How much does the onboarding of a new employee cost in your company

How much does the onboarding of a new employee cost in your company?

Preparing documents, introducing the company, preparing training, computers and mobile devices, these are just some of the processes that must be carried out every time a new employee is hired.

Depending on the company’s specifics, scope, internal culture, company policies, some, most or even all of these processes can be automated, saving hundreds or even thousands of man-hours per year that the employees involved could spend on things that cannot be robotized and require full human expertise. involvement.
How to optimize costs and make it more efficient to introduce new employees to the company using IT technologies? There are many options and I will describe some of them in this article.

– Familiarization of employees with the company’s policy, standards, procedures, rules, structure, colleagues with whom they will have to cooperate can be done using the company’s internal network (intranet). If the company has purchased Office 365 licenses that include Sharepoint, then one of the options is to create a company intranet based on SharePoint. We often come across a situation where the company has purchased Office 365 licenses, but not all Office 365 options are fully used, but only a part of them (usually Word, Excel, Outlook).

– One of the main tools that companies use in their daily work after digital transformation is Microsoft Teams, which is included in most Microsoft Office 365 license plans. Microsoft Teams is also available separately and can be downloaded for free. Microsoft Teams can be used for project management, organizing meetings, creating discussions, creating working groups, etc.

The new employee can log in with his Office 365 access (if the company has single sign-on, then with the same access that is used to sign in on the work computer and other devices) and familiarize himself with the company’s rules, procedures, policies and confirm on the portal that he is familiar with this information. Also, the system can display profiles and contacts of colleagues with whom the new employee will have to work.

For example, a marketing assistant can have a list of outsourcers who provide advertising material design, printing, etc., with all descriptions, contact lists with all marketing department colleagues, contacts with colleagues from other departments, for example, an IT department specialist who can to get support in IT matters, a link to the Helpdesk application registration place on the portal, etc. In this way, ensuring that the employee will have all the information conveniently available on the company’s intranet, in his profile, where he can sign in at any time when he needs it from his work computer or other devices that are allowed to be used to connect to the intranet.

– Training materials, videos, documents, libraries, recommended literature, laws and regulations related to the work tasks to be performed by the specific employee can be placed on the company’s intranet or on the training portal, which may have been created on the basis of SharePoint. It is also possible to evaluate employees through the portal, employees perform tests on the portal, regardless of which branch of the company the employee is in, and the results are received and monitored by the responsible person (manager, personnel manager or training manager or other) in one place – the portal. Microsoft Forms and Microsoft Stream can also be used for tests and surveys.

-In such an internal company portal based on SharePoint, you can also perform, for example, 360-degree evaluation of employees, when employees and managers submit their evaluations about themselves and colleagues through the portal, in this way they can do it at a time and place convenient for them, and from the device they prefer (be it a mobile phone, or a tablet, or a computer).

– Today, employees often use not only the computer at the workplace, but also mobile phones and tablets for work. This creates additional work for the IT department to install security settings, install applications, assign rights and policies to users on additional devices. Some users, if permitted by company policy, also use their personal devices for work purposes, which may create additional risks for information security.

– To more conveniently and effectively manage all user devices, including mobile phones, a tool such as Microsoft Intune can be used. Microsoft Intune allows you to manage mobile applications, set access policies for users, which will be fulfilled depending on the created conditions, for example, depending on the user’s device type, location or the application accessed by the user. In this way, applications that contain particularly sensitive company data (eg customer data, financial data) can be protected. All this can be done in one place, where you can manage user access to company resources from different devices, it can save you many hours of long and painstaking work setting up security settings for each device and application separately. Until the company has a new employee or an existing employee starts using a new device, it can be easily managed using Microsoft Intune.

There are many different tools and options for optimizing processes in the company. For example, a solution based on Microsoft Identity Manager and Azure Active Directory Premium, which allows automating processes related to managing new and existing users’ access to company resources. In this way, the time and resources of different departments of the company that are wasted when a new employee is hired are saved.

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