Improve The Employee Onboarding Process with the Intranet

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Improve The Employee Onboarding Process with the Intranet

By | 2017-09-15T09:49:20+00:00 December 15, 2014|Intranet Applications, Leadership & Strategy|

Every organization must establish a proper employee onboarding process.  It can be a struggle to do this efficiently, especially lacking the proper processes and systems in place to perform the onboarding precisely and completely for each new employee.  Most companies create an onboarding checklists, detailed documentation and of course, plenty of forms to onboard a new employee.  But paper-based checklists, documents, and forms get lost, become outdated and often end in rouge processes being executed by different departments.

Stop the madness! Streamline and organize your Employee Onboarding on your intranet to ensure each new employee is given the same onboarding experience, no required documents are overlooked and proper training/testing has taken place.  It is as simple as it sounds and I’ll show you five ways you could be using your intranet to streamline your Employee Onboarding Process.

Employee Onboarding Process Best Practices on Your Intranet

1.  Creating an Employee Onboarding Checklist Form

Employee Onboarding is often dictated by the detailed and all encompassing Human Resources (HR) checklist. Create this checklist on your intranet to keep your checklist items and checklist resources in a single, centralized location. Link to corresponding resources directly from your Employee Onboarding Checklist Form (e.g. Read/Agree to Privacy Policy – link to Privacy Policy) to align all required resources into a single document for your new employees.

Your checklist can link to a variety of online resources, such as:

The resources you want to link to from your Employee Onboarding Checklist could be located as a resource on your intranet or as external resources for your employees to use. Adding an Employee Onboarding Checklist to your intranet is simple using an Online Form with check boxes and corresponding links.

2. Instating Automated Employee Onboarding Workflows

Most Employee Onboarding processes require reviews and approvals of HR employees, direct managers, and others. An easy way to track and automate the workflow for Employee Onboarding process tasks is to use Automated Approval Workflows on your intranet that allow you designate approval/review managers for items on your onboarding checklist, such as completed Online Forms or Assigning an Onboarding Peer.

For example, when a new employee completes their tax forms, HR is likely going to want to be notified of the completion of the form and review for correct completion before passing it to the Payroll and Accounting Department. Upon the completion of the tax forms, HR can be set as an Approval Manager in your Automated Workflow which can then escalate the completed for to Payroll/Accounting or both parties can be notified simultaneously. The Automated Approval Workflows any be set-up to suit your needs and the configuration options are ample. The reason you want to use automated workflows for Employee Onboarding is so that no step is missed and all parties are kept informed.

3. Online Registration for New Employee Orientation

Move your registration for New Employee Orientation online with the Online Training Calendar. Allow new employees to review all upcoming New Employee Orientation sessions to select the sessions, times and dates that are right for them. All registration is tracked online through your intranet so that Human Resources can review which employees have registered for training and your orientation instructors can quickly review their session attendees before facilitating each session.

Believe it or not, your New Employee Orientation could also be conducted online through your intranet with embedded training videos, online training documentations, and even online testing & scoring. Many Intranet Connections customers use e-learning on their intranet not just for New Employee Orientation, but also for Credentialing and Product Training. Gold Coast Hospital, a training hospital in Australia, has now moved all their credentialing online with their Intranet Connections’ Hospital Intranet.

4. Deliver Employee Onboarding Forms & Tests Online

As mentioned above, you can also train your new employees online through your intranet which includes Online Tests & Automated Scoring. Easily test comprehension and proficiency using our Online Tests with randomized questions banks so employees are presented with the test questions in different orders, this is especially important if you allow employees to retest after receiving a “fail mark”.

Online Tests can easily be automatically scored to leave the tedious grading to your intranet, instead of a busy training instructor. The Automated Scoring presents the tester with the correct answer for any incorrectly answered question. Delivering Employee Onboarding Testing and Scoring online can be an enormous time-saver for your Training and Human Resources Departments.

5.  Feature New Employees on the Intranet Home Page

Make your new employees feel appreciated and welcomed by adding a New/Featured Employee Feed on the home page of your intranet or within your intranet Mega Menu. The New Employee Feed quickly provides high-level information from the Employee Profile on your intranet, including their picture, and provides the opportunity for other team members to introduce themselves via your intranet or by recognizing the new employee in the hallway or common area.

The New/Featured Employee Feed allows you to provide a quick “About Me” section for other employees to relate with or simply give the details of which department the employee joined and the start date. Showcasing a new employee is a new addition to your Employee Onboarding process as a warm welcome to your intranet and your team.

Simplify Employee Onboarding

These were just a few examples of how you can use your intranet to facilitate Employee Onboarding, but there are many more resources available than those named above, including creating an entire Employee Onboarding Site on your intranet for the dedicated onboarders. What tools do you use on your intranet for Employee Onboarding? What Employee Onboarding techniques have you used that are most effective for your organization? Please comment below.

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By | 2017-09-15T09:49:20+00:00 December 15, 2014|Intranet Applications, Leadership & Strategy|

About the Author:

Erica Hakonson, Director of Marketing & Communications, brings over a decade of marketing strategy, digital marketing, brand development, content creation, project management and strategic planning in the software industry to the Intranet Connections team. With a diverse skill set and a MBA in the Management of Technology, she is a strong team collaborator and creative thinker. When Erica takes a day off, you'll likely find her in the mountains running a trail with her Vizsla, enjoying a scenic hike with her family.

2 Comments

  1. Peter Barron December 17, 2014 at 9:20 pm - Reply

    We TOTALLY built this system using the Forms Builder to create a routed “tracking system” that mirrored an improved (paper-less) process that standardized all the intake steps and timely notifications to the appropriate staff. It has been very well received and has standardized the process, which we sorely needed to do in order to provide a consistent experience for new employees! Erica your article brought to light some other fun things we could do so we’ll be investigating those as well! Thanks for the great article!

  2. Erica Hakonson December 18, 2014 at 8:01 am - Reply

    Peter, thank you for sharing your valuable experience using Intranet Connections to onboard new employees. Online Forms and Approval Workflows in Form Builder are absolutely powerful tools to streamline onboarding practices. I am happy I could contribute a few more ideas that can be used at RRPS. Thank you for your feedback and support as always Peter. You are the best! 🙂

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