ServiceNow: Making the Employee Onboarding Process Simple & Better!

Employee onboarding is a critical process that plays a vital role in the success of any organization, particularly in the enterprise sector.?

Onboarding is the process of:?

• Integrate new employees into the company culture?
• Provide necessary knowledge, tools, and resources for effective jobs performance
• Establish the foundation for a long-lasting & productive employee-organization relationship.

In the enterprise sector, onboarding is particularly crucial as new hires are often joining a large and complex organization with multiple departments and business units.?

Effective onboarding can help new employees:?

• Navigate the complexities of the enterprise environment?
• Develop a clear understanding of their roles and responsibilities
• Feel more connected to the company culture and team?
• Improve their overall job satisfaction
• Increase the likelihood of long-term retention

In this blog, we will explore employee onboarding problems as well as the simplified process flow with ServiceNow. The Now platform will benefit you and your organization with an easy-to-use and customizable portal so all the new hires can learn it without hassle.?

So, without any further ado, let’s start this blog with the challenges that enterprise employee onboarding may experience.?

Challenges with Traditional Enterprise Employee Onboarding!

Traditional enterprise employee onboarding methods often involve a one-size-fits-all approach that can result in several challenges. Some of the most common challenges with traditional enterprise employee onboarding are as follows:

1. Lengthy and time-consuming processes frustrate new employees. It can lead to a lack of engagement, and the new hire may not retain all the information provided during the process.
2. Do not take the unique needs and preferences of each employee into account, leading to a lack of personalization, new employees feeling disconnected from the company culture and not fully understanding their job role.
3. Do not provide enough opportunities for new employees to interact with key stakeholders, such as managers, coworkers, and clients. It can lead to a lack of understanding of the company's culture, values, and objectives.
4. Do not provide adequate training to new employees, leading to a lack of knowledge about job responsibilities, company policies, and procedures. It can result in poor job performance and negative impacts on the employee's overall experience.
5. Failure to provide a follow-up plan to ensure new employees integrate successfully into the organization. It can lead to new employees feeling unsupported, isolated, and ultimately leaving the company.

These challenges can negatively impact the onboarding process and the long-term success of the employee within the organization. Therefore, it is crucial for organizations to identify and address these challenges. ServiceNow can be a helpful platform to ease and simplify the complete onboarding process, avoiding all the challenges.?

Simplified ServiceNow Onboarding Process Flow

ServiceNow has various features that can be helpful in the easy and more seamless onboarding of employees. The complete process includes the steps shared below.?

Pre-boarding Stage - Onboarding Preparation

An offered job and acceptance by the candidate begin the onboarding process. The recruiter has to be involved in this process until all parties agree on the salary, start date, and other details. In this stage, the HR department prepares all the necessary documents and data the new hire will need during onboarding. It includes?

• Send out welcome emails & welcome packets - in digital form using ServiceNow.
• Collect information about the new hire.
• Share Company Benefits and Policies on privacy, data protection, health and safety discrimination, harassment, and more - get acknowledgment on the Now Platform.
• Assign tasks and activities to different stakeholders involved in this process of ServiceNow Employee Onboarding

HRs handle all the materials required for employee payroll and compliance purposes and share with them the finance and legal teams via the Now platform.?

Get e-signatures on all the documents, such as W-2 for the IRS, proof of citizenship status, non-compete & non-disclosure agreements, etc., within the platform.?

Managers can create a proper workspace on the platform for the new employee as well as request computer assets and other basic equipment. Also, share the network access credentials with the new joiner.?

Day 1 Activities

Everyone just wants the new employee to settle down and take the pressure off on day one. It starts with meeting new co-workers and getting situated in a workspace. Other things that include in the day one activity are as follows:

• Setting up office computer
• Logging in to software and communications platforms with the username and password.
• Accessing the company email account.

All this is made easy with the Now platform carried out on the first day of the new hire's employment. You have already requested a company email Id, a new computer, and a computer set-up request for a new joiner. This way, the complete onboarding process becomes seamless for both the employee and employers.?

The First Week

The first week can be a good time to free up new hires. It can start with an orientation that many organizations keep every week on Monday. In this stage, the new hire is?

