Simplify Employee Onboarding with Automation

Employee Onboarding HR Automation

Onboarding new employees is a time intensive, complicated and often tedious process for new employees and HR departments alike.  Credit checks, new employee data gathering, ordering of new IT systems, orientation scheduling and payroll management are some of the preboarding paperwork required even before start day.  Then there are the reams of forms that new employees inevitably find themselves filling in on their first day – not the most motivating start to any new job. 

These issues could be eradicated by automating the whole process – but only 2% of organisations do¹. More worryingly, only 12% of employees strongly agree their company does a great job of onboarding².  Something is clearly going wrong. 

At AUTTO we help organisations to simplify their onboarding process easily and quickly. No special programming skills are required to use AUTTO so anyone can use it.  We have seen the incredible benefits using automation can bring and want to share them with you – so here we present our top reasons why all HR departments should automate the onboarding process:

  • Cuts vast amounts of wasted time 

Forms, forms and more forms!  Excessive paperwork in the hiring process is one of the problems for new hires and HR department alike. New personnel fill in lots of forms. Often on paper and often by hand.  Typically, a new hire will be given 41 administrative tasks and 3 documents to complete³.  The HR department needs to create and customise each of these forms for every new employee and then manually input all the information into their system.  Dull and laborious for all we are sure you’ll agree.  Automation can eliminate this waste of time. It can generate bespoke new hire forms from templates tailored for each new hire – each form can be cross populated with repetitive information, so your new staff member doesn’t have to repeatedly fill out the same information on different forms. Plus time is saved by your HR department as they no longer spend hours typing up the information.

  • Ensure accuracy and speed 

Streamline document processing. Usually, new hires will submit documentation by hand, via post or email, running the risk it gets lost, forgotten or even sent to the wrong place. These forms may contain information that needs to be passed along to other departments or organisations, such as equipment orders, desk allocation or IT setups. These run the same risk of being sent to the wrong place or buried in a busy inbox and all this too-ing and fro-ing significantly delays the whole process and the risk of human error increases.

Onboarding automation erases these delays and ensures accuracy — documentation is routed electronically, according to pre-set “rules”. Once forms are submitted, they’re automatically sent to the department or organisation that needs to complete the next step.  If nothing happens then a reminder is generated and sent. Additionally, more time is saved and accuracy ensured as there’s no more manual data entry as everything uploads automatically.   

  • Automate hiring approvals to support regulatory needs

Onboarding new people comes with regulatory requirements – whether that be tax declarations, checking Right to Work or references and financial information. By taking the automation route, tax and other official forms are easily generated and if required sent to the new employee for information entry, digital signatures etc.  A digital paper trail is created and saved centrally to meet regulatory requirements.

  • Employee satisfaction from day one

Proper onboarding sets the tone.  An effective and supportive onboarding experience for new employees can create loyalty from day one.  Plus, HR staff stop spending vast amounts of time ‘paper pushing’, feel more valued and can focus their time and energies on more strategic HR issues.   Overall staff who are happier and more satisfied in their roles are prepared to work and perform better.  Importantly this makes them likely to speak more highly of your organisation – which in turn helps YOU attract top talent.  

And given people who did NOT have a positive new hire user experience4 were twice as likely to seek a different opportunity in the near future, how can you afford not to automate your onboarding? 

Get in touch with us to discuss all your automation needs – Let’s Chat


References:

¹ Experian HR Onboarding Trends report Nov 2019
² Sage “The Changing the Face of HR Research” report at gallup.com/workplace/242252/employee-experience.aspx
³ SaplingHR, 2021
4 Digitate survey – SUPER CIO: What the CIO sees—that other people don’t

Top HR Functions to Automate and Why

Human Resources (HR) is a department dominated by process heavy administrative tasks.  These tasks are often repetitive and still largely managed by manual processes – highly time consuming, inefficient and costly.  As other parts of the organisation look to map a successful future using digital transformation, the HR department must follow.  Intelligent workflow automation of certain processes has the potential to catapult the efficiency of the HR function to new heights.  Benefits are huge – the internal client base has a far better experience with the HR team and reducing the time spent on tedious manual tasks motivates staff to focus on more complex strategic tasks.

