are reaching retirement age, the industry feels the strain. They struggle to fill higher-paying and entry level positions that need skilled workers.

The influx of retirements make Millenials and Gen Z the targets to fill these openings. The problem is that old recruitment strategies have become out-of-touch.

36% of younger workers lack interest in the industry. Most assume that these kinds of positions are for those who didn’t pursue a college degree. This is a common misconception. Many of these jobs need some degree of higher education and even doctorate degrees.

What Can Manufacturers Do to Attract Employees?

Employees need flexibility.

Staffing issues in industries like manufacturing aren’t due to widespread illness. The pandemic has forced all of us to adjust our ways of living. Most notably, it’s made employees realize how much they value work-life balance.

Younger generations are looking for jobs that fit their lifestyle. Many don’t view manufacturing as an industry that allows for that kind of flexibility. For some industries, this means adjusting the workday. The traditional 9-5 no longer interests younger generations.

Employees want to feel at home.

The top priority for many Millennials and Gen Z is Diversity, Equity, and Inclusion.

It’s not only younger workers that make this a priority. 76% of job seekers consider diversity to be an important factor, according to a survey by Glass Door. Meanwhile, 32% would not apply to a company that lacks diversity.

This is an important factor in curating a workspace that will make employees want to stay.

Employees need upward mobility.

Gen Z in particular is very interested in upward mobility within a company. Carolyn Lee, Executive Director of the Manufacturing Institute (MI), says

“You’re not necessarily choosing the thing you want to do forever, but you’re choosing where you want to start”. says Carolyn Lee, Executive Director of the Manufacturing Institute (MI).

     “I would be hard-pressed to find another sector that has as much upward mobility as we have in manufacturing.”

Enhancement in Training and Retraining

In an age where technological advancements happen often, retraining is essential.

In the past, manufacturers have been able to get away with a revolving door of employees. According to RecruiterBox, the average cost-per-hire in the manufacturing industry is $5,159.

Neglectfulness in training is no longer an option due to difficulty in staffing.

Workplace Culture and Employee/Manager Relationships

Employees most often leave their position due to a relationship with their manager. The assumption? The management is a direct reflection of the company.

While this isn’t always true, it highlights the importance of a thorough hiring process. Those in a management position must be equipped with management skills and be good trainers.

Managers must engage with their employees. Building relationships with their employees on a basis other than work is another good way to make employees feel cared for.

Many companies are finding that employees who are engaged are more likely to stay with their current employer.

So, what role should HR play in the manufacturing industry?

HR is essential in retaining the workforce. With record low staffing, their job has become especially important.

HR has hands in all the above areas. From hiring strategy to fostering a welcoming work environment through DE&I, HR does it all.

Training for manufacturing, continued education and career development, motivational speakers and benefits like tuition reimbursement are all ways in which HR can reduce the strain on the industry. However, 83 percent of employees find on-the-job training most effective in helping them perform well in their job, compared with classroom-based training, self-paced training (i.e., e-learning), and more

They show existing and incoming employees that they are a valuable asset to the business. It lets them know that their employer is willing to invest in them.

Clarity’s HR Pros Have Tips to help Manufacturers Combat Turnover

“Pick the Right People in the First Place”

Clarity encourages employers to put extra care into the recruitment process. The more time you spend with employees, the more they will be committed to success.

“Make Sure Your Compensation and Benefits Remain Competitive

In 2022, we recognize that this may push your bottom line in ways that might make you uncomfortable, it is important if retention is a priority.

Do annual analyses of your total compensation package to make sure it can still compete with other companies.

“Be Appreciative” to your manufacturing employees

Combatting Turnover with Clarity's HR PRos

Anything from flexibility with employees to appreciation programs, “thank you” goes a long way with employees and makes them feel taken care of. A good work culture goes a long way today. Need more ideas read our blog on How Empathy Impacts Work Performance HERE.

Conclusion:

Right now, we know it is a difficult to fill open positions in manufacturing. Making it even more important that these positions stay filled. In July 2019, there were 522,000 manufacturing job openings, according to the US Bureau of Labor Statistics (BLS). today, we know that number has only climbed in 2022. Do you need help attracting top manufactucturing talent? Contact Clarity HR today.

