How to choose the best employee onboarding software?

The best onboarding software you can choose create an employee-centric experience.

We created Preppio because today's HRIS solutions are not created to improve the employee experience during onboarding, and HR spends too much of their time on manual and repetitive tasks.

Your new employee onboarding software should not just be a business-centric tool to ensure that the onboarding checklist was marked off for the sake of compliance. The best employee onboarding software goal is to maximize onboarding success for the employee and improve the employee experience in the moments that matter.

Especially in the critical time before onboarding (pre-boarding) and in the early days on the job. It should nudge managers and buddies, and give HR insight into the employee journey!

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Guide to choose the best onboarding software 

Evaluate your current employee onboarding software with these 10 questions

As an HR professional, ask yourself the following 10 questions in relation to your current employee onboarding platform:

  1. Is it focused on the needs of new hires and supporting managers, or just compliance and paperwork during onboarding?
  2. Does it automate mundane and time-consuming tasks such as sending information and motivating people to do tasks?
  3. Are you mixing learning software (LMS) or your HRIS with onboarding software? Onboarding software orchestrates all parts of onboarding like tasks, information, and tools needed to get started.
  4. Is it easy to use for HR, managers, buddies, or new hires so they actually do the things you want them to, and at the right time?
  5. Does it offer an employee onboarding experience layer that helps with engagement and consistency?
  6. Is there a focus on the role of managers and buddies as an important part of onboarding?
  7. Is it focused on each department/location as well as inter-departmental work relationships?
  8. Does the current system measure onboarding success and provide insights for improvements to your onboarding process?
  9. Do your employees feel overwhelmed?  Another app is not what people want and need!
  10. Does the onboarding software take care of pre-boarding and the 6C’s framework?

Onboarding software enhances your strategic onboarding plan

An important point is that onboarding tools are only as good as the content and the process. Most onboarding software vendors are not able to help with implementing a science-based onboarding program for you.

Even with the many useful features of today’s contemporary onboarding software, they tend to come with design faults as they are not laser-focused on the entire employee onboarding experience.

employee onboarding software

Pre-boarding and early employee engagement

If the onboarding process starts in the pre-boarding phase, employees feel like part of the company early, reducing the likelihood of them losing interest in the role and the business.

Following pre-boarding, it is up to the company to manage changing engagement levels and to monitor and check-in with the new hire along the way. At all times it’s crucial that new hires are central to the onboarding process. Their experience must be a finely tuned balancing act that works for both sides. This reinforces the importance of designing the experience to accommodate the 6 C’s of onboarding.

Identifying issues with your current onboarding is a challenge if you’ve got nothing to compare it to. The above diagram, however, might give you an idea of where things are going wrong in your organization. An excellent strategic onboarding plan is planned with engagement and onboarding in mind.

Want to learn step-by-step how to choose the best employee onboarding software for your company?

Download the chapter about how to choose the best onboarding software by clicking the link below!

Guide to choose the best onboarding software 

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Employee preboarding: The missed opportunity

Employee preboarding: The missed opportunity

I spoke to a CHRO recently and she told me about their employee preboarding process in these terms: “We don’t want to get the fish on land just to leave it there for dead. That is how I feel about our employee preboarding process like it is today”.

Overoptimizing the hiring process and underoptimizing the preboarding process? 

Recruiters often sell the job to the candidates and they feel highly valued and engaged after they have signed the contract, only to feel like a commodity after contracts are signed because there was a lack of communication and follow-up.

This over-optimization is also shown in another statistic you can check in your own company; how many talent acquisition/recruiters work for every employee experience and people operations at your company? Just like it does not make sense to only have salespeople and without a customer team, it does not make sense to just get people in without ensuring that they are set up for success. In sales language, it leads to customer churn, in people operation/human capital terms it leads to employee turnover.

If employees do not feel that their expectations meet reality, they are likely to lose interest quickly. When surveyed, 61% of new hires state that they do not think their new job lives up to their expectations and feel cheated.  1

When your company has invested so much in hiring a new employee, it only makes sense to not leave them feeling like dead fish after contracts are signed.

However, it’s strange that so few companies stand out from the crowd and invest more in the employee preboarding experience.

