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 THE DIGITAL GC CAN IMPLEMENT AUTOMATION

Digitise GC

How the digital GC can implement automation to drive efficiencies across the whole tech business

As the GC (general counsel) of a midmarket tech business you already occupy a trusted seat at the table with the rest of the company’s key business units.  You appreciate the need for your organisation to increase productivity whilst keeping costs low in order to increase your customer base and grow.  You regard your internal stakeholders as your own “customers” and want to deliver a service to increase efficiency, save them time as well as giving your department more time to focus on strategic legal matters. You are part of a technology team so are naturally tech-savvy and you know technology is the way forward, but you’re just not sure how.

Automation may be the key.  

With legal touching every department from sales and marketing to CRM and procurement, you have an overall appreciation of the process challenges your business faces every day and may be best placed to implement automation.

By automating aspects of your legal service delivery you can not only improve department efficiencies but optimise service delivery and free up time to empower staff across your organisation to do what they do best! With the right tools supporting key processes, sales teams have more time to sell, CRM managers have more time to improve the customer experience, lawyers have more time to, well, practice the law! 

We look at some key areas to help you consider digital automation and why: 

    • Contract turnaround time – So much time is wasted by your sales teams, HR, procurement and business divisions struggling to understand which contract templates they should use and then communicating with all parties including legal to get sign off. Empower your sales teams to have the right contracts to share with their customers at their fingertips, reduce the amount of time spent gathering paperwork and shuffling it between sales and legal.  Repurpose the time wasted by teams on contract admin by turning to technology to automate it.  It can take care of the lot –  from customising contracts, sending out notification emails to get other departments connected to obtain the layers of approval required right up to digital signatures.  This frees up significant amounts of time for all parties involved to focus on more strategic initiatives. 
    • NDA’s – similar to contracts
    • Approvals – automating the approvals workflow creates a quicker route to revenue generation. It can massively cut the legal contract process time, resulting in greater overall efficiency and accelerated sales cycles. 
    • Creating an audit trail for compliance – by automating all of these processes, data is gathered in the right place automatically providing an audit trail to prove compliance. At AUTTO we actually use our own software inhouse to ensure and prove all new employees have had the information security training required to honour our own ISO 27001 status!

At AUTTO we are proud to be working with Olive AI, an innovative technology healthcare provider.  Olive’s GC uses AUTTOs to optimise efficiency of commercial contracting, as well as streamlining internal processes to reduce time, improve accuracy and minimise unnecessary paper shuffling associated with such a legally intensive business.  

If you are interested in learning more about how we can help your GC, please do get in touch.   

Why automation presents a substantial opportunity for MSP’s

To stay competitive, managed services providers (MSP’s) must offer their customers innovative services that are demonstrably better than their peers.  Standalone revenue no longer cuts it – MSP’s need opportunities to develop customer relationships and generate additional revenue streams.  At AUTTO we believe the automation market for MSP’s is set to be massive.  We present our top tips on how to make the most of this market space.

 

1) The market for automation is there for the taking

Riding on the tailcoats of the revolution in digital transformation that has occurred in the last year1, digital process automation is the new must-have.  Research2 demonstrates 80 percent of SME leaders are acknowledging the importance of automation of tasks, processes and digitising of paperwork for their survival.

 

However, data3 also indicate that SME’s lag behind big businesses in the adoption of nearly all technologies.  The largest gap is in the digitalisation of internal organisation processes (sadly where the greatest efficiencies can be made). This presents a fantastic opportunity for MSP’s. They can:

  • Identify the barriers to automation.
  • Create the solutions required.
  • Provide ongoing incremental support and training to automate their digital processes.

 

2) Become the expert

SME’s want to “do things better”, but they don’t necessarily know how. MSP’s can be the expert and become a trusted partner by providing guidance on how automation can best impact their business.  The benefits of automation are vast:

  • Time and cost-saving.
  • Improved efficiency – tasks are completed faster and with greater accuracy when automated.
  • Improved customer experience.
  • Happier and more fulfilled staff.

