Onboarding Made Easy - How HRIS SaaS Enhances the Employee Experience
Posted on October 18, 2023 • 8 min read • 1,504 wordsEffective onboarding sets the tone for an employee's journey within a company, impacting their engagement, productivity, and overall experience.
The process of onboarding new employees is a critical component of any organisation’s success.
Effective onboarding sets the tone for an employee’s journey within a company, impacting their engagement, productivity, and overall experience. Traditionally, onboarding has been a paper-intensive and time-consuming task, often leading to a less-than-ideal experience for both employees and HR professionals. However, with the advent of Human Resource Information System (HRIS) Software as a Service (SaaS), onboarding has been revolutionised, making it more accessible, and more efficient enhancing the overall employee experience.
In this article, our software masters will delve into the world of HRIS SaaS and explore how it transforms the onboarding process, making it a smoother and more enjoyable experience for new hires.
First, we will get the short answer.
HRIS SaaS revolutionises onboarding by offering streamlined workflows, paperless onboarding, self-service portals, compliance and reporting, integration with other HR functions, personalised onboarding, and more. It benefits employees by speeding up onboarding, reducing stress, empowering them, providing enhanced training, and improving communication.
Okay so with the mini brief in place let’s get a short overview of what this software is before finding out more details.
What is HRIS SaaS?
HRIS SaaS, or Human Resource Information System Software as a Service, is a cloud-based platform designed to streamline and optimise various HR functions. It encompasses a wide range of HR processes, from recruitment and applicant tracking to payroll management and employee records. When in the onboarding arena, HRIS SaaS acts as a centralized hub that connects HR professionals, managers, and new employees.
Find out more by heading over to our other helpful article What Is A HRIS?
Ok so let’s dive in now and find out more about the types of challenges companies in Ireland, the UK and anywhere across the globe face when onboarding new talent.
The Traditional Onboarding Challenge
Traditional onboarding typically involves a barrage of paperwork, lengthy orientation sessions, and an overwhelming flood of information. New hires are often bombarded with stacks of forms to fill out, policies to read, and training materials to digest. Not only is this process tedious and time-consuming, but it can also be overwhelming for the employees, who are trying to make a positive first impression in their new roles. This traditional approach often results in delays, compliance issues, and low employee engagement during the initial phases of employment. It also consumes a huge amount of HR personnel’s time and resources, which could be better allocated to other strategic HR activities.
So how does HRIS help?
How HRIS SaaS Transforms Onboarding
HRIS SaaS offers several key features and benefits that dramatically improve the onboarding process and also enhance the employee experience:
1. Streamlined Onboarding Workflows
HRIS SaaS platforms enable the creation of automated onboarding workflows. New hires are guided through a series of tasks and forms in a logical and organized manner. This minimises confusion and also ensures that employees complete all necessary paperwork and training modules.
2. Paperless Onboarding
With HRIS SaaS, the days of endless paper forms are over. New employees can complete all necessary documents electronically, from tax forms to benefits enrolment, which saves time and reduces the risk of errors associated with manual data entry.
With HRIS SaaS, the days of endless paper forms are over.
3. Self-Service Portals
Employees have access to self-service portals where they can update their personal information, view pay stubs, and access training materials at any time. This empowers employees and crucially reduces the administrative burden on HR personnel.
4. Compliance and Reporting
HRIS SaaS platforms often include compliance features that help organisations stay up-to-date with legal requirements and reporting obligations.
This reduces the risk of non-compliance and its associated penalties.
5. Integration with Other HR Functions
One of the significant advantages of HRIS SaaS is its ability to integrate with other HR functions, such as payroll, time and attendance, and performance management.
This creates a seamless employee lifecycle and ensures consistency in data across HR systems.
6. Personalised Onboarding Experience
HRIS SaaS allows for the creation of personalised onboarding experiences. New hires can receive custom-tailored information and training based on their role, department, and individual needs.
7. Digital Document Management
HRIS SaaS platforms offer secure digital document management, ensuring that all employee records, such as contracts, certifications, and licenses, are safely stored and easily accessible. This feature simplifies document tracking, reduces the risk of lost paperwork, and enhances compliance by ensuring that all documents are current.
