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Optimise processes with digital onboarding
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Optimise processes with digital onboarding
Table of contents

Optimise processes with digital onboarding

Digitalization has found its way into almost every area of a company. Even the organization of HR processes can no longer do without digital solutions. This applies in particular to the onboarding of new employees. Here, digital solutions can help to better organize the often fragmented tasks and necessary agreements, thereby saving time and costs.

What does "digital onboarding" mean?

There is no binding definition of the term "digital onboarding". In principle, digital onboarding, sometimes also referred to as e-onboarding, is understood to mean doing without offline components such as folders, brochures and flyers. Instead, software and app solutions are used to organize and carry out the individual tasks.

Digital onboarding has become particularly important as a result of the coronavirus crisis in 2020, when many companies were forced to train new employees working from home instead of on site in the office and had to find suitable solutions for this. Based on an increasingly hybrid working world, remote onboarding, in which employees are largely trained online, will become increasingly important in the future.

In which areas of onboarding can digital solutions provide support?

Onboarding new employees is a complex process. In the shortest possible time, new colleagues should not only be trained professionally, but also socially integrated into a new organization. The areas in which digital solutions can be used are correspondingly diverse. In the following, we will introduce you to various possible applications that you should consider in your onboarding concept in the future.

General organization of onboarding

Especially in the first few days, a lot of information is needed, including passwords, contract and salary documents and much more. Instead of a lot of paperwork, digital solutions help to make everything important available in one central location, ready to hand at all times.

Make the onboarding process transparent and automate it

Digital onboarding - making processes transparent

Onboarding consists of a large number of tasks, some of them small, for both the new employees and the managers. In addition, a large number of different people are involved in the individual onboarding phases. Which tasks have already been completed, which are still outstanding? Who is currently responsible? Onboarding software and apps are helpful for keeping track of the current status of onboarding.

Make important information available at all times

How is the company structured? What departments are there and who works there? What should be done in the event of illness? Who are the contact persons in emergency situations? The amount of important general information on organization, processes and contacts quickly becomes large. A company wiki or a dedicated intranet are a helpful way to provide answers to the most common and important questions.

Imparting knowledge with e-learning

Digital onboarding - using e-learning platforms

Knowledge transfer is an essential part of onboarding. Providing new employees with the necessary knowledge for their daily work at an early stage and in sufficient depth lays the foundation for efficient work.

E-learning, i.e. training using digital tools, can supplement and simplify this process in many areas, thereby greatly reducing the workload.

The areas in which e-learning can be used include, for example:

  • Introduction of the company and colleagues
  • Information on general procedures and processes
  • Information on applicable compliance guidelines
  • Information on personal issues, such as time recording, vacation planning or access to salary documents
  • Information on occupational safety or hygiene regulations
  • Presentation of the products, brands or services offered by the company
  • Introductions to software programs used throughout the company

Many e-learning platforms offer the option of combining individual modules into training units on individual topics. In turn, individual training units can be used to create complete training plans for the onboarding period that new employees must complete.

Important here is

  • make sure that the training sessions are not organized in any order, but in a way that builds on each other.
  • that the training plans are delineated in such a way that they only contain information that is relevant to the respective onboarding.

Promoting communication and interaction

Digital onboarding - using communication tools

Communication is key during the onboarding process. This is all the more true when onboarding takes place remotely. It's not just about answering questions. Close communication is particularly important at the beginning in order to create a positive feeling and trust among the new colleagues.

In addition to direct exchange, digital communication solutions such as Slack, Zoom or MS Teams with numerous features for audio and video chat provide a good opportunity to stay in personal contact with each other even when there is physical distance.
There are also various other ways in which digital solutions can promote communication between employees. Employees can use their own profiles, for example in the company's own wiki, to introduce themselves and learn more about their colleagues. The Slack integration "donut" invites random pairs to a virtual coffee break every week. This is a relaxed way for newcomers to get to know other employees in the company.

Providing employees with the best possible equipment in an uncomplicated way

Laptop, monitor, desk, office chair and other work equipment - to ensure that the new colleagues can work productively from day one, some equipment needs to be organized in time for the start of work. Making the necessary arrangements with everyone involved, finding and contacting suitable suppliers and finally organizing the delivery can quickly become complex and time-consuming with a large number of new starters. If colleagues also need to be equipped for remote work, this task can usually no longer be carried out by one person. Digital solutions can also help with this task by standardizing and automating processes.

Do you want to save time and money on onboarding?
Digital onboarding - simply provide equipment with Lendi's solution

With the Lendis OS, even hundreds of employees can be conveniently equipped with technology and office furniture with just a few clicks. Your employees choose their desired equipment from a specially compiled portfolio. Once you have given your approval, either automatically or manually, Lendis takes care of everything else, including delivery to the respective address and on-site assembly.