How to Increase Employee Satisfaction through Onboarding
Table of Contents
- I. Executive Summary
- II. Applicant Tracking
- III. Employee Information Capture
- IV. Benefits Enrollment
- V. Conclusion
- VI. About SBS Payroll, Inc.
I. Executive Summary
Since the Great Recession has passed, the job market has heated up, particularly for young, eager and cheaper employees – yep, the Millennials.
By now, you’ve probably heard of Millennial disinterest in prospective employers because of their vintage website and/or lack of social media presence. Once you get past these and the hurdles of the interview and selection process, it’s time for the employee’s first real experience of your company: the onboarding process.
Which do you think is going to reinforce a Millennial’s decision to take the job as the right one versus having their first “oh sh*t” moment:
- Paper form after form, and having them also enter information into vintage on-premise human resources information system (HRIS) or human resources management (HRM) software that looks like it it’s compatible with Windows 3.1,
- Having them enter all their information into an intuitive, cloud based human capital management (CPM) software with your company’s branding – with no IT support needed
If you would like to ensure that the second scenario is how you onboard your new Millennial (and all other) employees, then read on to learn how to do it right – beginning with the employee’s first interaction with your company.
After all, employee performance, satisfaction and retention often depend on how quickly and effectively they have been oriented and socialized into your company’s administration and culture. A recent report by the Aberdeen Group revealed that 77% of employees that participate in a formal onboarding program meet their first performance milestone.
Specifically, this whitepaper identifies how to choose the right HCM software to achieve the following onboarding steps, paperlessly:
- Applicant Tracking
- Employee Information Capture
- Benefits Enrollment
II. Applicant Tracking
Most HCM software applications include a wide variety of job description templates so that you don’t have to recreate the wheel.
Job Board Integration
The job board market is now owned by Indeed and ZipRecruiter. If you advertise your job posting with both and/or other sites, you’ll need to log into each of their websites to review candidates after getting an email alert. This can be cumbersome, especially if you use more than two job boards.
A way to streamline applicant review is to use HCM software that integrates with the job boards you use. Then you can review all applicants, approve or reject them as part of a unified rating system, schedule interviews, even conduct video interviewing, and produce reports for each step – all in one system, with one login and password.
III. Employee Information Capture
Once applicants have been hired, new-hire data transfers over from the hiring portion of the system (often a module) to the main HCM platform, seamlessly.
This immediately triggers the HCM system to send the onboarding email with links for the applicant to fill out all new-hire forms via a workflow wizard that includes:
- Personal information
- Emergency contacts
- Direct deposit information
- Tax forms
- Policies to review
- Any other HR-required information
Tip:don’t wait until your new employee’s first day to start connecting them to your brand’s identity, and the team – have the onboarding email go out prior to their first day
Data that will transfer over includes first name, middle name, last name, email, work location address, and the legal name of the company – so new employees don’t have to enter the same information over and over again throughout their onboarding journey, and HR team members don’t have to manually enter anything.
If required information has been omitted, the new hire will be prompted and unable to proceed until that step is completed. The employee will then review and confirm all information before their final submission. An assigned editor can enter additional information like salary and then verify the submission. Auto-generated emails are sent to HR and supervisors to keep them apprised of the new hire’s progress.
IV. Benefits Enrollment
Using HCM software for benefits enrollment increases employee engagement by allowing new employees to complete the process faster and easier than before.
Specifically, your new employees will be able to set up the following—on their own—in the HCM system:
- Retirement plans
- Health saving accounts (HSA)
- Flexible spending accounts (FSA)
Employers can then automatically pull all new employee data so you can deliver what’s relevant to your insurance broker or carrier without you having to manually assemble this information.
After their initial enrollment, new employees will be able to go back into the HCM portal and do the following:
- Update contact and banking information
- Request time off
- View and sign off on new employee handbooks, policies and procedures and other internal documents
Having employees make updates themselves can give HR a major productivity boost – especially by avoiding manual data entry and headaches caused by data entry mistakes. Just say “no” to managing this information from email, Post-It notes and cocktail napkins.
HCM software typically costs a set amount per employee, per month, with price breaks usually over 100 and 500 employees, respectively. Some charge an additional monthly base fee. Optional functionality for an additional fees can include reporting, analytics, data surveys, reference checks, job requisition approvals, handling multiple locations, COBRA, FSA, HSA, and customization. Onboarding and benefits administration may be an incremental charge based on new employees using these modules each month.
You’ll want to compare these costs to the value of how much time will be saved in the process – as well as things more difficult to quantify, such as new employee satisfaction and motivation, not driving good employees away, and what can be achieved with all the time saved.
Once you’ve overhauled your new employee onboarding process, then it may be time to offer your employees a better way to punch in and out, view their paystubs and accrued vacation time, and to request time off – anywhere from the web and from integrated mobile apps.