8. Task Management and Reminders
HRIS SaaS can send automated reminders and notifications to new hires, HR professionals, and managers for pending tasks, deadlines, and upcoming milestones in the onboarding process.
This feature keeps everyone on track, preventing important steps from falling through the cracks.
9. Feedback Loops
HRIS SaaS can include feedback mechanisms within the onboarding process.
New hires can provide insights into their experience, allowing organisations to continuously improve their onboarding procedures based on real-time feedback.
10. Employee Engagement Surveys
Some HRIS platforms enable the inclusion of employee engagement surveys within the onboarding process.
This helps organisations gauge the satisfaction and engagement levels of new hires early on, providing valuable data for refining their approach to employee experience.
11. Gamified Onboarding
HRIS SaaS allows for gamification elements to be integrated into the onboarding process.
Gamification can make training and orientation more engaging, motivating new employees to complete tasks, learn, and adapt to the company culture faster.
12. Mobile Accessibility
Many HRIS SaaS solutions offer mobile apps, allowing new hires to complete onboarding tasks, access resources, and communicate with HR and colleagues on their smartphones.
This flexibility is particularly beneficial for remote and distributed teams.
13. Reporting and Analytics
HRIS SaaS platforms provide comprehensive reporting and analytics capabilities.
HR professionals can track onboarding progress, identify bottlenecks, and analyse data to improve the onboarding process continually.
14. Customised Portals for Different Roles
HRIS SaaS systems can create distinct portals for different roles within the organisation.
For example, an HR portal might offer different information and tasks compared to a manager’s portal or an employee’s portal, ensuring that each group receives relevant content and resources during onboarding.
15. Employee Social Integration
Some HRIS platforms allow for the integration of social features, fostering a sense of community among new hires.
This can include discussion forums, chat features, or social feeds where employees can interact and share experiences.
16. Real-time Progress Monitoring
HRIS SaaS platforms offer HR professionals and managers real-time visibility into the onboarding progress of each new hire.
This allows for early intervention if any issues or delays arise, ensuring a smooth onboarding experience.
Ok, now we’ve seen how HRIS can help to manage and minimise some of the traditional HR headaches, along with adding a wealth of benefits. So what about your employees?
The Employee Experience
The benefits of HRIS SaaS extend beyond simply administrative efficiency.
They directly impact the employee experience in several ways:
Faster Onboarding By automating onboarding workflows and eliminating paperwork, HRIS SaaS reduces the time it takes for new employees to become fully operational. This means employees can start contributing to the organisation’s goals more quickly.
Reduced Stress A well-structured and guided onboarding process reduces the stress and anxiety often associated with starting a new job. Employees feel more supported and informed, which leads to greater job satisfaction.
Empowerment Self-service portals give employees greater control over their personal information and access to important HR resources. This empowerment fosters a sense of ownership and engagement.
Enhanced Training Personalised onboarding experiences ensure that new hires receive the training they need, without being overwhelmed with unnecessary information. This boosts confidence and job readiness.
Improved Communication HRIS SaaS platforms facilitate communication between new employees, HR professionals, and managers. This fosters a sense of belonging and connection within the organisation.
How HRIS SaaS Enhances the Employee Experience -To Finish With..
As we’ve discovered, Onboarding is a crucial aspect of the employee journey, and HRIS SaaS is a game-changer in making this process more efficient and enjoyable.
By streamlining workflows, reducing paperwork, and enhancing the employee experience, HRIS SaaS helps organisations set a positive tone for their new hires from day one.
As a result, companies that invest in HRIS SaaS in Ireland or anywhere else across the world, not only improve their onboarding process but also lay the foundation for higher employee engagement, productivity, and retention.
In an era where attracting and retaining top talent is more critical than ever, HRIS is a valuable tool for organisations looking to stay competitive and enhance their employee experience.
So, if you’re in the world of HR or responsible for onboarding processes, it’s time to consider how HRIS SaaS can revolutionise your approach to onboarding and, ultimately, your organisation’s success.
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