How we transformed employee onboarding with seamless automation for our client

Our client is a global leader in digital automation and energy management, specializing in electrification, automation, and digitization. They provide intelligent and sustainable solutions across various industries, from smart industries and resilient infrastructure to data centers, buildings, and homes.

Challenge: Inefficiencies and delays in the employee onboarding process

The client faced challenges with their recruiting and onboarding process, which was reliant on multiple third-party applications. The onboarding process was cumbersome and lacked automation, making it inconvenient for HR teams to manage new hires efficiently. They relied on separate applications for each step of the onboarding process, including a solution for retrieving departmental and legal entity data, an identity security platform for generating employee identifiers, an e-signature platform for signing offer letters, and a document management system for uploading resumes.

The primary challenges included:

1. Disjointed Systems: Multiple third-party applications created inefficiencies and manual intervention, hindering the smooth flow of the onboarding process.

2. Lengthy Processes: Onboarding took too long, frustrating new hires and hindering a seamless transition into the company.

3. Limited Productivity: HR teams spent considerable time handling manual processes, resulting in slower onboarding.

Our client sought a streamlined, automated solution to improve productivity, reduce manual intervention, and create a more efficient onboarding experience for new employees.

Solution: Implementing a seamless, automated onboarding system with ServiceNow

We implemented a comprehensive onboarding solution using ServiceNow, integrating all third-party applications into one unified platform. This approach automated the entire process, from recruitment to the final onboarding step, while addressing the client’s unique needs:

• Employee Data Integration: We integrated the client’s existing recruitment system with ServiceNow using a custom table to seamlessly fetch employee data, reducing manual data entry and automating the workflow.
• Complete Onboarding Workflow Automation: Every step of their onboarding process was automated, from document submission to the final employee activation, ensuring faster and more accurate processing for new hires.
• Multilingual Support for Global Operations: Our client operates in over 90 countries, requiring multilingual capabilities. We installed the internationalization plugin, enabling the translation of forms and notifications into nine languages, ensuring consistency and accessibility across regions.
• Country-Specific Onboarding Forms: We created country-specific onboarding forms tailored to each region’s compliance requirements. A custom table dynamically displayed the relevant fields for new hires based on their country, ensuring accurate data collection and streamlining the form-filling process.
• Region-Based Notifications: Notifications were customized to ensure HR agents, assignees, and stakeholders from different regions received timely and region-specific updates. This approach streamlined communication across global teams.
• Specialized HR Agent Workspace: A dedicated workspace was designed specifically for HR agents, enabling them to manage tasks and cases efficiently. The workspace ensured timely resolution and better adherence to SLA targets, improving HR team productivity.
• Effortless Upgrades and Standardization: To minimize future complexity, we adhered to ServiceNow’s out-of-the-box functionality, reducing customizations and ensuring the onboarding process could be easily upgraded and standardized across regions.
• Continuous Monitoring and Feedback: After the implementation, we focused on tracking HR metrics such as employee satisfaction and retention to ensure the solution’s effectiveness and refine the process based on feedback.

Benefits: Increased efficiency, cost savings, and employee satisfaction

• Improved Employee Self-Service: By improving employee self-service capabilities through knowledge articles, chatbots, and other resources, fewer cases were escalated to the contact center, enhancing efficiency and reducing workload.
• Streamlined Employee Transfers and Onboarding: Digital workflows automated transfer-related tasks and onboarding tasks, reducing manual effort and ensuring a smooth process for both employee transfers and new hire onboarding.
• Optimized HR Case Routing: HR cases were intelligently routed, and agents were equipped with a dedicated workspace, reducing the need for escalations to higher support tiers and enabling faster resolutions.
• Faster HR Case Resolution: Automated workflows and the availability of knowledge articles helped reduce the time taken to resolve HR cases, leading to quicker issue resolution and increased satisfaction.
• Comprehensive Onboarding Experience: A frictionless, intuitive onboarding process sped up the transition for new hires, allowing them to reach full productivity more efficiently.

Partner with zeb today

Transforming your employee onboarding process into a seamless, automated workflow is easier than you think. As a trusted partner, we bring the expertise and tailored solutions needed to drive efficiency, reduce costs, and enhance employee satisfaction. Let us help you optimize your HR processes with automation and innovation.

Let’s start the conversation – contact us below.