Processes such as filing sales reports, customer and staff onboarding, contracts, licences and order processing can all be automated saving vast amounts of valuable time (our customers tell us up to 75%). Be the expert and win their respect.

 

3) Do it all for them

Sometimes a SME simply doesn’t want to make a change because of perceived time and skills shortages.  This is our experience at AUTTO.  Although our product is a no-code, easy to use platform, customers often want us to build their initial workflow automation. As a product business, our small sales and professional services capability is a constraint on us growing quickly – hence the driver of our value-added reseller partner programme. Partners can work with customers to develop their workflows and as a result, often are then called on for ongoing support….

 

4) Workflow support and training

Once workflows have been developed, the MSP can provide a single point of IT support, development and training.  This is a powerful competitive differentiator as the value-add given to customers helps create stronger relationships and loyalty and cuts back on customer churn.

 

Additionally, creating this relationship lays the foundations for a potentially deeper digital transformation programme. This presents opportunities for additional professional services such as change management, remote working and process automation workshops.

 

5) Encourage existing customers to automate

Similar to “being the expert”. Existing customers regard their MSP as a trusted technology supplier that understands their business and existing digital processes.  Leverage this relationship to introduce the idea of digital automation where they had not previously thought of it or thought possible.

 

We hope you can see how AUTTOmation is set to be a game-changer for MSP’s.  More than a standalone revenue opportunity, automation will keep a partner relevant and engaged with its customers, will develop new, stronger relationships and loyalty which ultimately will boost revenue streams.

 

Let’s drive digital transformation together!


References:

Recent McKinsey & Company research demonstrates the pandemic has had such a profound effect on digital transformation that seven years of progress was made in a matter of months. As reported on by ConsultancyUK  –  https://www.consultancy.uk/news/26372/covid-19-has-accelerated-digital-transformation-by-seven-years

2The State and Fate of Small and Medium Businesses Xerox 2021

3Digital Economy and Society Index (DESI) 2020 data

Lead with Tech – Why all leaders need to be tech savvy

“Technology is no longer just one vehicle for success – it’s the vehicle all possible success depends on.”

Strong words for business leaders. So why are so many still not championing the use of technology in their business?

Why is it too often seen as the job of the ‘IT manager’ or the ‘Operations person’? The disruptors of the past year have brutally exposed to small start-ups and big business alike the limitations of the longstanding norms of doing business. The “if it ain’t broke why fix it?” attitude has to change.

Every leader should now be aiming to be a technology pioneer and show a hands-on approach to adopting new technology to fill these limitations. Clearly if technology innovation is not on the priority agenda of the CEO there’s a low chance it will succeed – the new times we operate in now call for leaders to upend convention and take a more proactive approach to tech.

However, understandably many business leaders struggle to see where to begin – research suggests 45% do not even know where to start with digital transformation[i]. But the good news is with the tools that are available today, leaders don’t need the knowledge of an IT consultant.

New low or no-code platforms like AUTTO puts the technology directly into the hands of people who run the everyday business without the need for specialist programming skills. Leaders win on all fronts – technology transforms business efficiency whilst valued staff are empowered to identify their own pain points to fix.

Close up of human hands using virtual panel

Powerful automation platforms like AUTTO allow employees to:

 

  1. Think for themselves on the best way to streamline their key business processes, documents, and everyday tasks.
  2. No-code automation means they can then easily, without any programming skills, develop their own applications in response.
  3. Important but laborious daily tasks, such as cutting and pasting into a spreadsheet or sending out endless emails are automated freeing up valuable time.

Our customers tell us they save about 75% of their time using AUTTO. Staff hours are redirected to doing far more valuable and creative tasks.

This “democratisation” of technology creates an enormous opportunity to drive businesses forward but whether it succeeds or not is up to the leaders– they must take an active role to embrace and champion tech to thrive in the new tech World.

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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