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The 5 Benefits of Electronic Onboarding

The 5 Benefits of Electronic Onboarding

I love waking up early in the morning. It gives me time to work out, make my coffee, and prepare for the day ahead. But, I usually wind up sleeping through my alarms and grabbing an overpriced iced coffee on the way to the office. 

The change I need to make isn’t complicated. So what’s holding me back? Nothing. I’m accustomed to doing it this way every day, even though I know that forcing myself to wake up and break the habit would make me infinitely happier. 

We see this same problem in back offices. Because businesses have been doing the same thing for years, they see no reason to change it, even if it’s hindering their growth. This is especially true when it comes to onboarding a new employee. 

A 2017 survey by Gallup revealed that 88% of employees thought their employer did a poor job with the onboarding process. 

At Whirks, we know that being open to change will benefit you, your company, and your team.

If you’re reading this article, you may be curious about electronic onboarding. It sounds great – but is it worth it? Does it fit your current needs as a business?

Let’s go through the five reasons it can help you and your team get one step better every day – and if it’s a feature that makes sense to buy.

First off, what is electronic onboarding? 

Paperless electronic onboarding allows new hires to enter information directly into your HR platform. This helps you avoid manually entering data, collecting unnecessary paperwork, and spending too much time filling out forms on a new hire’s first day. 

Everyone in the hiring chain, from new hires to managers to HR departments, will appreciate this onboarding innovation’s efficiency, accuracy, and flexibility

All new hire and current employee documents live in one system, which allows you to stay organized, compliant, and even eco-friendly. 

1. First Impression

In today’s job market, attracting the right candidate is only half the battle. Making a great first impression is essential to ensuring that your candidates feel like they are making the right decision. 

Electronic onboarding is the perfect tool for creating a lasting first impression. Instead of requiring your new hire to fill out paperwork, you can send them a link, and they will be fully onboarded into your system in a matter of minutes. 

Our new generation expects a work environment to be tech-savvy and favor their strengths. Electronic onboarding might seem like a daunting change, but it could be what sets you apart from everyone else in the market.

2. Reduce Error

If you run a business, you have specific fears that not everyone on your team understands. For example, if you aren’t compliant, your business may not survive an audit from the Department of Labor. 

Be proactive and reduce errors by implementing electronic onboarding. Filling out paperwork and manually entering data opens up the possibility (and probability) for mistakes – no matter how meticulous you are. 

Electronic onboarding is a safety net and ensures you are capturing the data you need. 

Not to mention it is impossible to read some of the handwriting that is out there – it saves you time from wondering, “Is that a Q, or an O?”

3. Centralized Data Bank

Migration is an intimidating word. If you stare at it long enough, it will convince you that no software is worth the trouble. 

But once the migration is over, you’ll never have to do it again. Any information from a former or current employee is stored in the cloud. You’ll save hours digging and searching through the paperwork. 

Plus, you can get rid of dusty old file cabinets and replace them with a Fiddle Leaf Fig (or an Air plant if you have the opposite of a green thumb). 

4. Cut Cost 

Add up the money you spend on paper, ink, cabinets, storage, and payroll hours – what number did you get? Is it hundreds, thousands, or even tens of thousands of dollars? 

Businesses with 20 or more employees typically spend upwards of $2,000 in office supplies annually and over $20,000 in 10 years. 

Electronic onboarding is usually $1 per employee per month. So the same office spending $2,000 annually is now paying $240 a year and significantly cutting the office supply budget.

5. Enhanced Security 

Employee files that are disorganized and scattered around the office put a giant target on your company’s back. 

Storing these files in encrypted software provides an extra layer of security for you and your team. It also captures all of the I-9 data required by the Department of Labor. Approved team members (like your manager) can only access this information.  

Conclusion

You have to understand your business needs before deciding about switching payroll providers or adding on services. 

At Whirks, we’ve seen the benefits of electronic onboarding firsthand as we have implemented this process in our own office. Before even starting my first day at Whirks, it took me 10 minutes to fill out my paperwork, set up direct deposit, and review the company handbook. 

On my first day in the office, I walked in and had time to set up my desk, start training, and leave for lunch with my new team – which is way more enjoyable than sitting alone, filling out paperwork, and then wondering what to do next. 

Electronic onboarding may not be a feature you need right now, though. If you’re a growing business or a start-up, you probably don’t need this extra feature for your team.

Businesses who want to streamline their hiring process will save time and money, allowing them to declutter their office and keep sensitive information secure. 

Onboarding is a great feature for attracting a new hire, but what other factors are important? Check out the 4 Ingredients for Finding the Right Candidate. 

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Gia Rolen

I'm passionate about helping small businesses understand how awesome outsourcing your payroll and HCM systems can be.