Every time a member of staff joins or leaves an organization there’s a whole host of paperwork to be completed and a number of different departments to be notified. It’s easy to miss a step so that a new staff member could arrive on day one only to find they haven’t been set up on the computer system. Or worse still, a former member of staff could retain access to the systems several weeks after they have left. Using the company intranet will do away with these annoying and potentially costly errors for good. Streamlined, consistent employee onboarding and offboarding processes are achievable via the intranet, providing an enhanced experience from both the perspective of the individual staff member and the business as a whole. In this post will look in detail at how your intranet will make a difference.
Employee Onboarding: Organizational Perspective
Whether you hire new staff members on a regular basis or only once in a while, your requirements are still the same: a streamlined, consistent process with no room for omissions. Getting new recruits up and running as quickly as possible has got to be the top priority. And the whole process can be easily and seamlessly managed within the intranet.
Automated new starter forms on the intranet can be used to notify all relevant personnel of the new arrival, highlighting any lead-in times and dependencies. So whether it’s IT setup, organizing payroll, ordering a new phone extension, getting business cards printed or making sure the new employee has a desk and a chair to sit on, the intranet will routinely route the online form through to the correct department for action. What’s more, Barry in IT will automatically be notified of the two-week lead-in for ordering a new laptop. In this way, when the new employee actually starts, everything they need will be in place from day one so that they can be productive right from the outset.
What’s more, the arrival of the new staff member along with a summary of their responsibilities can be announced to the rest of the organization on the intranet news feed. Co-workers will then know to look out for that employee and can make them feel welcome. In fact, the staff member could be encouraged to complete an employee profile before they start work to introduce themselves and give a short summary of their career and areas of expertise.
And so from an organizational perspective, the intranet makes employee onboarding a quicker and smoother process with fewer opportunities for omissions or errors. It will help you to ensure that everything is set up so the new recruit can be up and running very quickly.
Onboarding: Employee Perspective
From the employee’s perspective, they will want the employee onboarding process to be comprehensive and easy to follow. And they too will be keen to be up and running as quickly as possible. An onboarding portal on the intranet is the perfect repository for all the information and form filling that the new recruit needs to be aware of. It’s much easier for the new employee. Rather than having to go to multiple sources, there is only one central reference point for all their onboarding needs.
Do away with paper and email processes for the new employee by using the intranet’s automated online forms to complete payroll setup, personal details, next of kin, health information and so on. In addition, the intranet can be used to induct the new employee on the company’s culture and mission or essential organizational practices. And rather than passively reading lots of information, why not make it more interactive with quizzes, podcasts, how-to videos or webinars? These are all innovative and engaging ways to convey the large volumes of information that new staff members typically need to take on board.
What’s more, rather than having to remember everyone’s name and job role all at once, the intranet’s staff directory will make it much easier for new employees. They can quickly identify colleagues through the online staff profiles and no longer will have the potential embarrassment of forgetting a name.
From the perspective of the new members of staff, therefore, an intranet-hosted employee onboarding process is straightforward as well as being comprehensive. Everything they need to know is in one location and the intranet’s advanced search functionality makes it super easy to find stuff.
Employee Offboarding: Organizational Perspective
There is a similar process of notifications and actions that need to happen when an employee leaves the company. And once again, the intranet will help to ensure the process is consistently applied so that all the I’s are dotted and the T’s are crossed. You don’t want former employees to still have access to your computer systems after their termination. And you certainly don’t want to have former employees receiving an extra monthly salary! Make sure this doesn’t happen by utilizing the intranet’s automated forms builder.
What’s more, exit interviews are an important part of the employee offboarding process. Staff members that are leaving can provide valuable insights and feedback as to how you’re doing as an employer. For example, if a number of employees are telling you that they are leaving because of the company culture, then this could signal there is a fundamental problem you need to address. Traditionally exit interviews have been conducted through one-on-one meetings with the direct manager. Often there is no set format or systematic approach and the information gathered is not collated or acted on. Instead of a face-to-face meeting, why not allow the employee that is leaving to provide feedback through a survey on the intranet? You are more likely to get an honest appraisal through this medium and the set format allows you to collect meaningful data for comparison over time. Areas to cover in an exit survey might include the following:
- Company culture
- Customer focus
- Company leadership
- Job tasks and support in the role
- Relationship with co-workers
- Career development.
And so for the organization, as well as being a more streamlined process, offboarding using the intranet will also result in detailed feedback data that can be used to improve how your business operates.
Offboarding: Employee’s Perspective
Completing multiple forms is always a bit of a chore, but with the intranet, there’s only one form to complete when an employee is resigning from a job. The intranet automatically notifies the relevant internal personnel of the departure so that all the things that need to happen get completed on time. The likelihood of the departing employee querying a final pay or holiday settlement is, therefore, reduced with the automated process.
In addition, an exit survey on the intranet, rather than a face-to-face interview, allows the departing staff member to give a truthful account of their former employers without the fear of repercussions or that it will adversely affect their references.
Quality And Consistent Processes With An Intranet
If you’re after a high-quality, consistent approach to onboarding and offboarding in your company, then an intranet is the way to go. Make it a streamlined, seamless experience for both the individual and the company with an intranet. For an informal discussion, free demo or 14-day free trial get in touch with us today.