We at AUTTO acknowledge the vital role HR plays in bespoke human interaction and can never see a time where HR will be fully automated.  However, automation can be used to support this important human element provided by HR.  Consider the benefits of automating the following: 

Streamlining Onboarding

This must be the most obvious and strongest argument for automation.  With a third of senior HR management believing they are trying to create a better candidate experience for new employees but only 12% of employees strongly agreeing their company does a great job onboarding¹, something is clearly going wrong. Employee satisfaction starts from day one and facing a day or more of endless form filling when starting a new role does not set the right tone.  We would recommend using automation to improve for example:

  • All new joiner and user forms
  • IT equipment set up
  • HR profile creation
  • Orientation scheduling

Employee day-to-day administration

In our opinion, the second most obvious area to automate.  Imagine a department where the following is seamlessly processed and takes a fraction of the time it currently wastes:

  • Employee data entry and change of status updates
  • Annual leave requests
  • Payroll and Audit checks
  • Tax form generation

Why automate these HR tasks?

The benefits of automating these paper-heavy repetitive tasks are enormous.  Some of the key ones we can see include:

  • Greater employee satisfaction, less frustration and time wasted
  • Improvement of reputation as a good ‘people place’ valuing  its employees which in turn can attract higher talent
  • Time saved on admin which can be used on more complex strategic tasks internally within the department
  • Reduction of human error and the complexities solved in correcting these
  • Improve poor audit trails  – automation automatically generates audit logs to ensure compliance and reduce error
  • Produces analytics to validate HR decisions 
  • Replaces ageing systems that don’t integrate or “talk” to other systems across the enterprise
  • Saving the actual physical and environmental cost of paper shuffling!

The best part? No, IT knowledge is needed! Using a simple drag and drop function, AUTTO is user-friendly and easy to implement. Helping you spend more time on your employees and growing the business! Why not try a FREE TRIAL?


References:
¹Sage “The Changing the Face of HR Research” report at gallup.com/workplace/242252/employee-experience.aspx

How Automation Eradicates Daily Challenges Faced by the Sales Team

Astonishingly, today’s sales professionals spend just 34% of their time actually selling.  Sales teams admit that they devote too much time to administrative tasks that take them away from customers. These include:

  • E-mail communication management
  • Entering sales data
  • Consumer-related notes
  • Quote generation
  • CRM

We take a look at how some of these daily challenges could be drastically simplified with automation.

1. Sales Activity Reports

Let’s be honest: high-performance salespeople hate filing sales activity reports. They want to spend their time selling, not reporting about it. In a bad week, some may embellish the truth to save face.  The weekly sales report used by managers is thus rendered useless – there’s not much to help a low sales day after a week has already passed, so often they don’t even bother to read the reports. What a colossal waste of time for all involved! Automation streamlines the system to:

  • make it quicker and easier for the sales team to report
  • create daily, even hourly real-time data
  • actually enables the data to be used to improve the sales cycle.

 

2. Sales Emails

How many deals have been lost because a salesperson forgot to send a follow-up email? And let’s face it, not everyone is good at writing an email.  Any poorly written document degrades a company’s reputation and given emails are an important part of the communication process in lead creation and follow up, they should be timely, crisp and WORK. A series of well-crafted emails to prospects and new customers that actually get a response should be left to a professional writer and continually reviewed for response success. With an automation system, these are then automatically generated and sent at the correct time, freeing up time for the sales team to concentrate on developing a more personal relationship with customers and prospects who are ready to buy.

 

3. Sales Completion 

Salespeople hate paperwork but heaps of forms are inherent when closing a deal. The following documents can all be automated:

  • sales agreements
  • contracts
  • invoices
  • client information gathering and onboarding

This transforms the sales process into a highly time efficient, far more accurate and far less laborious one for the team responsible.  This frees up their time and energy to do what they do best – sell more and grow the business.

 

4. CRM

The deal might be signed, but that doesn’t mean a sales rep’s job is over. Once the prospect becomes a customer, salespeople still have to work on maintaining and building their trust so as not to lose hard won business. But adding opportunities and updating CRM can add precious minutes into a busy day.  Automating CRM keeps track of customers’ engagement levels by default and sends them personalised emails. Nurturing clients keeps them invested in the brand and it’s a lot easier to upsell a happy client!

