Automation: HR Contract Management and Employee Onboarding


Employee Onboarding

Developments in business technology are causing disruptions in industries and departments across the board. The impacts on Human Resources, in particular, have been tremendous. This evolution in business technology is creating a unique connection between IT and HR.

The introduction of automation in employee onboarding and management is perhaps the biggest disruptor. Here are a few key changes and impacts to consider when introducing automation into contract management and employee onboarding.


Investing in the Right Tools

The first significant consideration during these changing times is selecting the right tools for the job. This creates interactivity between HR, who will be using the tools on a daily basis, and IT, who makes key considerations in tech selections. As every new technology introduced to business has IT impacts, it’s essential to have the right project management team in place when vetting new automation tools for HR.

The cross-functional team might come together to select the right vendor (click here to learn about hr software vendors), create an implementation timeline, work through training, and identify potential helpdesk problems for down the road.


Drafting the Procedures

Once the right tools are selected, the next step is to draft the procedures. This will give HR managers a better idea of what’s changed with the process. It will also help set reasonable timelines so that key decision-makers understand the overall cost impacts on the business.

IT should play a role in this process as well, as they’ll be able to provide valuable insights about technology. Having a hand in developing the procedures will also give them the insight they need to manage timelines on their end, and help debug issues effectively.


Sending Contracts

While using automated onboarding tools for hiring can streamline processes, there are other factors to consider. When sending contracts, businesses must also have a secure method by which to amend or sign said documents. This means finding the right integration to send contracts digitally and capture legally-binding digital signatures.

If there’s an automated workflow that’s triggered after a contract is signed, IT will need to play a role in ensuring everything operates as it should. Delays in this area can be costly. Many contract signing programs also have expiration dates that will need to be managed accordingly.


Setting Milestones and Metrics

As with any new process within a business, setting milestones and metrics are essential for success. When a new, automated onboarding process is put in place, it’s essential to measure its effectiveness over time. This means having a clear understanding of the timeline before the system was introduced and evaluating each step after the fact. This sets the stage for long-term follow up plans.


Long-Term Follow Up Plans

It’s a common misconception that employee onboarding ends once the paperwork is signed and the individual is working independently. To truly evaluate the effectiveness of your automated onboarding procedure, having regularly scheduled follow-ups for the first year of employment is recommended.

IT can develop a workflow that reminds HR professionals when to check-in and updates their milestones. This could be the first 30 days, 90 days, six months, and one year anniversary. Throughout this timeline, capturing feedback from the employee is also integral for accurately measuring the system’s success. 


The Benefits of Automation in HR

While introducing automation won’t be without its challenges, the benefits outweigh the obstacles. Successfully introducing automation into the employee onboarding process can improve employee engagement and reduce turn over. It can save the company money by automating repetitive tasks and freeing up time for employees to focus on revenue-generating activities. 

For automated contract management and employee, onboarding to be successful, HR and IT will have to work together throughout the process.




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