The process of onboarding new employees is a great opportunity for organizations to create a positive and impressive user experience for the employee. And as the well-known saying goes, you never get a second chance to make a first impression.
Since the experience of onboarding a new employee to an organization is usually accompanied by piles of forms that the new employee is required to fill out, which creates no small amount of hassle for them, what better way is there than to onboard him/her into the organization using an innovative system of digital forms that can be filled and signed conveniently – both on a computer and on a smartphone?
DEX – DIGITAL EMPLOYEE EXPERIENCE – Designing the Employee Experience
Anyone involved today in the worlds of service, marketing, and sales already knows that CX is CUSTOMER EXPERIENCE, and UX is USER EXPERIENCE, but the new buzz in the world of human resources management today is DEX – designing the employee experience using digital tools. While much emphasis in recent years has been placed on CX, the customer experience, more and more organizations are realizing that designing the employee experience is just as essential, and in many cases even more so. A positive employee experience reflects on the service customers receive, while a negative employee experience reflects negatively on the organization’s image – both among employees and customers.
I am not talking about employee experience in terms of welfare, conditions, refreshments, etc. – but about the aspect of communication between the employee and the various departments in the organization, and especially with the HR department.
Don’t ask the new employee to fill out forms. Create an experience!
Anyone engaged in human resources management knows that forms and documents play a central role in HR processes, and surprisingly, despite the digital transformation processes we have witnessed in recent years, many companies today still use manual HR processes that include paper forms and closed PDF and WORD documents. This not only creates a waste of resources and reduces productivity, but also leads to frustration and negative experiences for the organization’s employees.
A library of smart digital forms for every process
With Consist’s PB Digital solution, HR departments can now build kits, or libraries, of digital HR forms specifically tailored to processes in their organization. The forms are designed according to the organization’s branding in a uniform way and allow the HR department to achieve standardization of all forms and documents sent to employees – employee details form, form 101, bank account details form, health declaration, regulations, and more. The smart forms combine advanced logic and validations and also allow employees to easily attach documents such as a photocopy of an ID card, and more. The dynamic fields in the forms are linked to the organization’s core systems, allowing the department to produce, distribute, and manage with unprecedented efficiency all organizational processes involving forms.
Automation of HR processes through smart digital forms
Carrying out HR processes through digital forms and documents also helps reduce the burden of manual tasks from the HR staff. Automating the processes through a digital WORKFLOW ensures that processes flow efficiently, without any staff member needing to waste valuable time to push them forward. Take for example a case where an HR employee wants to initiate a process and creates a document that needs to be filled out and sent for managerial approvals. Without automation, that employee would need to invest considerable time to advance the process. However, when the process is carried out using smart digital forms, the creation of the document is done quickly and efficiently using the templates stored in the system, all dynamic fields are automatically filled with information from the organization’s core systems, and the document is sent for digital completion and signing by employees and managers – to their personal computer, smartphone, and tablet automatically, conveniently, and efficiently. Such a process saves valuable time, significantly improves productivity, and also creates an optimal employee experience.
In conclusion:
Implementing a solution for digital forms and documents in the HR department (as well as in other departments of the organization) allows many processes to become automated and faster than ever, which dramatically streamlines organizational processes, and no less importantly, improves the employee experience. This solution enables company employees to stop wasting time on manual tasks and focus their time and energy on other essential tasks.