 

5. Keeping Motivation Up

Sales teams want to do just what their title implies: Sell! Take away the tasks that keep them from working to their full potential by automating the time rich, imagination-poor tasks. This frees up time for example more training on productive selling techniques and helps them to feel valued.

 

CRM platforms like Salesforce, Hubspot and Microsoft Dynamics help with some of these tasks but are often not as user friendly as one would hope.  Platforms like Autto can help integrate some of these tasks together into a single efficient workflow – create the contract, update the CRM and notify finance with one action instead of many.  Saving precious time that can be put into more sales.

 

Register for your free trial today to sell more and grow your business.

The Top 5 Processes Every SME Should Automate Now!

Business automation has become a key part of driving success forwards and is no longer the preserve of big corporations.   With platforms such as AUTTO, small businesses can now afford to easily incorporate automation in every aspect of their business, leading to huge time and cost savings.   It can be quite confusing for small business owners to identify exactly which daily tasks should be automated. So, in this post, we explore our recommended top 5…

 

  1. Sales Completion 

Salespeople hate paperwork but heaps of forms are inherent when closing a deal. Documents such as:

  • Sales Agreements
  • Invoices
  • Client information gathering
  • Updating CRM (Customer Relationship Management) systems can all be automated.

It transforms the sales process into a highly time-saving, more accurate and less laborious one for the team responsible.  This frees up their time and energy to do what they do best – sell more and grow your business.

 

  1. Managing Approvals

Automation cuts down on time spent seeking complicated approvals across the business. Getting approval for example for a PO over a certain amount or for a discount being offered to a client would usually require manual input from multiple people.  Each of these can hold up the time taken and make the process open to human error.  Automating this process makes it seamless, accurate and cuts time dramatically.

 

  1. Employee Onboarding

Taking on new staff is a time-intensive process for all and for the new employee, there is nothing worse than arriving for a new job, full of excitement than spending the first day filling out forms! Let automation handle the lot.

  • Employee contracts are created and signed digitally,
  • Processes are created to ensure all new hires have access to the passwords,
  • Keys and important files they need from day one
  • Automatic background checks, verifications and screenings.  This last one provides an important audit trail, vital particularly for those companies that have regulations. This leads us neatly onto…

 

  1. Audit Trail for Compliance

Many industries have regulations specific to them and must demonstrate compliance with certain processes – a lengthy and painful process. Automation takes the headache away by automatically providing an audit trail to prove compliance. At AUTTO, for example, we use our own software in-house to ensure and prove all new employees have had the information security training required to honour our ISO 27001 status.

 

  1. Information Gathering and Creating Reports

For organisations that need to gather and compound large amounts of data to produce bespoke reports for clients, automation will transform their business.  The time it would usually take to collect and collate info and create a relevant client document can be shortened dramatically with automation.  That frees up time to grow your business.  Small business consultancies, balance scorecards in the construction industry and talent management can for example all benefit from this.

 

So there it is – our top 5 automation suggestions.  If you’re interested in automating your business, talk to us now. We’d love to hear from you CONTACT US or sign up for our FREE TRIAL!

Automation in times of crisis: Lockdown requires creativity and a shift in the way we do business

As workers hunker down during lockdown and organisations scramble to continue to provide products and services to their customers, pundits whisper in the background that productivity is going to shrink, that businesses may close and the economy will take a hit. This is possible, but the businesses that thrive will be the ones that are nimble enough to quickly adjust and smart enough to do it efficiently.

It’s time to act quickly
This is a time of challenge, where remote working becomes the new norm and skeleton crews maintain vital on-site services. This means that companies need to quickly adjust to doing more with less. With fewer resources, fewer onsite employees, and possibly fewer customers. SME’s are in survival mode. Now, more than ever is the time to quickly automate repetitive tasks, so staff can focus on everything else.

Lockdown requires creativity and a shift in the way we do business. With fewer resources than large corporations, small and medium enterprises (SME’s) can be particularly vulnerable in times of economic uncertainty.

SMEs have agility on their side
However, SMEs can be agile in a way that larger corporations often can’t. They can make decisions and act on them quickly, shifting focus to fit new circumstances and changing customer needs.

