5 Tips for Using HRIS during the Onboarding Process - HRIS Payroll Software
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5 Tips for Using HRIS during the Onboarding Process

By: Dave Rietsema
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Implementing a HRIS can help make many human resources tasks easier and more efficient, especially onboarding. Onboarding is a necessary evil that involves orientation procedures, the filling out of all of the required forms, training, and basically everything in between the hiring of the employee and their first day in position. The following tips can help your company to use HRIS more effectively for the onboarding process.

1. Create a Plan and Stick to It

Many companies do not actually have an onboarding plan. Without a plan, the onboarding process can be a whirlwind and employees’ first perception of the company is of disorganization. By taking the time to detail an orientation plan, the whole process of introducing a new employee to the company is easier for HR professionals, managers, and especially the new employees.

2. Integrate Hiring and Payroll Systems

When HRIS is used for hiring, the data that was entered on the application and throughout the onboarding process can be easily transferred into payroll systems – as long as they are integrated. It may even be possible to configure the systems so that information entered in for new employees is automatically exported in the payroll system. To streamline things even more, integrate recruiting systems and employee databases so that there is no need to re-enter employee information after hire.

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3. Automate As Much Paperwork as Possible

When employees come in for orientation and end up spending the day filling out paperwork, it can be discouraging. Good new employees come in excited to work, not sit and fill out paperwork or watch mind-numbing videos. If your HRIS is set up with electronic signature capabilities and other onboarding abilities, use it to have new employees fill out as much paperwork as possible before their orientation day so that day can be used as a true introduction to the job.

4. Use the HRIS to Support Training

Training looks different for every company in every industry, but no matter how hands on or specific field training is some theoretical training can help to support it. Stocking the HRIS with information about the company’s history, mission, vision, and other information that will be pertinent to training and the actual job can help employees to “study.” If possible, link the HRIS directly to a learning management system and allow both new and seasoned employees to train right through self-service.

5. Communicate Frequently with New Hires

Using a HRIS for onboarding is not a “set it and forget it” situation. There should still be frequent communication with the new employee to make sure that all needed paperwork has been submitted, training is working to acclimate the employee to their new position, and to check in with the employee’s satisfaction with the company and the job so far. Neglecting new employees and leaving them to autonomously work through the onboarding process may seem ideal, but can actually result in decreased satisfaction and increased turnover.

Switching onboarding processes from manual to electronic can help to decrease the amount of time it takes to get new hires in position. However, it is important to take steps to optimize the process and make new employees feel welcome.

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