Employee Onboarding: automating and speeding up processes from HR to IT

Employee Onboarding refers to those best practices that are considered fundamental for welcoming new employees into a company, in the best possible way.

Thinking about an Onboarding strategy means investing attention in transmitting to new resources all the necessary skills to start operating successfully in the company team, feeling an integral part of the group.
But that's not all: before this aspect, it means that the organization has taken steps to identify exactly what is needed to properly start the onboarding of the new resource, from contract management to tools to be configured, from assets to be assigned to procedures to be shared.

These aspects must also be tailored to the profile of the new resource and the relevant department and, sometimes, follow interdepartmental approval processes.

Why the Onboarding process is strategic for the company

Onboarding is the set of procedures, activities, services and initiatives undertaken by the company, to effectively guide the integration of a new employee.
Such a fundamental procedure cannot and must not be left to chance, but has to be carefully planned, in both small and big companies.

Why is onboarding such a strategic process?
First, because selection processes are expensive and it is essential to have a quick ROI on recruiting practices, making sure that the resource quickly fits into the team, understands and learns how to perform his/her tasks and feels involved in business results.
Having motivated and engaged employees significantly increases retention levels, reducing turnover (and therefore waste of economic resources and time).

However, this process is often not properly managed, as this report,compiled by Kronos, states:

“76% of HR Leaders says that Onbording practices are "underutilized" in their companies”

It also says that 36% of HR professionals indicates the lack of right technology, as the main reason for their inability to automate and organize Onboarding programs.

Onboarding is a cross-departmental process: from HR to IT

When it comes to onboarding and employee engagement, the human factor undoubtedly remains paramount and primarily involves the HR department.
Nevertheless, there are activities and tasks that must be delegated to the technology, IT or Information Systems department, which can facilitate certain tasks, reducing errors and forgetfulness.

Onboarding is, in fact, an interdepartmental process that triggers, at different times, requests for company services or equipment, involving different departments (HR, Facilities, IT, Administration, etc...).

How many and what kind of requests can IT receive for a new hire?
Lots, for example:

  • • the purchase and setup of a PC, laptop or mobile phone
  • • softwares and applications installation
  • • access to networks or VPNs
  • • etc...

Even for IT department, the onboarding of a new colleague can be a complex and inefficient procedure, if not properly managed through a specific tool.

Manage Onboarding with a Service Management solution. HelpdeskAdvanced in action.

The employee onboarding process, therefore, can be complicated and time-consuming, if not well orchestrated and managed, as it involves different activities, tasks and departments in the company and coordinating all these steps is often in charge of the IT department.

A Service Management solution can coordinate and streamline these procedures, by simplifying and automating multiple service requests.
In this way, the various departments involved, from HR to IT, can easily configure digital workflows and manage a variety of Onboarding events and tasks, all in one centralized platform.

PAT's Service Management solution, HelpdeskAdvanced, provides Onboarding features, directly through its Service Portal and Catalog.

It is possible to automate and design processes for enterprise resources such as Onboarding, Offboarding, transfers, permissions and more. Through these features, you greatly improve productivity throughout your company and provide quick service, that makes it easy for employees to access the services they need.
Through the Portal and Service Catalog, the HR manager can trigger information about the new employee and the related equipment he/she will need. This will activate a series of specific requests to the managers of the other involved departments: the IT Asset equipment, the ID badges, the documentation, the network or VPN to be accessed.

HelpdeskAdvanced for Onboarding coordinates a process of automated requests, which are associated with particular SLAs to be respected, for a correct execution.

Through HelpdeskAdvanced's Onboarding functionality, the following benefits will be achieved:

  • • Connect resources and align departments, involved in the management of Onboarding activities
  • • Activate customized processes, based on the profile and role of the employee
  • • Speed up the preparation of the services and assets, that will be assigned to the new resource
  • • Improve employee satisfaction by enabling them to request new services or activate procedures, through the Service Catalog
  • • Increase productivity in HR, IT and other departments, by automating interdepartmental processes.