Hiring new employees can be a messy and drawn out process. Keeping track of each candidate and where they are in the process can be overwhelming and some tasks may slip through the cracks. Hiring and training procedures often take a lot longer than they should.
Automating part of your recruiting process can help you save time and offer a top-quality onboarding process.
Automating a process streamlines it and prevents any tasks from falling through the cracks. This is vital when it comes to hiring a new employee. Allowing digital HR tools to take care of the heavy lifting not only cuts back on mistakes and saves company time, but it also enables the professionals to focus on more important tasks.
The benefits of onboarding
There are many ways to utilize automation in hiring procedures and one of the best is through email onboarding.
Typically, the onboarding process takes a lot of time as the new hire must be walked through several HR and job-related orientations. However, an automated onboarding process enables new hires to get into the company right away without needing to sit down with another person.
For example, sending important information and to-dos via an email sequence can allow the employee to enter their information, learn about the business and watch key videos or guides without waiting for a team member for training. There are some potential issues with automated onboarding, so be sure to identify those up front and put processes in place to stay compliant.
Templates and rules
Two more great examples of automation are utilizing email templates and rules. These are two different aspects that, not only make hiring easier, but also streamline the work environment.
Templates are great because, rather than sending the same email again and again, they allow you to build one email structure to use whenever you need. You can even build one with your team to ensure everyone is on the same page. To maintain a personal touch and keep brand voice, make sure your template emails have personality and visuals that are on brand.
Additionally, rules can be made to send emails based on the new hire’s actions. No matter if you are using a free ESP such as Gmail or have you email set up through a hosting company such as BlueHost, these automated processes are a great way to help take care of basic tasks.
To use rules, set a trigger to go off when something occurs (such as when a certain person sends you an email), filter conditions for that trigger, and then choose the action that occurs when that trigger and filter are met. For example, you could create a trigger when someone creates a new account in your CRM. Once that happens, the next email can automatically be sent with a new task for the new hire.
Both processes cut down on minutia and save hundreds to thousands of hours during the course of a year.
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Keeping track of time sheets and PTO
Two final examples of useful HR automation are in time sheets and tracking PTO. As with the above examples, keeping up with payments, time sheets and holidays takes time. Although HR professionals can spend their day sifting through emails to build a schedule, it is much easier to automate the entire process.
That then not only puts everyone on the same page, but it cuts down on mistakes like miscalculated hours. Employees can easily input their time worked and HR can easily keep track of it.
Work smarter, not harder
Though many companies resist automation, it is an extremely useful tool. The hiring process takes time, and it is never easy to keep track of all employees. Being able to get people into the company, know their schedule and keep them on the same page as everybody else is what efficient automation is all about.