• Introduce the company culture, policies, and procedures.?
• Provided with information about their role, responsibilities, and performance expectations.?
• Suggesting them a health care plan to select
• Enroll for a corporate credit card or smartphone plan

You can engage the new hires in more stimulating aspects of roles more quickly and effectively. It can be done through an online orientation session with Gmeet, MS Team, or any other business communication platform integrated into ServiceNow.?

The First Month

In the first month of onboarding, managers suggest training and practice that can help the new hire in learning new technologies. So, the new joiner undergoes training to acquire the skills and knowledge necessary for their job. It can include?

• Job-specific training
• Compliance training?
• General skills training
• Reskilling opportunities
• Stage social events
• Onboarding experience survey
• Shadow an experienced employee

So, they can get a chance to shadow an experienced employee in the same or similar role to observe how they perform their duties. It helps the new hire to gain a better understanding of their role and responsibilities.

Managers can simply add these training and shadow period tasks in the new hire’s Now platform. This way, the new employee will know their daily tasks, and the manager will be able to keep track of every step. New joiners can raise issues and requests if they have doubts or problems.?

3rd Month

You can make the employee onboarding at your company by taking care of the complete procedure till 1 year completes. It includes:?

• Offer additional professional development opportunities
• Continued employee surveys
• Social engagements
• Undergo a performance review
• Provide ongoing support

So, assessing the new hire’s progress and providing feedback on their implementation is essential. Their manager or supervisor can conduct this review. Also, you can provide ongoing support to the new hire to ensure their success in their role. It can include mentorship, coaching, and access to resources such as training materials and job aids. Managers, employees, and various stakeholders involved in the process can efficiently create, monitor, and provide reviews or other help via the Now platform.??

Benefits of Enterprise Onboarding with ServiceNow

Enterprise onboarding with ServiceNow offers various benefits that help organizations streamline their onboarding processes and improve employee engagement. Here are some examples of how ServiceNow can enhance the onboarding experience:

1. Enhance efficiency with digital processes: ServiceNow provides a centralized platform for managing the onboarding process, from collecting information about new hires to assigning tasks to various departments. With digital workflows and automation, organizations can reduce the time and effort required to onboard new employees.?

• For example, ServiceNow can automate the process of setting up a new employee's email account, creating their user account, and provisioning access to relevant systems and applications.

2. Improve security with digital identity verification: ServiceNow offers a secure identity verification process that enables organizations to authenticate the identity of new hires. It helps to prevent identity theft and fraud during the onboarding process.?

• For example, ServiceNow can integrate with identity verification services like Okta or Microsoft Azure Active Directory to ensure that new hires are who they claim to be.

3. Enable remote onboarding with Digitization: ServiceNow allows organizations to onboard employees remotely, making it easier for organizations to hire talent from anywhere in the world. With digital tools like video conferencing, organizations can conduct virtual onboarding sessions and deliver training materials to new hires.?

• For example, ServiceNow can provide remote employees access to onboarding materials and training videos via its digital platform.

4. Learning and onboarding at Employee's own pace: ServiceNow enables new hires to complete the onboarding process at their own pace. With digital tools like interactive training modules and self-paced courses, employees can learn about company policies, procedures, and culture independently.?

• For example, ServiceNow can provide new hires access to a digital library of training materials they can access at any time.

5. Better Personalization and Engagement with Digital Onboarding: ServiceNow allows organizations to create a personalized onboarding experience for new hires. With digital tools like customized welcome messages and personalized training programs, organizations can create a welcoming and engaging onboarding experience.?

• For example, ServiceNow can deliver personalized training materials based on the Employee's role and department, providing them with the information they need to be successful in their new role.

In summary, ServiceNow offers several benefits to organizations that want to streamline their onboarding process and improve employee engagement. With digital workflows and automation, organizations can enhance efficiency, improve security, and enable remote onboarding. Additionally, digital tools like interactive training modules and personalized training programs can help new hires learn at their own pace and create a more engaging onboarding experience.

Contact our Aelum Consulting services today to implement, optimize, train, support, or provide various services related to ServiceNow. We have experts who can help you make the most out of your Now platform without hassle. You can get help with complete HRSD procedures for different industries.