One thing SME’s don’t have is excess staff. As staffing shrinks, employees are required to work differently, perhaps working off-site, or in a different capacity. It becomes vital to discover ways to keep the lights on with less staff intervention.

Shifting staff focus
This is where business process automation can help. At AUTTO, we often talk about how micro-automation can affect small changes to make a big difference. This means automating the common actions, the actions that are similar in multiple business processes. These processes are often common and always predictable.

In times of crisis, the predictable becomes less common. Staff are called upon to address more variation in customer requests and more exceptions to traditional ways of working. It becomes even more important to automate all of the processes that can be automated so staff have the time and ability to look at the exceptions.

Choosing the right technology
This automation needs to be appropriate, useful and easy to deploy. Here’s a quick rundown of the elements needed to ensure a consistent experience for employees and customers alike:

The right technology: Ensure your staff have the tools they need to do their jobs as effectively and efficiently as possible. Ideally, these tools will be intuitive and easy to use without the need for lengthy training or additional skills. No-code automation is a vital part of this need.

Seamless access: Staff providing your services need to feel supported and engaged. Providing seamless access to the tools they need to do their jobs can help enable this. Cloud-based technology is vital to providing easy access, without the need for extra equipment, from anywhere with an internet connection.

Culture: Open lines of communication and greater staff visibility can help create a culture of collaboration and trust, improving employee morale and productivity. This can also help to create an inclusive environment for remote workers.

Business as usual: Understand that there is no “business as usual.” As this crisis ends and we return to more traditional ways of working, the systems we implement today could have far-reaching implications for the future of business.

If you would like advice on how to incorporate digital business automation into your firm, feel free to contact us at AUTTO.

The future of work

Will boring jobs eventually be eliminated?

Are parts of your job repetitive, mundane or dare I say it, boring? Are you suffering from boreout? Yes, it’s a thing. Boreout is a syndrome caused by mental under-stimulation in the workplace due to inadequately challenging tasks.

If you do suffer from boreout then you need not worry, because in time it’s likely that some parts of these jobs will be automated.

Any routine, repetitive task can be automated. Automation saves people time so that they have more time to spend with their customers, provide a better service, even sell more. If technology can take care of mundane, low-skill tasks, then people have the time to focus their attention on more challenging projects and other exciting activities. Menial tasks don’t spark joy. Tasks that require a person to stretch their intellectual capacity do. When you move out of your comfort zone, take on a challenging task and learn new things, then dopamine is released by your brain as a reward. Automation also reduces costs, so there’s more money available to come up with exciting new products and services. Creating and designing new products and services is a stimulating activity and will keep you engaged for longer.

Due to this, studies are showing that increased use of tech is increasing employee satisfaction and that people are starting to believe that AI is set to deliver more interesting jobs rather than create a threat of redundancy.

 

business documents on office table with smart phone and digital tablet and graph financial diagram and man working in the background

 

Recent research findings on the role of tech on employee engagement published in the Harvard Business Review show that 82% of employees believe that the performance of tech provided to them has a significant impact on their happiness at work. 77% of good employees may leave a job if they do not get access to the tech and tools that they need to do their jobs well. While 73% of young employees have much higher expectations for easy-to-use tech than older employees do.

What does this mean for the companies who invest in automation?

Businesses need to invest in their employees as much they invest in automation. The key here is to get humans and machines to work side by side. If employers can get this right it just might be the key to competitive advantage. Most importantly employers need to try create a culture where their employees have a sense of purpose, use their talents, feel autonomous and empowered to make decisions. Leaders need to create an environment where employees can speak their minds, offer their input and request the tools that they need to do things better. These things create happier employees and better engagement, ultimately creating the best environment for success. It’s essential that leaders convince their people of the benefits of automation and take them along on the journey. That way they are more likely to see technology as an enabler and not as a detractor.

In a post pandemic world, technology is the only way forward. Without it we would not be able to function virtually. Not being able to be in the same building anymore means that tech needs to provide a seamless, uninterrupted experience for remote workers. And with remote work comes a loss of connection, so employees want more access to their leaders and other colleagues. Forward thinking companies have already adapted to this way of work to support a distributed team, track and manage projects and provide and encourage team camaraderie through ongoing virtual activities.

