Technical Solutions to Embracing Hybrid Onboarding
Published: 14/03/2022
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As restrictions are lifted and companies return to their physical offices, we want to caution business owners not to hastily abandon the digital approach. Certain processes have been observed to work better when in-person and digital practices are combined. Hybrid onboarding is one such process.
While some businesses have declared their intention to remain remote even beyond the pandemic, others were eager to rush back to their physical premises. However, as regulations would hinder a swift return to the old office environment, the hybrid model has been introduced. Although initially viewed as a temporary measure, this approach has proven to be highly effective for a number of businesses. It has become apparent that some processes, such as employee onboarding, are smoother and quicker when they combine both in-person and digital approaches.
The onboarding process has been somewhat neglected by businesses for many years. However, being compelled to employ new staff members without meeting them face-to-face presented enough challenges for companies to begin treating it with greater caution. This resulted in a discovery that, while both in-person and remote onboarding processes offer significant benefits when approached carefully, it is hybrid onboarding that surpasses them both, particularly when supported by the right solutions.
Although arising from the need to adapt to an unexpected global change in which the only form of communication is digital, the hybrid approach isn’t going away once the virus is defeated. As the restrictions were lifted, the world began exploring the middle ground between all-virtual and fully in-person workplace models. It turns out that some processes are handled better when addressed in person—think brainstorming, decision-making, and so on. Others, conversely, are better addressed virtually—document storage and backend operations, to name a few. Additionally, some, like onboarding, thrive when both approaches work in tandem.
Hybrid everything is one of the key traits of the lockdown era when the whole world was compelled to digitalise all processes. Staff onboarding is one of these. Given the massive layoffs at the start of the pandemic, many found themselves becoming new starters virtually. From this experience, companies were able to navigate and define what made their onboarding experience smooth and which areas should be given more attention for improved efficiency.
Since the hybrid onboarding process involves both in-person and remote communication, you will need to identify a suitable digital platform to support it. For example, a digital onboarding platform would be a fully automated system that, when accessed by a new hire, prompts them to upload digital versions of the required documentation.
Such platforms vary in functionality, customisation options, and information displays. Your specific needs and the current state of the process should guide you towards the right solution. If the previous onboarding approach included a semi-formal introduction of the new starter to the team, the platform may prompt them to quickly write one, which will then be distributed to everyone in the company once the ‘submit’ button is clicked. Alternatively, if older staff members are encouraged to make first contact, once the new starter gains access to their account, everyone on the team will receive a reminder to extend a warm welcome to the new hire.
In other words, hybrid onboarding does not imply that your processes need to change. However, they can be made smarter, more efficient, and quicker by using a designated platform.
The inability to communicate face-to-face also fostered the popularity of alternative platforms; you’re probably very familiar with solutions such as Zoom or Microsoft Teams. However, not all methods of communication are strictly voice and video. In fact, the digital onboarding platform also acts as a means of communication.
Since most solutions include centralised file storage, they also facilitate real-time collaboration and track edits. This establishes a live communication channel through comments on documents, either laying the groundwork for future interactions or swiftly clarifying facts that are significant enough to require elucidation yet too trivial to warrant scheduling a call.
It is often discussed that the hybrid approach to onboarding lacks personalisation and that remote hires miss the opportunity to form bonds with the team. While there is a strong basis for this concern, it is not entirely justified. Hybrid onboarding can also be highly personalised and even more effective than the traditional approach. Success greatly depends on how you build and optimise the process.
Despite the effectiveness of your onboarding process, even when optimised to be hands-off, one fact remains true: the new starter is likely to feel overwhelmed on their first day. Even when digitalised, entering a new position is fraught with administrative tasks and the challenge of meeting new colleagues. While many view these as key components of onboarding, we argue that they are actually part of the preboarding process.
Start gathering documentation for your new starter from the moment they sign the contract, as this will be the first piece of documentation stored on the onboarding platform. This approach allows them a designated period prior to their official joining date to manage the administrative work, as well as providing you with time to review and approve it without feeling rushed. The preboarding process should be streamlined across the entirety of your company, as cross-departmental coordination builds a comprehensive understanding and awareness of the new hire’s work parameters. Such a strategy enables each department to be ready to provide the new starter with what they need immediately upon joining.
One of the common misconceptions regarding automated processes is that they are generic and lack a personalised approach. However, this could not be further from the truth. The issue is that many seem to misunderstand what personalisation entails—the scope includes everything from personalisation tokens to a distinct set of instructions sent to the new starter upon completing the onboarding questionnaire, based on their responses.
The onboarding automation isn’t designed only for new hires. In companies with multi-step approval processes, it can notify the relevant manager to review or approve the documentation, or to set up a one-on-one conversation with the new starter. The ways to personalise an onboarding procedure through automation are virtually endless, limited only by your creativity or technical constraints. A few other examples of automation-driven onboarding procedures include sending the new starter a contact list and brief introductions to their teammates, providing recommendations for employee resources or social groups based on new hires’ preferences, or inviting them to the first informal team event (e.g. Friday Zoom Pop Quiz).
The experience you provide for the new starter during the initial 30 days shouldn’t differ from your communication later on. Although you may reduce the handholding, it’s important that you continue to support your employees. In a hybrid workplace environment, this may be challenging as you won’t be in close physical proximity. The best way to address this is to utilise the system you’ve employed for onboarding as also an internal company channel. In this way, your new starter will already be thoroughly familiar with the platform, and their experience will remain consistent.
At Timesheet Portal, we run our internal processes using the product we sell to our clients. With that in mind, every new starter is onboarded through our system, providing them with firsthand experience of the module and its functionality. Once the process of submitting and receiving approval on documents is complete, the onboarding interface becomes the employee’s personal dashboard. Instead of having siloed platforms for managing employment-related operations down the line, the employee will return to the outlet where they had their first experience.
Here, they will be able to update or replace their documents, request holidays, and submit business expenses. Key information regarding their employment is also stored there, and each staff member will be responsible for setting their dashboard to suit their needs. For example, a contractor will require quick access to the clock in/out and timesheet modules. A department manager, on the other hand, might benefit from an instant overview of the team calendar to see who’s annual leave is upcoming.
The hybrid workplace is an approach that arose out of necessity as the restrictions imposed by a pandemic were gradually lifted. However, it has proven to be more effective than a fully remote or fully in-person work environment; therefore, it is predicted to remain popular long after the virus. Since this work model is brand new, there is still much adaptation and optimisation to be undertaken. Onboarding is one of the processes most susceptible to changes that can enhance the overall performance of your business in the long run.
By combining the in-person approach with the personalisation afforded by automation, hybrid onboarding becomes not only quicker but also more personalised and goal-oriented. When effectively utilised, these factors provide numerous advantages, including better talent retention, team alignment, and improved performance—the list goes on.
Are you prepared to elevate your onboarding process? We would be delighted to assist you.