The onboarding process can be grueling and time consuming, filled with excessive amounts of paperwork for employees to sign, fill out, and file. In the past, the onboarding process required employees to sacrifice days out of their training schedule and resulted in mounds of paperwork that were easy to lose and difficult to organize.
With the help of HRIS onboarding features, this process can improve substantially and organization woes can be a thing of the past.
The Onboarding Process is Faster with HRIS
Since paperless onboarding is completed via the web, forms and orientation materials can be sent to employees instantaneously after hiring decisions have been made. There is no need to schedule times for new employees to meet with managers.
Employees can simply look through materials on their own time and ask questions via email. If training videos are involved in the onboarding process, these can be easily included and sent with other onboarding materials.
Employees Are More Engaged in the Process
When employees need to fill out form after form, listen to company history, and watch training videos in a matter of a few hours, they tend to “check out” after a while. Paperless onboarding better engages employees because they must search for their answers, rather than listening to lectures. Also, they don’t need to complete everything all at once.
Paperless onboarding formats are also generally much more appealing and interesting than paper forms.
Costs May Be Reduced
As all information is stored electronically, paperless onboarding may save company costs. This reduces the need to purchase materials such as paper, ink, filing storage space, pens, paper clips, and many other company expenses. Additionally, employees won’t run out of materials and need to deal with the hassle of having to make a store trip or improvise.
Paperless Onboarding is a Greener Solution
Since paper, paper clips, and all the remaining necessary materials for manual onboarding are not needed for paperless onboarding, less of these materials are needed or thrown away. This reduces the company’s overall impact on the environment. When records need to be discarded, it is also much less wasteful to simply delete files than to shred hundreds of papers.
Compliance May Be Improved
When onboarding is completed using a HRIS, an electronic trail is created, which makes it easy to prove when materials were delivered, reviewed, accepted and filed. This is important for certain documents that must be shared with and signed by every employee. Proving that paperwork has been delivered and signed is more problematic with manual systems if the required papers are lost or damaged.
Information May Be More Secure
Security in paperless onboarding processes has been a concern in the past. However, employee information may be more secure with HRIS than manual filing systems. Electronic employee files are usually protected with passwords, encryption, and high level security measures. If these layers of security are implemented and used properly, they are typically superior to lock-and-key filing cabinets that can be easily breached by devious employees.
If you would like to begin using HRIS for onboarding, but aren’t sure which software you should choose, we can help. Visit our vendor match page so that we can assist you in the search for your perfect solution.
Authored by: Dave Rietsema