Employee Onboarding Simplified using Workato
The client is one of the largest insurance brokerages and consulting firms in the US. With 100+ years market experience and a huge amount of industry demand the company required hiring new personnel on a regular basis. However, the multitude of departments supplemented by widespread locations across different cities made the onboarding process tedious and cumbersome.
Industry:
Automotive
Service:
Integration
Challenge
As mentioned above, the organization required hiring new employees for its vast infrastructure across the United States, UK and other countries and this meant a lot of manual effort and time being spent on on-boarding each employee. Also, a lot of time was wasted in coordinating with the IT department for creating accounts for and giving access rights to different business applications like Active Directory, Salesforce, Office 365, ERP, etc. based on individual roles and policies.
This made the process quite error-prone and disjointed, causing a huge loss in productivity. In fact, lack of proper communication caused delays in the procurement of laptops/systems for a new hire, leading to shipment delays, and eventually loss of work hours. Apart from the workforce productivity loss, the company also had to cope-up with a high employee attrition rate due to afore-mentioned reasons.
Solution
The company was quick to recognize the need of a third-party support to make its employees' onboarding process smoother and faster. Despite several available vendors in the market, Periscope Technologies was selected based on their vast experience in process automation and high-quality engineering. We at Periscope soon strategized a client specific solution in the form of an iPaas Solution ‘Workato’ to streamline the unsystematic onboarding process. The entire onboarding process was automated, starting from sending offer letters to providing training and orientation to each new hire.
- Read employee information from scanned documents and transfer required information to HR database.
- Retrieve new employee information, prepare and send offer letter along with other necessary documents.
- Automated the task of assigning access badge for different software licenses to individuals based on roles and credibility.
- Created a workflow to collect employee information, copy and paste to relevant departmental database and related applications.
- Created and configured bots to block calendars and schedule orientation session of new hire with different stakeholders.
Periscope was thus able to reinvent and repivot the existing manual onboarding process to create a new experience that was error-free and faster, ensured compliance with changing regulations, and finally enabled new hires to immediately commence with their work.
Benefits
Implementation of Workato Automation in the HR onboarding process reduced the entire process from hours to minutes.
Allowing the HR department to focus on other initiatives like talent management, workplace culture enhancement, training, performance optimization, and more which would add more value to the business.
A human centric workplace was created wherein bots automated and standardized repetitive tasks while humans worked on innovations, negotiations, and problem solving.
The attrition rate decreased significantly with the new sophisticated on-boarding system, as the employees were now given access to proper training and orientation which would motivate them and boost their productivity. Also, delays due to lack of coordination between HR and other departments were eliminated, resulting in a positive employee experience from day one.
Implementation of Workato Automation in the HR on-boarding process reduced the entire process from hours to minutes.
Allowing the HR department to focus on other initiatives like talent management, workplace culture enhancement, training, performance optimization, and more which would add more value to business.
A human centric workplace was created wherein bots automated and standardized repetitive tasks while humans worked on innovations, negotiations, and problem solving.
The attrition rate decreased significantly with the new sophisticated on-boarding system, as the employees were now given access to proper training and orientation which would motivate them and boost their productivity. Also, delays due to lack of coordination between HR and other departments were eliminated, resulting in a positive employee experience from day one.
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