Have you heard the saying; “You only get one chance to make a first impression?” Well, this does not only apply to humans, but it also applies to businesses too. According to research done by Zippia, organizations with a strong onboarding process increase new hire retention by 82% and improve productivity by 70%. Learn ways you can enhance the onboarding experience for new hires using payroll and HR software.
Distribute Critical Onboarding Documentation
Gathering employment documentation is a critical portion of the onboarding process, and it is important that HR managers deliver the required documents and collect employee signatures. To maintain compliance, employers must collect a few legal forms.
The W-4 is an IRS tax form that is collected by the employer to determine the appropriate taxes to withhold from an employee’s paycheck. After employees complete the initial form during onboarding, the IRS suggests completing a new W-4 form yearly and when you have any life events that can change your financial situation.
I-9 forms are used to verify the identity and employment authorization of a new hire. The U.S Citizenship and Immigration Services requires that all U.S employers must have new hires properly complete the I-9 form, this includes both citizens and noncitizens.
Failure to Collect Legal Documents
The use of onboarding software can help you to collect these legal forms to stay compliant by making sure new hires complete legal documentation. If an employee fails to fill out the W-4 form, they will receive a single filer’s standard deduction. This means the deductions will be based on the single filer’s rate without any other factors to consider when determining withholdings.
If the U.S. Immigration and Customs Enforcement, ICE, finds an error in the I-9 documentation, then the employer has 10 business days to make corrections. If the employer fails to correct the errors, then a fine will be imposed. If an employer continues employment knowing I-9 documentation was not collected, they will be instructed to cease the employment and they will be civilly fined and/or criminally prosecuted.
Simply put, properly collecting these critical documents not only protects your organization from legal battles and costly fines but also protects the new hire as well.
Distributing and collecting documents can be a paper-heavy and laborious process. Go paperless with the use of onboarding software by digitally handling documentation. Employees can also submit documentation online, and administrators can distribute documents to eliminate the need to collect forms in person.
Inside the employee handbook, you may find information regarding company culture, an overview of benefits and paid time off, information regarding workplace policies, and more. Using e-signatures, you can have employees sign and verify they have fully read through the handbook.
The job offer letter gives employees a quick overview of the job, the start date, the work schedule, and other important details to understand before starting.
Lay out the terms of employment inside the employee contract. Cover the job responsibilities, terms of their position, wage, and other terms of employment to be sure the employee truly comprehends what the position entails.
Direct Deposit Information
Nearly 94% of U.S. workers receive their paychecks via direct deposit. Collecting banking information during onboarding will allow employees to receive their first paychecks without any complications.
Additional documentation you may choose to collect may include reviewing company policies, drug testing records, or role-specific documentation.
Making the Experience Personalized
Employees want concise and seamless onboarding experiences, so configuration is key to be sure you are only collecting the information needed for the position. Inside the onboarding software, you can configure the workflow to suit the position.
Simplify Benefits Enrollment
If you choose to allow benefits enrollment from the start date, you can include the open enrollment process in the onboarding workflow. Benefits packages can be confusing for some new hires to understand so it is important benefits are broken down into a format that is easy to digest. By adding benefit enrollment into the onboarding process, once new hires begin their new position, there will be no gap in coverage.
Make Onboarding Easily Accessible
Having a flexible onboarding process is essential for remote workforces but can also be beneficial for hybrid and on-site employees. Using cloud-based HR software gives you the option to allow employees to onboard from any location, and at any time. New hires have the flexibility to complete the process on their terms, and HR managers are given back time in their day by delegating the onboarding process.
The most popular device new hires utilize for onboarding is the mobile device, so it is essential that even on the mobile device, the process is seamless. Greenshades’ onboarding workflow pairs well with any device by adjusting to fit the size of the screen you are using. New hires can easily upload and manage complicated forms such as W-4s and I-9s without needing to switch to using a computer.
Onboard with Greenshades
HR managers save time by making the onboarding process seamless and flexible for new hires through the Greenshades onboarding module. Configure the workflow to fit the position you are hiring for, and even add in your company colors or logo to give the experience a touch of company culture. By making the process mobile responsive, employees can use any device, from any location to complete onboarding so they have the freedom to complete the process at their convenience.
How Can Onboarding Software Help You?
Onboarding software can increase retention by giving employees a welcoming first day. Make the process easy by avoiding extra steps, allowing flexibility, and avoiding fees and penalties for your organization by staying compliant by collecting and housing legal documentation. There are a few key takeaways that can help enhance the onboarding experience for the new hire.
- Easy document uploads and reviews.
- Configuration to meet the unique needs of the position.
- Give a detailed benefit enrollment process.
- Offer employees a flexible onboarding experience.
By making the onboarding process seamless you give employees a great first impression, and in turn, they tend to give a longer employment life cycle.