Take the employee perspective

In the period leading up to the first day, it’s natural for employees to be a little anxious and nervous, perhaps even a little doubtful. Same as the first day of school. Everyone wants to feel like they’re joining a workplace that supports them and a company that looks forward to supporting them.

As part of these pre-first day jitters, employees create their own set of expectations for the new role. They might search online to learn about the company’s staff and perhaps even make contact with future colleagues. The days and weeks leading up to the first day is powerful. It’s a time when we forge ideas about how the new job will be and try to keep our nerves under control as we wonder how we’ll perform and fit in.

Scared Kumail Nanjiani GIF by Team Coco

Will they meet people that might become their friends? What will the career opportunities be like? What we don’t know are the untold stories about bad past work experiences, such as a difficult or ineffective manager or a dysfunctional culture that, troublingly, could also play out as a source of mild or more severe trauma.

But what if there is not a good preboarding experience before day one? It follows that any negative feelings might be dialed right up, leaving the positive ones lagging behind. This begs the question – why not control this and give employees what they crave?

Reduce no show rates with personalized automation

One of our clients in the airline industry struggled with employees signing a contract but never showing up for day one. They reduced the number of employee no-shows by 75% with the following change in the process; After conducting surveys, the airline business in question realized that while they had a highly sophisticated system of automating communication, tasks, and training to the new hires, they’d forgotten about the employee experience. Their process did not drive engagement and connection in the preboarding stage as it was too focused on the tasks.

In response, they changed the onboarding process slightly by automating two messages instructing HR or hiring managers to call the new hire to congratulate them on their new job and ask if they had any questions. This new practice created a sense of belonging to the company and made it real that there is actually a human being, perhaps even a team, waiting for the new hire’s arrival. This is a great example of automation in the Preppio solution to humanize the onboarding experience.

Other clients we work with have reduced no-show rates by asking new hires to add teammates on LinkedIn, listen to a podcast about the culture in the company (A CEO podcast episode is a good idea), or get a call from a buddy.

Test Preppio’s preboarding software on your phone:



It takes a village 

The whole company needs to adopt an onboarding mindset and preboarding is a critical component. The company should not let the excitement and enthusiasm and energy of all new hires go to waste. Creating perceptions and building actions to demonstrate that the company genuinely cares about a new hire starting requires some effort from the business’ internal stakeholders. This is not a mindset that pats managers on the back for checking off boxes. Rather, it’s a mindset that facilitates employee success by using tools to make it easy for all stakeholders to be onboarding champions.

The organization’s focus on its success, story, plans, and mission are great things to communicate, but even better is creating an onboarding experience that allows the new hire to be the hero of the story. In other words, the importance of ‘You’ in order for ‘Us’ to reach our mission!

The fact that “You were carefully selected from the vast numbers of people applying for the job, because of the fact that we believe you can help us” – is exactly how to speak to people that join. The first days should be about giving new hires confidence, connection, clarification, culture – not information overload.

In a research paper by Talya Bauer, our very own Chief Scientific Officer, competitive advantage was seen to strengthen in those organizations that capitalize on their talents. Talya found in one study that organizations judged to be the best onboarders have a retention rate of as high as 91 percent after the first year of employment compared to just 30 percent for the organizations assessed as the worst onboarders. Similarly, new hires who had good onboarding experiences achieved results of 71 percent for hires in the first year compared to only 17 percent for the poorest onboarders. 2

 

Aberdeen Group survey 2013

Preboarding checklists VS preboarding software?

 

Busy managers often forget to do the tasks on the checklist or things fall between the cracks. If managers and people operation teams do not have a system of checks and balances in place to ensure that critical things like ordering the equipment or setting up the desk are done in time, it will lead to bad results. It would be strange to not give the customer success department a CRM tool to ensure customers get a good onboarding experience, the same should apply for employee pre- and onboarding!

Check Checkmark GIF by MOST EXPENSIVEST

Do you have an onboarding system in place that makes sure your new hires feel cared for and set up for success when they arrive on day one? If you still are a bad HRIS onboarding module, spreadsheets, e-mails, or have a checklist that you hope people follow, you should consider using Preppio’s research-backed onboarding software. It is like a CRM for your people operation teams that go beyond the checklist and create a personalized WOW experience for new hires while making the job of being a hiring manager easier!

