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The best onboarding tool stack to nail your new hire experience

The best onboarding tool stack to nail your new hire experience

The best onboarding tools to nail your new hire experience

When it comes to your company’s onboarding processes, it’s vital to get things right from the start and give your new hires the best employee experience possible. These days, most HR teams know they can’t do this alone – managers and teams like IT have to chip in, too. But with the right onboarding tools, your job gets a lot easier.

There are three categories we use to group onboarding tools: 

  1. Building the foundation
  2. Ongoing work behind the scenes
  3. Continuous employee touchpoints

Let’s run through each category and discuss why they’re important and which tools you may want to check out.

1) The foundation

The first step in nailing the new hire experience is building a solid foundation.

What it includes: HRIS & payroll. An HRIS, or Human Resource Information System, “provides features that support the HR department in a wide range of tasks, from finding and hiring employees to managing the organization at large.”

Why it matters: Building a solid foundation for your new hires is crucial to ensure the rest of the onboarding process – and their experience as an employee – will be positive. Using tools like an HRIS will provide a single source of truth for all employee information, while a payroll tool can ensure employees get paid without any issues.

What to look out for: When looking for tools in this bucket, consider the following questions:

  • Does the tool integrate with your other systems, i.e. send/receive data?
  • Is it in line with local labor laws where you have employees?
  • Will it be easy to use for managers and employees (if applicable)?
  • How does reporting work within the tool?

Recommended tools: As you build the foundation of your onboarding processes, here are a few tools to consider implementing:

  • Bob by Hi Bob – A cloud-based HR management solution that helps companies streamline their HR processes and engage top talent.
  • BambooHR – A cloud-based, personalized HRIS system for growing companies to manage essential employee information.
  • Personio – HR Software for SMEs with automated processes, integrations, and data-driven insights.
  • Humaans – HRIS employee management software to streamline HR processes and automate administrative work.
  • Namely – An HR solution that enables mid-sized companies to manage their people at every step of the employee lifecycle.
  • Workday for HR –  A cloud-based human resource management solution that assists businesses with workforce planning, analysis, and execution.

2) Working behind the scenes

Once you have the foundation set up, it’s time to consider which onboarding tools your HR team will implement to continuously work behind the scenes as new hires settle into their roles. (Keep in mind here that we don’t want to overwhelm employees with too many systems.)

What it includes: This bucket of tools can include onboarding project & tasks management, communication, forms, signatures, compliance, orders, cross-team collaboration, and more.

Why it matters: Implementing tools in this group can help your HR team stay on top of onboarding tasks, involve internal and external stakeholders at the right times, create accountability, prioritize the most important tasks, and ensure compliance.

What to look out for: When looking for tools in this bucket, consider whether they will be easy to use for non-HR users (e.g. managers & employees) and whether they are actually necessary, as it’s important to avoid tool overload.

Recommended tools: As you set up tools to work behind the scenes of your onboarding processes, here are a few to consider implementing:

  • Back – With Back, your team tracks and manages conversations and requests in one place. To ensure a consistent experience, you can also orchestrate tasks across teams and systems with automated onboarding workflows.
  • Notion – An all-in-one workspace where team members can write, plan, collaborate, and get organized. The tool allows you to take notes, add tasks, manage projects & more. HR teams often create their company wiki and onboarding guides in Notion.
  • Asana – A project management platform designed to help teams organize, track, and manage their work. 
  • Docusign – A suite of applications and integrations for automating and connecting the entire agreement process.

3) Employee touchpoints

Finally, it’s time to proactively ensure that any time an employee looks for an answer or seeks help, the experience is streamlined and simple.

What it includes: Tools in this bucket might include emails, instant messaging, or other team and/or company channels.

Why it matters: This set of tools is crucial because it’s what employees remember you by. When they look back at their employee experience, this is what it will look like.

What to look out for: When you look for tools in this bucket, the most important trait is whether they integrate with other systems. This allows you to personalize the tool, keep data in sync, and more.

Recommended tools: 

  • Back – While helpful for the “working behind the scenes” bucket, Back also comes in handy for employee touchpoints. Back gives employees instant self-serve access to your policies and how-tos via Slack, Microsoft Teams, or Google Chat. Plus, they can always see the status of their HR requests without logging into a separate HR service portal.
  • Donut – Help your team build connections with their peers with this AI-driven Slack integration. The tool helps employees “connect serendipitously for virtual coffee, peer learning, DEI discussions, and more.”
  • Loom – A helpful tool for hybrid or fully remote teams. It allows you to record and share video messages of your screen, cam, or both – a faster, more personal alternative to typing an email or meeting live.

Optimizing your HR with onboarding tools

We hope these lists help your HR team build the best onboarding tool stack to nail the new hire experience. Every company is different, so be sure to consider which tools will provide the most value to your team without overwhelming employees with too many systems.

Did we miss any great onboarding tools for HR teams? let us know in the comments so we can complete our list.

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