Digital onboarding refers to the process of bringing new employees onboard and getting them settled into their new roles using digital tools and platforms.
It encompasses everything from pre-boarding tasks like digitally signing paperwork, to completing training modules online, to leveraging collaboration tools to connect with new team members.
Definitions:
- Digital onboarding – The use of digital tools and platforms to facilitate the onboarding process for new hires. This may include HR platforms, collaboration tools, learning management systems, and more.
- Pre-boarding – The tasks and paperwork new hires complete digitally prior to their first day on the job. This is done to speed up Day 1 logistics.
- Onboarding portal – A centralized online hub that provides access to all the resources, information, and tools a new hire needs to get up and running.
Background on Digital Onboarding
Digital onboarding has become increasingly popular in corporate environments for several reasons:
- Remote/hybrid work – With more employees working remotely, digital onboarding provides a way to onboard new hires seamlessly regardless of location.
- Speed and efficiency – Automating repetitive tasks like paperwork through digital tools accelerates the onboarding process.
- Consistency – Digital content and resources ensure every new hire receives the same onboarding experience.
- Cost savings – Digital onboarding reduces the need for printed materials and in-person training sessions.
- Data and analytics – Digital tools provide data and insights into the onboarding process to identify areas for improvement.
Types of Digital Onboarding
There are a few common types of digital onboarding:
- Pre-boarding – As mentioned above, this refers to the digital paperwork and logistics new hires complete prior to Day 1.
- Onboarding portals – These centralized hubs provide access to tools, resources, training, and more in one place.
- Virtual onboarding – This provides the interpersonal connections of traditional onboarding through digital mediums like video conferencing.
- Digital training – Interactive online training modules that replace in-person training sessions.
- Collaboration tools – Tools like Slack, Microsoft Teams, and Workplace by Facebook facilitate connections between new hires and existing team members.
The Value of Digital Onboarding
There are many benefits companies can gain from implementing digital onboarding:
- Improved new hire experience – Digital onboarding provides an efficient, consistent, and engaging experience.
- Faster ramp up – By digitizing repetitive tasks, new hires can focus on substantive work sooner.
- Enhanced engagement – Digital tools facilitate connections between new hires and team members.
- Data-driven insights – Analytics provide visibility into the onboarding process to drive optimization.
- Cost and time savings – Digital onboarding reduces the need for printed materials and in-person training.
- Flexibility – Onboarding can be done remotely, allowing for a distributed workforce.
- Sustainability – The paperless process has environmental benefits.
Challenges with Digital Onboarding
However, there are some potential challenges to consider:
- Learning curve – New hires and hiring managers may need training on new digital tools.
- Technology issues – Glitches with tools or internet connectivity can cause frustrations.
- Impersonal – Heavy reliance on digital leaves less room for interpersonal connections.
- Information overload – Too many tools and resources can overwhelm new hires.
- Data security – Sensitive employee information on digital platforms raises security risks.
5 Ways to Use Digital Onboarding
Here are 5 impactful ways companies can leverage digital tools for onboarding:
- Create a centralized onboarding portal for access to tools, resources, and training.
- Digitize paperwork with e-signature tools to eliminate printing and mailing.
- Schedule 1:1 video calls for new hires to meet their manager, mentor, and direct team.
- Develop engaging, interactive online training modules on company culture and core skills.
- Set up collaboration tools like Slack or Teams for new hires to connect with coworkers.
Opportunities with Digital Onboarding
Digital onboarding opens up many opportunities to improve the employee experience, including:
- Gamification – Incorporating games and rewards into online training.
- Chatbots – Using AI-powered chatbots to answer common new hire questions.
- Pulse surveys – Regular digital surveys to gather new hire feedback.
- Analytics – Leveraging data and insights to refine and enhance onboarding.
- Mobile optimization – Ensuring the onboarding portal and tools are mobile-friendly.
5 Steps to Get Started with Digital Onboarding
Follow these 5 steps to implement a successful digital onboarding program:
- Assemble an onboarding task force with stakeholders from HR, IT, and business units.
- Identify pain points in your current onboarding process that could be alleviated through digital tools.
- Select platforms and tools that align with your needs, team collaboration preferences, and budget.
- Develop digital content and training materials tailored to your organizational culture and priorities.
- Communicate changes to hiring managers and new hires and train them on new technology.
Conclusion
Implementing digital onboarding tools enables organizations to provide consistent, engaging, and efficient onboarding experiences at scale across distributed workforces.
While balancing personal connections and technology limitations, digital platforms allow data-driven insights to enhance the employee journey.
With careful planning and change management, companies can leverage digital onboarding to accelerate new hire ramp up and boost engagement, productivity, and retention.