Companies that embrace tech and provide stimulating and engaging work environments for their people will futureproof their businesses.

Contact us now to find out how we can help you get there.

Lockdown has taught us to be more connected, not less.

The COVID-19 pandemic has disrupted the world this year, in particular businesses and their staff. This disruption has made businesses re-evaluate their processes and investigate technology that facilitates remote working. While some companies have struggled, others have quickly adapted to this new style of working.

Now more than ever, we’re more connected to our colleagues, prospects, customers and suppliers via cloud phone systems and communications. As cloud communication experts, we’ve been implementing software and tools to help our staff work efficiently. We’ve also helped advise businesses and supported them with our services to help them stay connected and better equipped in these scenarios. Here’s a few thoughts on what’s worked and what hasn’t.

The power of the phone

While today’s digital age has given us more options for how to communicate, the phone still remains the preferred method of communication for businesses. Often overlooked for video and live chat, being available by phone is crucial for business operations – whether you’re in the office or not.

This is where cloud phone systems have really come into their own during lockdown. Having access to systems like 3CX (a modern, software-based PBX) and Microsoft Teams helped make the transition to remote working easier and less disruptive. Having the ability to run audio meetings, make phone calls with a click of a button and send instant messages to one another has ensured that businesses are functioning normally, even when staff are working from their kitchen tables, bedrooms and living rooms.

Businessman hand using mobile phone with digital layer effect as business strategy concept

 

Unifying communications

Regularly communicating with colleagues is vital to keep a business up and running. We’ve found that combining strong unified communications platforms has helped both our staff and customers stay productive and connected with one another.

Platforms like Microsoft Teams, Skype, Slack and Zoom have seen a significant rise this year but its Microsoft Teams which has seen the biggest growth, having hit 75 million global daily active users this year. It occupies a prominent space on the desktop and good integrations with other Microsoft products. Users also appreciate its familiar look and feel.

It hasn’t quite got the full feature set of a PBX but coupled with 3CX it’s a force to be reckoned with. Of course, if you’re happy with the built-in features and don’t need reporting or call recording then you should consider Direct Routing as an alternative to Microsoft’s restrictive call plans.

 

Managing productivity

Task management software like Trello and Jira have helped many organisations – including ours – stay on track and productive while working away from the office environment. These types of platforms allow teams to see upcoming tasks and deadlines, keeping them on track, organised and accountable. We’ve found that our colleagues feel more connected as they can see what everyone is working on and dive into the detail whenever they need to.

There’s still no substitute for getting teams together and working collaboratively but if you can’t be there in person then these tools definitely help keep projects on track.

However what Trello and Jira don’t do is take the pressure off your teams by digitising and automating routine tasks and processes. You can free up your teams time and ease the pressures on communication by making sure your business operations are fully digitally enabled, important documents can be produced easily and faultlessly and even automate compliance and guidance.   As you digitise more of your business then you will see its overall cadence increase as routine work happens almost instantaneously.

 

double exposure of businessman or salesman handing over a contract on wooden desk

How COVID-19 has changed us

We crave human contact and socialisation. Lockdown has made this more difficult than ever. Being away from the office has interrupted many business processes, including the simple act of speaking to work colleagues face to face.  Digitisation of those processes with platforms like AUTTO can help of course.

Companies where employees work together well and interact regularly are the ones that succeed. Having a good line of communication with colleagues helps organisations run as normal and ensures there isn’t a loss of productivity or business.

Software like 3CX and Microsoft Teams has helped us work together and stay connected. We’ve found that lockdown has made us more connected than ever because we (and our customers) are now really making the most of these tools.

Video calls have been a breakthrough for business communications. As regular users of Teams, we’ve taken full advantage of the video conferencing and virtual meeting capabilities of the platform. They’re easy to setup, manage, chat and share files seamlessly in one forum. With lockdown and the lack of human interaction, looking at the people you’re talking to makes everything easier and let’s face it, more normal and less boring during isolation.

Hi there,

AUTTO is a no-codebusiness and document automation platform. No-code means you can build tailor-made automated processes without having to be a developer.

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