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.   

Keeping your best staff in the new hybrid workforce

With 1 in 4 of the British workforce considering a career change in 2021 firms are worried. Employees are fed up with solely working from home and
whilst the hybrid workforce is set to be the new now for most organisations,
it may not be enough.
Large corporates such as BT have announced post-pandemic proposals to
have a mix of onsite and remote working and a Lloyds Banking Group staff
survey found that nearly 80% wanted to work at home for at least three days
a week. Small and medium companies will probably follow suit – in part
responding to their employees wishes. But more needs to be done to retain
good staff. Getting the balance right is going to be key.
A 2020 study showed 80% of managers are concerned about retaining
valued employees. Broken down over half (47%) worry about how much
staff morale has suffered in the past year and how heavier workloads are
leading to burnout. Some are anxious that the shift in working patterns has
meant their people have simply lost interest in working for the company.
There’s no argument that small and medium companies in particular value
their hard working staff with many firms having a family-like regard for their
teams. But to keep employees happy you have to take away the heavy
workloads, give them space for creative thinking and problem solving and
demonstrate a trust in them. As ever, technology and more specifically
automation is going to be the key to succeed in this new hybrid work model.
“No code” platforms like AUTTO make automating key business processes
and documents easy. These “time-rich, imagination-poor” but nonetheless important daily tasks of every company will free up staff time – our customers tell us about 75%. What better way of empowering staff than by replacing the hours they take laboriously cutting and pasting into a spreadsheet or sending out endless emails to free them up to do something far more valuable? From a productivity perspective, accuracy improves as the human element is removed from
routine documents such as order processing, contracts, T&Cs and licenses and replaced with automation.
Showing trust and respect in their abilities will further empower your staff.
Give THEM the automations to identify and create – after all they are at the
coal face of your business and know which processes need changing. With AUTTO anyone can automate in a few hours with our simple no-code platform. No technical expertise required. You can take any of your unique
business processes, easily learn the system and, like Lego building blocks, automate them.
The future world of work is upon us all but with it comes new challenges –finding more creative ways to retain the best staff at the same time boosting business productivity is going to be critical. Automation is set to play a pivotal role in this new now.

Is your small business ready to Spring back?

We all know it has been an extraordinarily tough 12 months. This most
recent lockdown has bought more economic gloom – the news that the
economy is currently set to shrink 4.2 percent in the first three months of
2021 and that we are experiencing the worst rate of unemployment since
2016, is yet another bitter pill to swallow. But Spring IS just around the
corner with its literal and metaphorical green shoots and promise of better
days to come for small business.
The recent analysis by the Bank of England’s chief economist Andy Haldane that the UK economy is like a “coiled spring” ready to release large amounts of “pent-up financial energy” has to be positive. Whilst small businesses have undoubtedly been amongst some of the hardest hit during the pandemic, assurance must be taken from Haldane and other economists’ predictions that the vaccine programme has brought a new confidence in the UK that will lead to a sharp rebound in economic growth. We want to see the UK literally firing on all cylinders by the Spring.
If predictions come true how well placed is your business to spring back? Are
you one of those companies which have saved cash during the crisis and are
ready to invest in boosting your performance and productivity as restrictions
start to ease? Even if you haven’t, can you afford not to be in the best
position possible to take advantage of this spring?
Automating more of your business we believe is the key. Spending time
reflecting on the past year and really observing how you could do things
better will have an enormous effect on growth this Spring and beyond.
Improve accuracy through automation and at the same time empower your
staff by taking away the “time-rich, imagination-poor” but nonetheless
important daily tasks. Routine documents such as order processing,
contracts, T&Cs, agreements, licences all become automated also saving you
time – our customers tell us up to 75%. Replace your staff time with tech –
free up their time to do something more valuable than cutting and pasting
into a spreadsheet or sending out endless emails.
Due to its prohibitive expense and technical complexity, the power of
automation used to be unavailable to most but the largest of corporates.
With AUTTO the great news for small business this Spring is that this is no
longer the case. With AUTTO you can automate in a few hours with our
simple no code platform. You can take your unique business processes and,
build them up using Autto’s actions like lego building blocks, so you can
easily automate them. With Autto you can do this for less than half the
monthly minimum wage so the cost is no longer exorbitant.
With AUTTO small business can start saving valuable time and money within
a matter of weeks – just in time for Spring!

Transforming Your SME With Automation.

Helping enterprises keep up!

Leveraging automation to lower operational costs, reduce delays and errors, improve employee engagement, and boost customer satisfaction can be a game-changer for small and medium enterprises (SMEs).

Optimising your workforce increases profits

A study conducted by Harvard Business review found that 71 per cent of managers feel employee engagement is one of the most important factors in overall organisational success. When a company automates repetitive and time-consuming tasks, employees can spend less time on basic administrative tasks and more time on strategic tasks. This encourages employees to be more productive and engaged, directly linking to business success and increased profits.

Adapting to seasonal ebbs and flows in business

One way that automation can help businesses grow is to help manage the seasonal spikes and troughs that can be especially challenging for SMEs. In addition to allowing staff the time to engage in tasks that help the business grow, automating routine tasks can lessen the need to hire additional staff during busy times, only to let them go when business slows down.

Enhancing management

Automating repetitive management and operational tasks can give managers the time to inspire, lead, and develop a strategic vision for achieving sustainability in your business. As with all staff, more fulfilled managers are more likely to be better leaders and role models.

Minimising human error and ensuring compliance

When a system for a process is set up once, then automated, the opportunity for human error is greatly reduced. This can greatly improve accuracy of your systems and data.

Improving customer support

According to a 2018 survey by Hubspot research, 80% of customers expect a response within 24 hours while 60% expect it to come within 10 minutes or less. By automating the processes needed to provide this service, SMEs can keep up, or even surpass their customers’ expectations.

Keep it simple

Even though SMEs do not have the resources of large corporations, that does not mean that they can’t afford automation. In fact, it generally means the opposite, that they can’t afford not to automate. The key, though, is to keep it simple.

Streamline your goals

Before setting up any automated system, it’s helpful to conduct an audit of the processes that would lend themselves to automation. Look at the tasks staff members spend the most time on. When you find a task that has elements that are repeated frequently, you have found an opportunity for automation.

For example, perhaps your staff is spending a lot of time manually sending out the same document. This task will have several elements that can be automated, freeing employees to spend time on the tasks that cannot be automated.

Ease of use breeds success

Business automation doesn’t mean that everything in your business will be automated. You can start off as small as you’d like, trying out different automation practices and seeing what works for you. Choose a system that is intuitive and easy to learn, for example, AUTTO’s automation workflows can be built by simply dragging and dropping actions into one process that can have as few, or as many steps as you need.

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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