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Why and How to Make Employee Onboarding as Simple, Error-Free, and Smooth as Possible                                                               

5 Mins read

First things first, what’s onboarding? It is a well-spread misconception that onboarding is all about paper formalities and walking the recruit around the office premises. Traditionally, yes, but not anymore. Onboarding now includes more than just signing an offer letter. Depending on the quality, the process may last for a week, 90 days, or even a year. 

Onboarding is a comprehensive process where the employees feel and learn the company culture, structure, mission, vision, and values. The quality of the onboarding greatly impacts the progress and growth opportunities, both for the employee and the employer. How? Let’s see!

Why do Companies Need to Focus on a Positive Employee Onboarding Experience?

The employee onboarding process shouldn’t be treated as a formality but as an experience, and preferably a good one at that. There are various significant reasons why companies need to focus on quality onboarding. You may not want to miss this if you’re a part of a recruiting team, hiring manager, HR team, etc.

1) Increase retention and save money!

Hiring is, without a doubt, a tedious and expensive process. Companies need a high employee retention rate to conserve valuable resources like time and money. And guess what assures a high retention rate? Surveys show that employees who undergo a structured onboarding experience are 58% more likely to stay with the company for more than three years. So a good onboarding experience is essential for improving retention rates and decreasing turnaround time.

2) Increases employee motivation and productivity!

The first impression is the last. That goes for a new employee as well. Employees who feel welcomed and motivated are more likely to contribute more than their limits. And it’s usually observed that an employee thoroughly onboarded, like having a proper introduction with colleagues, meeting with seniors, or lunch with team members, delivers more than expected. Proper onboarding gives a sign that there are a lot of growth opportunities within the organization, and that increases a recruit’s productivity tenfold.

3) Be your employee’s favourite and build a better brand image!

It’s like a bonus. When employees love their new work environment and feel welcomed, they would like to share their experience with other potential hires. It indirectly inspires a brand image that attracts top talents, assuring compatible hires and stronger teams in the future.

Why is manual onboarding inefficient and highly outdated? 

There are a lot of inaccuracies and inefficiencies in the manual onboarding process. The overview seems fine, but when looked at carefully, it can be easily pointed out. Here are instances where a typical approach could leave a gap in creating a positive onboarding experience.

1) Confusion between orientation and onboarding

The manual approach treats onboarding and orientation as if they are the same, but that’s not it. Orientation is a part of onboarding and shouldn’t be the entirety of the process. Orientation includes admin-related tasks such as paperwork, documentation, etc. And maybe a physical or virtual tour of the office. Orientation does not assure that employees understand, engage, or are well-informed of the company’s expectations.

2) Expensive in terms of resources, with room for human error

When done manually, be it paperwork or other formalities, they are handled by humans on both ends, i.e., employer and employee. result? time-consuming process without any proper checklist that ensures smooth, error-free documentation. Furthermore, the new employee is already overwhelmed and clueless about the tasks and other requirements. Is it not a very good way to welcome an employee?

3) There is no place for feedback, so there is less room for improvement. 

As it goes, onboarding is done, the new hire reports to the office on the start date, and the new employee starts working right away. But how can an organization ensure that the employee was properly onboarded? As there is no place for employees to present their feedback on the onboarding process, there’s no way for the organization to improve. Feedback is the most valuable data to improve the onboarding process, which is lacking in the traditional approach.

How has the introduction of automation transformed the whole process?

Manual onboarding can be significantly transformed into a positive, error-free, and highly efficient process just by using the right tools for the right purpose. As technology has evolved and revolutionized almost every field, making every task quick and convenient, human resources isn’t an exception. Technology has taken over the whole cycle of onboarding by introducing automation, which has ultimately made the whole process a lot more convenient, faster and accurate with an unprecedented retention rate. Automating from shortlisting to the first day of an employee.

Let’s start from scratch. The hiring process begins with finding the right person for the role. That in itself is a hectic chain of time-consuming, resource-intensive tasks. assessing several resumes, shortlisting candidates manually, interviewing them individually, and whatnot until the selection of the right candidate to begin the onboarding process.

But we’re talking about true automation. That means a smart tool that can assess, shortlist, arrange interviews and recommend the most suitable candidate for the role. So before you jump into the onboarding, you’ve already saved uncountable hours, efforts, and resources by automating, hence improving your hiring strategy and retention rate at the very initial stage.

Then the onboarding cycle moves toward making the new employee a part of the team. It is a complicated and sensitive task that decides the retention and turnaround rate, so you don’t want to leave any scope for errors here. And that is possible if you opt for, as mentioned earlier, the right tool for the right purpose. But here comes the real question, how? How can one introduce automation practically? How can I shortlist the most suitable candidate without investing a lot of time? How can I create the most positive and perfect onboarding experience? What tools should I use to achieve the most streamlined recruitment process? 

Well, let’s hop on to the answers!

How can the hiring process be made highly convenient using modern tools and software?

The key is to choose the right tools. Surely, there are many options out there, but you have to be smart and thoroughly informed to make the right decision. So let us help in navigating the most suitable choices as per your organization’s expectations, requirements, and scale.

  1. Assessing the potential candidates 

It starts with choosing the “right one” for the role. You must make the right choice while shortlisting the candidate to balance the retention rate and the spent resources. That’s why you need state-of-the-art technology for assessment and hiring. One of the best go-to solutions for such requirements would be Zapilio. The software is highly accurate with an AI-powered engine and offers many other features to streamline the hiring process.

  1.  Facilitated onboarding

You made a choice and shortlisted the best candidate. But now it’s your turn to make them feel welcome to your team and introduce them to the company’s goals, visions, missions, and culture. It’s time to onboard them the right way, to make them aware of all the growth opportunities and how the organization can build a strong, mutually beneficial relationship. And for that, you can never be wrong going with automated onboarding tools. There are several flexible HR onboarding applications to integrate with the tools your organization already uses to improve employee engagement and employee experience.


Onboarding should not just be treated as a process but rather be an experience. A positive onboarding experience ensures high retention rates, and the employee is more likely to push themselves for the company if they’re welcomed and trained the right way. 

It’s hard to meet those expectations with traditional onboarding. That’s why organizations should move on to a more efficient approach, i.e., automated onboarding. Organizations can leverage such tools that use state-of-the-art technologies, AI-powered engines, and easy-to-use interfaces to transform and significantly streamline the hiring and onboarding process. Organizations can get much more than expected by using the right tools for the right purposes.

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About author
Jinesh is a geeky engineer who is pretty passionate about content creation. He can write about anything, but when it comes to writing about tech, AI, and automation, he is peerless.

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