From recruitment to termination or retirement, and beyond, administrators and HR manage a great deal of documentation for every employee. When they have to do so manually, there is a high risk of error, misses and gaps. In addition, manual employee management results in poor (or no) measurability and repeatability.

Digitizing these manual processes has the potential to deliver significant gains in effectiveness, efficiency, visibility and qualitative improvements in user experience – for both employees and management.

Here are some of the different stages at which digital transformation of the employee lifecycle has an important role to play.

For New Employees

Documentation

At the time when employees join the organization, their documentation needs to be done. This includes collecting their contact information, identity proof, references, previous employment and education certificates, etc. 

If your organization collects and stores the documents physically, maintaining them is an unnecessary cost and effort! On the other hand, by scanning the documents and storing them in a virtual environment, you can save space and money, as well as increase search efficiency and reduce risk of damage or loss.

Onboarding

Once their documentation is complete, the employee needs to be onboarded. The first step is to make them an entity within the company by creating an email id, adding them to payroll, registering them with HR, and providing them with requisite hardware and software. At the same time, they also receive important documentation like their offer letter, company policy handbook, etc.

Through digitization, you can create a master list of functions to be performed during onboarding. Based on this list, you can ensure that all tasks are performed on time, and digitally record precisely what access has been provided, and when. This onboarding list is especially useful during the employee’s exit from the company, as it acts as a record of what needs to be deprovisioned.

Orientation

What do employees learn during orientation? Among other things, they understand the structure of their own team, who their reporting manager will be, salary structure, company values, and their own responsibilities. 

This learning component can be delivered in person via managers, HR, or seniors in the team. However, in such cases, the knowledge transfer is not repeatable nor measurable, and errors can be made without any chance of identification or rectification. Instead, communicate this information via a learning management system. This also allows your new joinees to learn non-urgent items at their own pace, during the first few weeks of their employment.

During Operations

Appraisal

In a manual performance appraisal process, the reporting manager would be required to mark each employee based on their performance on a number of parameters, both objective and subjective. These scores would then be shared with the HR department, who would cross-reference them with similar scores generated by other relevant managers and the team members themselves. A performance appraisal report would then be created manually and shared with each employee privately.

By digitizing the performance management system, all managers can simply enter their scores against a predetermined set of criteria. This digital data is auto-collated by the system and presents HR with a holistic view of all scores earned by the employee. The appraisal itself can then be generated automatically and the system itself can send it securely to the employee via email.

Learning and development

Sixty percent of CEOs have found that a strong upskilling program positively impacts company culture, making learning and development a major organizational priority. In a traditional learning paradigm, corporate training on soft or hard skills is delivered one-on-one or to a group by qualified experts.

This causes issues in terms of repeatability and measurability, as it is highly dependent on the individual trainer. Scheduling is also a challenge since the trainer and trainees all need to take time out of their work schedules concurrently.

By leveraging e-learning through a learning management system (LMS), your training department gains all the benefits of the digital medium. This includes content delivery mechanisms like videos, branching simulations and game-based learning. In addition, a good LMS will also provide assessment and tracking of progression across a period of time.

Leave management

Manual leave management involves a cumbersome process of request and approval. In the manual process, some requests may be missed or refused/granted incorrectly. In addition, when leave is approved in advance, managers may forget that it had been granted and react negatively on the date.

By digitizing leave management, requests are submitted through a standard portal. Through it, communication related to leave approvals, rejections and reminders is automated. This simplifies the leave management system.

At Termination

Deprovisioning

Once the employee has received his or her no dues certificate and left the organization, the final step in the employee life cycle is to deprovision all software licenses. Manual deprovisioning can result in human errors of forgetfulness, as a result of which licenses may remain on the books for a long time after the employee using them is no longer employed by the company! A digitized system can prompt you to check idle licenses to confirm if it is improperly provisioned. This speeds up the process and increases efficiency of deprovisioning.

No dues

Upon termination, resignation or retirement of the employee, all relevant department heads need to confirm that there are no dues receivable. This could include hardware and software, identity cards, advances upon salary, or even a company car. In a traditional manual setting, administrative staff would need to first sit down to prepare a list of all the company assets shared with the employee for the duration of their employment.

A digitized no-dues process would begin by allowing admin to log the assets shared with the employee, as it is allotted. The system would then automate sending emails to all department heads associated with these assets, as well as follow-up/reminder mails as needed.

Every step of the employee life cycle can be digitized for greater efficiency. Minimize the risk of human error by automating communication and documentation, from end to end of the team’s career paths. Contact our team today to discuss how we can work together on career path digitization.