Using Onboarding Apps As Workflow Management Tools

KiSSFLOW

September 8th, 2017 Onboarding  

Automated apps are all the rage, and for all the right reasons. More companies are seeing the value behind transitioning from traditional to automatic workflow culture in handling otherwise tedious tasks, such as employee onboarding and offboarding.

An employee onboarding app, for example, packs a lot of punch and goes beyond just the onboarding process. It can help your HR team create a straightforward, paperless, and efficient workflow.

employee onboarding app

Before The Onboarding App: How Work Flows Without Workflow Management Tools

A corporate office is a busy jungle with a lot going on at the same time. Travel requests, leave requests, sick leaves, maternity leaves, employee status change, documentation requests, benefit enrollment—these are a few among the many things an HR representative has to deal with on a daily basis. Imagine all these requests going in and out of someone’s inbox every single day.

How do they manage to do it without an automated employee onboarding app? Good question.

Let’s call our HR rep David. David has to go to work everyday and go through hundreds of emails with various requests and follow-ups on older requests. Sometimes these don’t even have proper subject lines; sometimes they are blank emails with random attachments without proper context.

David spends eight hours in front of the computer just figuring out which form should be forwarded to whom. That alone could take three hours. After which, David has to update employees regarding the status of their requests: rejected, accepted, pending, etc. Eventually it doesn’t matter because it all becomes a giant blur of requests.

Only that can’t happen in a busy company. What should David do to make sure every piece of paperwork and every concern finds its way to the proper recipient? The solution lies in a single word: automation. And how can he embrace automation? By adopting an automated employee onboarding app.

Aside from helping the actual onboarding process, an employee onboarding app is typically designed to automate workflow systems. Here’s how it can help David in two specific scenarios:

Situation #1 — Surveys: Performance Review and Employee Satisfaction

Without the onboarding app, David has to find the MS Word or PDF document and email it to several employees. He forgets to include a deadline for these forms and so he sends another email on top of the first one. Come the deadline, more than five people forget to submit the form, though this is something David doesn’t realize because he’s thinking about the next batch of forms.

With an onboarding app, David is able to visualize and design a workflow that includes a step-by-step process, detailing an on-screen form that will be automatically forwarded to an employee’s supervisor. There is no way he can activate the process without giving a timeline, which is one of the required fields he created when designing the workflow for the first time.

After David publishes the workflow, the process can go two ways: upon denial, the employee receives an automatic status update immediately; upon acceptance, the employee receives a confirmation number and an automated follow-up email two days after the first interaction. Then David ends the process and enjoys a couple of free hours to himself.

Situation #2 — Employee Status Change Such as Promotions and Demotions

Without the onboarding app, David has to organize meetings and collect performance reviews, on top of other things, from superiors. David has two fates at this point: either he receives electronic copies that can be stored easily (phew!) or he receives actual forms that he has to type out on a computer.

Needless to say, David has to go through twenty qualitative comments five times and type them down as part of the process. Because David is so engrossed in this ancient form of data entry, he mistakenly hands one of the performance reviews to the employee being reviewed. Without warning, the employee learns that he is subject to demotion and, infuriated, calls for a meeting, which David has to painfully arrange.

With the onboarding app, David can design a workflow that will automatically send a review form to an employee’s manager. Even if the manager decides to postpone a promotion or demotion, David doesn’t have to worry about losing the data since it is stored safely on a cloud-based platform.

When the management finally decides to pick up on the decision, David just have to revisit the pending workflow, adjust the new deadline, and restart the process. Once it kicks off, the manager and the employee gets an automated email reminding them of the new evaluation process. While David is getting this done within a few mouse clicks, automation is taking care of the most part in the background.

The Verdict

Ultimately, automated apps pack a lot of benefits beyond easy pricing, widespread integration, and cloud-based storage. Most of the onboarding apps are designed specifically to assist HR with their various processes. They can an HR personnel easily manage their daily tasks as well as additional tasks like:

  • Hiring and screening
  • Training and development
  • Leave and travel requests
  • Employee onboarding and offboarding
  • Access requests
  • Expense management

With onboarding apps, HR can make the work flow uninterrupted with these amazing workflow management tools.