Test Preppio’s preboarding software on your phone:




Top 6 Employee Onboarding Challenges

Top 6 employee onboarding challenges to help you identify your company’s roadblocks when designing your new employee onboarding process!

Onboarding challenges are not just getting the paperwork, new hire orientation, and employee training - but the A-Z of employee experience from the contract is signed and the first 3-12 months in the new job. 

Challenge #1: Low Investment in employee onboarding

Onboarding is becoming a strategic growth area. This is particularly the case in companies that need to attract and retain top talent, with a high level of maturity, where HR’s focus is shifting from compliance to experience. The companies that will benefit over time are those that are open to the broad and beneficial outcomes that deeply considered recruiting solutions offer. This strategic approach reinforces that onboarding is an investment that can solve many of the people challenges that come later in the employee journey. 

Challenge #2: Haphazard onboarding and managers failing to give a great experience

The onboarding process is usually left to local managers to handle. Some give new hires a WOW experience, others can fall embarrassingly and drastically short. Unsurprisingly, it’s easier for HR to create a new and consistent onboarding process than to rely on managers, who often end up being none other than a headache for HR. Managers are busy and are rarely trained to give new hires the positive employee onboarding experience they need, to kick-start early employee engagement that in turn will drive a sustainable career with your company. How can you expect to get a good company culture, when the employee's first days and weeks are not optimized by the manager to create the right habits? Preppio’s science-backed, automated onboarding software takes the guess-work out achieving employee success and company profitability.

Are you looking to your human resources or your technological resources to resolve this employee onboarding issue?

 

Employee Onboarding Checklist

What experience do you offer your new hires in their first 90 days? Take a look at Talya Bauer PhD.'s Onboarding Checklist to see if you have covered the basics.


 

Challenge #3: Disconnect between hiring and onboarding processes

Talent acquisition is a key function in business and has always had our full attention. It follows that companies invest considerable time and resources in the selection and recruiting process, which is a stark comparison to the new hire’s first weeks and months in the job often. This disconnect is an issue if we acknowledge that employees make up their minds about liking a new job and move into the post-evaluation process as early as the day they sign an agreement with you. We can categorically conclude is that onboarding matters


What experience do you offer your new hires in their first 90 days? Take a look at Talya Bauer PhD. employee onboarding checklist to see if you have covered the basics.

Challenge #4: Lack of employee engagement

If there is one word that comes up time and time again, it’s engagement. It’s a quality that has a far-reaching impact on new hires and those responsible for implementing the onboarding process. Low engagement leads to low productivity, HR and operations inconsistency, poor connection with peers, and challenging workplace relationships on the job. When we consider that 70% of an employee’s experience is related to their direct manager, we can see why it’s important to recognize their role in this process, and that educating, coaching, and supporting managers is key if we are to build positive and lasting relationships amongst team members. Only then will we see and feel real change. 

Are your managers driving new hire engagement, and how? 

Challenge #5: On-the job-training of frontline employees is unsatisfactory

Onboarding high volumes of knowledge-workers and frontline workers is a real-world challenge in corporations the world over. This applies to any customer-facing brand - think national retail franchises, utilities, telecoms, and infrastructure companies. HR can create a great onboarding process, but because they simply do not have the time and resources to provide the experience that new employees expect and deserve. The outcome is not only a worrying variation in results but one leaving local managers to do the work and finding themselves without the time and knowledge needed to give a great and consistent experience to all. 

As a manager, how are you ensuring that your entire staff is up to speed?

Challenge # 6: The orchestration between stakeholders often fails 

Identifying who is involved in each employee’s day-to-day, who their reports are, and who should be pulled into the ecosystem of communication requires asking the right questions and understanding the responsibilities of individual employees. Communication channels must be integrated, enhancing consistency and keeping everyone on the same page. Identifying key team players and their responsibilities in the employee onboarding process can be facilitated with ease using onboarding software. That way all new hires are appropriately supported, getting to work with higher productivity levels, while managers are freed up to get their jobs done too.

Do you know who your stakeholders are and do you have a system that ensures that things do not fall between the cracks? 

 

Employee Onboarding Checklist

What experience do you offer your new hires in their first 90 days? Take a look at Talya Bauer PhD.'s Onboarding Checklist to see if you have covered the basics.