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Case Study:
Automated Employee Integration

Streamlining the employee onboarding process with an automated onboarding system.

The Problem

The company faced this challenge head-on. Their manual onboarding process which contained 50+ steps riddled with paperwork and administrative tasks, was cumbersome and time-consuming for both new hires and the staff.

The Human Resources department was spending more than 80 days for each new employee onboarding. The organization used different platforms and tools for various aspects of the onboarding journey such as HRIS for employee data management, an email system for communication, document management system for handling the paperwork, and other tools for the IT setup, training and management. 

Done manually, these tasks not only took valuable time away from other activities, but the process was more prone to errors, and steps were more easily missed, putting the new hire experience at risk.
 

Our Solution

In an effort to streamline the employee onboarding process, Parati devised an automated onboarding system by leveraging Zapier, a unified platform to enhance a smoother onboarding process for the client.

We utilized Zapier’s integration capabilities to seamlessly connect various tools in the onboarding workflow. It acts as a bridge, facilitating smooth communication and data flow between different applications involved in the process. This process automates repetitive onboarding tasks, ensuring swift and accurate completion of each task compared to the traditional manual execution.

Our Approach

The goal was to create an automated onboarding system that would not only reduce the time but also enhance overall user experience. As a solid foundation for our collaboration with our client, we conducted a thorough analysis of the current stage, including the identification of gaps between the requirements and the existing solution. Parati approached the challenge with a comprehensive strategy, ensuring that every aspect of the onboarding process was considered.

Key Components of the Approach:

  • Process Mapping: We began by conducting an in-depth analysis of the existing onboarding process. This involved mapping out each step, identifying bottlenecks and understanding the user pain points. This detailed analysis formed the basis for a subsequent automation strategy.

 

  • User-Centric Design: With a focus on user experience, Parati designed the automated onboarding process to be intuitive and user-friendly. The goal was to create a seamless journey for users, minimizing the need for manual intervention while ensuring an easy workflow.

 

  • Automated On-boarding process: Leveraging the profound experience in automated onboarding processes, Parati successfully automated the process for the client. In close collaboration with the HR department and key stakeholders from various departments.

We developed a cohesive workflow by identifying key features that can quickly deliver benefits:

-Build a automated onboarding process.

-Break down the larger process into micro processes and create a design document to track the process at the micro level.

-Adapt the process depending on the user department and user role.

-Schedule the process to send the automated messages on slack, email, company’s pitch deck, creating employee's email signature and many more as a part of the trigger.

-Alerts to keep stakeholders and the development team updated process status.

The Outcomes

Through digital transformation, companies can reassess their internal processes and enhance their capabilities by incorporating automation while onboarding new employees. In this case study, following the implementation of the automated process, it seamlessly takes control of the routine onboarding tasks. This not only gives the HR team a significant time-saving of over 500+ hours annually but also allows them to redirect their focus towards higher-value tasks that demand a human touch.
 

Furthermore, our solution has not only heightened the accuracy but also significantly reduced the processing time associated with new hire onboarding. The expeditious and precise completion of all onboarding steps empowers the HR team to cultivate a more positive new hire experience- a pivotal factor in enhancing employee retention.

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