Streamline Employee Onboarding with Digital Playbooks

Customer : BFSI BPO

Scenario
Scenario

Scenario

  • The organization wanted to re-structure its employee onboarding process as it was causing inordinate delays in orienting employees for their respective roles. This resulted in a double whammy of slower time to productivity (thereby impacting revenues) as well as lower employee satisfaction.
Challenges

Challenges

  • The process was entirely manual/offline in nature distributed across departments like HR, Finance, IT & Systems and Functional/Departmental teams.
  • Additionally, this included touchpoints with external vendors for Recruitment and Pre-employment verifications & documentation.
  • This resulted in very poor visibility with no centralized view of an employee’s journey with the org.
  • The handover of tasks between departments was carried out largely on a “when-asked” basis (tactical & reactive) as opposed to an automated, planned flow. This resulted in delays, confusions and a lack of visibility.
Data Points
Results

Data Points

  • The employee onboarding took approx. 4.5 months to complete, causing delays in revenue linked to employee productivity
  • Due to the process being reactive, the resource utilization was sub-optimal, resulting in elevated operating costs.
Solution

Solution

  • Integrated multi-party playbooks for efficiency
    • Playbooks incorporating tasks for all functions - 3rd Party Vendors, HR, IT & Systems as well as Functional teams which allowed for an optimized approach.
    • Stage-wise tasks covering Pre-Onboarding, Onboarding, Mentoring and Ongoing Support with standard TATs were defined.
  • Automated invocation of Onboarding
    • Playbooks were automatically invoked 60 days prior to the joining date of employee and respective tasks were assigned to the cross functional team. This eliminated all wait times and guesswork.
  • Alerts for handover milestones
    • To promote visibility into inter-departmental handovers (with sequential dependencies), alerts were set up to ensure that team members had clear visibility into their work queue.
Results
Results

Results

  • 43% improvement in “Time to Employee Productivity” from 4.5 months to 2.5 months
  • $160K saving in Year 1 due to optimized resource utilization
Playbooks for success

Standard processes, faster.

A leader in retail analytics achieved an 18% reduction in onboarding time by implementing Playbooks across multiple roles.

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