Paperless: It’s About the Experience

Improving candidate and employee experiences is on the minds of business leaders everywhere. Dan Schawbel of Future Workplace put it at the top of his list of 10 trends to look for in 2017. A year later, it’s still top of mind. Today, articles and blog posts on the importance of a good employee onboarding process abound. For good reason. Finding and hiring top talent and retaining those you already have are essential for reaching company goals. Paperless forms and workflows can help.

It’s been a job-seekers market, and prospective employees can afford to look for a place that not only offers competitive compensation and benefits package, but that also reflects their values. And, employees who are dissatisfied with their work experiences will have more options if they’re tempted to leave and look for employment elsewhere. According to a Deloitte report, culture and engagement is the most important issue faced by companies around the world.

Engaged from the start

It’s no secret that younger job applicants are looking for employment using their mobile devices. According to a report by Glassdoor, 89% think mobiles are important tools for the job search and 45% check for opportunities at least once a day.

After a job has been offered and accepted, filling out the stack of onboarding forms is the next encounter a new employee has with your company. Why not make it one they will brag about?

Instead of greeting a new hire on their first day with a stack of papers and forms to be read, completed, and returned to HR, why not have all that finished before they walk through the door? Paperless forms with electronic signatures available ahead of time on the device of their choice is the way to go. How much more engaging to find a welcome note from their manager instead of a pile of forms? Or better yet, to share a cup of coffee and enjoy a tour and introductions?

One of our clients said that providing a streamlined professional onboarding experience for their new hires was a driving force in deciding to move into a paperless HR system. It makes sense.

Empowering Employees

A Deloitte Insights article  report cites simplification of the work environment and streamlining complex work processes as keys to increased engagement and productivity. Paperless environments help with this. Consider these two advantages: easy access to information and automated workflows.

Easy access to information and form completion is important to those on your team. When it comes to choosing benefits plans, providing their input on a performance appraisal, checking available PTO, or updating personal information, employees appreciate the ability to complete those tasks wherever they have internet access: in the office, at home, or in the field. And HR appreciates the reduction of calls, visits, and time spent entering routine employee data changes.

Automated workflow management enhances workplace experience by cutting time spent on manually tracking forms or important dates. Managers can easily check on the status of forms making their way along the approval chain and be alerted when the process is complete.

Calendar alerts remind managers of approaching deadlines for testing, re-certifications, performance appraisals, and other required actions. Alerts can also inform managers of employees’ birthdays, work anniversaries, or other dates to celebrate.

Are you onboard?

Only 10% of respondents to a Deloitte survey (see article above) indicated that their company had a major program in place for simplifying the workplace. (This is out of more than 3,300 businesses worldwide and HR leaders from 106 countries.) 44% said they had some activities in place, and 22% said they were considering a simplification program. 25% indicated they had no plans to simplify.

How about you? Do you have a plan? Are you thinking about it? Is part of your plan moving into a paperless HR environment? It should be. It’s an effective way to improve your employees’ experience and increase productivity at the same time! Delphia can help with our product Sage HRMS HR Actions and plugins that extend its functionality. Call us at 1.888.421.2004 or visit our website to learn more.

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Mary van Balen
Mary van Balen
Technical Writer at Delphia Consulting
Mary van Balen is based out of Columbus, Ohio and is a writer for Delphia Consulting. Mary contributes to the Delphia blog on Human Resources issues and Delphia Consulting and Sage product related updates.