Infographic text" Rethinking Recuritment" New Manufacturing Employees Need: Flexibility, Enhanced Training and Retraining, upward mobility, and to feel at home.U
HR people icons and Clarity HR logo representing HR trends

HR departments are given more and more responsibility each year, oftentimes with budgets that don’t match. This means HR teams must constantly seek ways to innovate and stay on top of trends if they want to compete in the marketplace, particularly amid the COVID-19 pandemic.

To that end, here are five HR trends to watch for in 2021. When reviewing them, employers should consider how their organizations may benefit by implementing similar strategies.

1. Employee Well-being

The COVID-19 pandemic drastically changed the perception of what qualifies as a “safe and healthy” work environment. A couple years ago, any business with a wellness program may have fit that definition. And, even then, a company lacking those qualities wasn’t always a deal breaker for some employees.

Now, “safe and healthy” means something much different. In 2021, expect an increased focus on more rounded employee well-being. Baseline efforts will include safeguards against COVID-19, but many employers will likely go beyond illness prevention.

Already, some organizations have transitioned to a more holistic well-being approach, and others will undoubtedly follow suit. These initiatives examine the larger picture and aim to help employees better themselves, even outside the workplace. Efforts include mental health programs, dependent care assistance and flexible scheduling. Focusing on these areas can lead to healthier, happier and more productive employees.

2. Greater Inclusivity

While much of last year was defined by the COVID-19 pandemic, a significant portion was also devoted to stemming racial inequity. Months-long protests forced a national conversation about diversity in the workplace and beyond. This prompted many businesses to make statements about committing to more diverse representation in their ranks.

While public statements and private company actions don’t always align, some workplaces are keeping good on their word. Notable efforts include consciously trying to diversify leadership, scrutinizing hiring processes to identify barriers to diversity and developing training to foster greater cultural and racial inclusivity. Employers can expect an uptick in these types of efforts in the new year.

3. Expanded Remote Work

Many businesses were forced to shut down or migrate to remote work during the pandemic. Now, even with a vaccine in sight, a large number of those employers will likely continue offering remote work opportunities. In fact, some tech giants like Twitter and Google have indicated workers may not be required to return to the office ever again.

This suggests remote work, at least part time, will remain for the foreseeable future. As such, employers should consider expanding their own remote opportunities, as applicable. This won’t be feasible in all situations, but it might be for some positions. Doing so will not only provide a safeguard against COVID-19, but it can also serve as a tantalizing recruitment perk. Moreover, remote positions give employers greater hiring flexibility, allowing them to expand talent pools to any area with an internet connection.

4. Increased Employee Monitoring

A natural counterpart to remote work is employee monitoring software. When a number of employees operate outside the workplace, employers sometimes need other ways to keep track of productivity. That’s where these tools come in.

Employee monitoring software is what it sounds like—software that tracks computer usage. Depending on the software, it might record and employee’s website traffic, app activity and time spent idle. Some solutions even give employers access to employees’ webcams.

While some of these monitoring capabilities may seem extreme, the demand for such tools has only increased amid the COVID-19 pandemic. That means employers with remote workers should consider whether monitoring software is right for them. Particularly, employers should weigh the need to manage workers against the consequences of infringing on employee privacy. In other words, a heavy hand in this area might actually breed more resentment than encourage productivity.

5. Reimagined Onboarding

Onboarding is yet another workplace facet that was disrupted by the COVID-19 pandemic. This critical process of hiring, training and welcoming new employees into an organization is one of the most important functions of HR. What was once a series of carefully outlined in-person meetings has now been upended.

Employers had to reimagine the onboarding process in 2020 and will likely continue adapting it in the new year. For many, this means transitioning to an entirely virtual onboarding process, while maintaining the same level of quality. Virtual onboarding may include remote meetings via webcams, online quizzes, video tutorials and other creative methods of educating new employees remotely. Even among employers that have reopened, developing these processes now will better position HR teams in the event of another COVID-19 wave and shutdowns.

Summary

COVID-19 affected nearly every workplace function last year, and that influence will linger into 2021 and beyond. Entire functions are being reimagined and reevaluated. Employers will need to adapt quickly if they want to compete in this innovative landscape. Reach out to Clarity HR for more guidance related to these and other workplace trends.

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