The document discusses the importance of digital onboarding processes for new hires, highlighting how traditional methods are often inefficient and can lead to employee frustration. It provides tips for creating effective digital onboarding, including automating processes, assigning mentors, and setting clear expectations. Additionally, the document outlines metrics to evaluate talent acquisition strategies, emphasizing the need for continuous improvement to enhance employee engagement and retention.

1. YEF PRESENTS
Improve
New-Hire
Engagement
with Digital
Onboarding
Group Members:
 Khushboo Jangam
 Diviya Kadyan
 Honey Agrawal
 Navdeep Goswami

2. Contents
what is digital on-
boarding???
Current scenario!!!
Ways of on-
boarding
On-paper v/s digital
on-boarding
how to evaluate
your on-boarding
process and find
the right talent
how to engage on-
boarding
QnA

4. What is
digital on-
boarding??? DIGITAL EMPLOYEE ON BOARDING
IS THE PROCESS OF LEVERAGING
DIGITAL TOOLS & TECHNOLOGY
TO ONBOARD YOUR NEW HIRES.
PROVIDES 24/7 ACCESS TO THE
INFORMATION,HELPS YOUR NEW
HIRES TO LEARN QUICKLY &
EFFECTIVELY.

5. Current scenario
Many companies still hold on to
the traditional onboarding
methods. The traditional process
demands training programs for
long hours, if not days.
It is time-consuming. The longer the Onboarding
process, the higher the chance
that your employees might get
frustrated and possibly churn.

6. Contd.
Organizations take a passive approach
when it comes to On boarding.
Especially with things like paperwork,
company policies, work tools, roles &
responsibilities information that your
new hires must understand.

7. Contd.
• Most often, new employees are
bombarded with too much
information in their first week. This
is a bad practice

8. Tips for creating
an awesome
Digital On-
boarding
Experience
Do your research
Automate &
streamline the On-
boarding process
Assign a mentor
Give them a good
head start
Set metrics &
timelines

9. Tips to create an awesome Onboarding
experience for your new hires.
1. Do your research
Analyze your existing Onboarding process and search for areas of improvement.
Always remember, the Digital employee Onboarding process needs to start from day 0.
Paperless Digital Onboarding is more efficient & compliant.
2. Automate & streamline the Onboarding process
easy to navigate & engage in their initial days.
Every learner is unique. Understand the learning style of every individual and provide
them what they needed.
Have a virtual meeting & aid them at every possible instance.

10. 3. Assign a mentor
Find a team member who is knowledgeable & friendly. Remember not to
overwhelm your new hires. The mentor must oversee teaching them the ins
& outs of your organization & how to perform their daily tasks.
Create a progress bar or checklist that enlightens employees where they
stand & how far they need to go.
4. Give them a good head start
Start your digital onboarding with excitement.
Create curiosity about what they are going to learn.

11. 5. Set metrics & timelines
You must have a measuring unit.
Set timelines and the right
expectations.
Do frequent check-ins to ensure
everything is going as per the
agenda.

12. Ways of on-boarding
DIGITAL ON-PAPER

13. Digital v/s
on-paper on-
boarding

14. Paper-based offer creation
Manual offer creation involves opening your
offer template in Word and changing the yellow
highlights in every document to your new hire’s
details.
There is a hunt for forms and company
documents. You have a list of details you need to
send off to the new hire, some are controlled by
your department and some you need to wait on.
Electronic offer creation
You have a selection of contract templates to select from. You pick
the one most relevant to the new position being filled and adjust
the details to suit. The contract for your offer is updated based on
the details of the job you’re filling.
You enter the details for the new hire once and all the
corresponding fields in the offer are pre-populated. Your offer
is created in a number of steps and ready to be sent up the chain
for approval.
Once approved, your offer is ready to send.

15. Sending the offer to the
new hire
Sending a paper-based offer
• Your offer must be mailed to the new hire. The cost
of postage can vary depending on how much
documentation you include. On top of that, postage
time can vary from a couple of days to a couple of
weeks.
• That’s only if you’re in control of sending the offer. If
delegated, you have no way of knowing if the offer
has been sent until you ask.
Sending an electronic offer
• Your offer is sent with an email. You can shoot the
offer off as soon as you get approval from higher up.
There’s no need to pick the best time, no need to
worry about the weekend.
• The offer is sent instantly. Cost for sending the offer
is fixed to the cost of your onboarding tool provider
and there is no limit to the amount of
documentation you can include.

16. Completion and return of the
offer by the new hire
Paper-based offer acceptance
• A new hire must either fill out all the documentation by hand,
or do so on a computer then print it all out to sign.
• You have no insight into when the new hire receives the offer,
how far along they are in the acceptance, or how they’re
going with completing the forms.
Electronic offer acceptance
• New hires receive an email and text message notifying them
of their offer.
• Chat boxes for support are available at all stages of
the onboarding process.

17. The audit trail and
onboarding compliance
The paper-based audit trail
• You quite literally have a paper trail. You
need to store and maintain your employee
documents in a filing cabinet and hope they
don’t get lost somewhere down the line.
• You have no evidence employees have read
the documents you sent them.
Electronic offer acceptance
• A digital audit trail of every step is recorded
and logged against a new hire’s candidate
portal.
• New hire portals stay active after the
employee has accepted their offer, meaning
that either party can login to the portal and
review what the employee was sent.

18. Entering the new hire’s details into
payroll systems
Entering employee details into a payroll
system from paper-based onboarding
• You’ve written up an employee’s
contract, printed it out and sent it to
them, they’ve signed and sent back the
contract, and now you need to enter
their details into your payroll system.
• New employee details come back on
the forms they had to fill out. It’s not
possible to copy and paste these details
across from one system to another.

19. Entering employee
details into a payroll
system from an
electronic
onboarding system
• Your new hire’s details are
pulled from their candidate
portal and automatically
entered your payroll system.
• The notification of a candidate’s
acceptance of your offer is the
end of the compliance side of
employee onboarding.
Removing the need to enter
employee details into payroll
means you have more time to
focus on inducting your new
hire into the organization.

20. Following up on the new hire and induction processes
Paper-based employee induction
• You have your checklists, guides, forms, and a firm eye on the calendar. The
first 90 days of a new hire’s job involves a lot of reminders and follow-ups.
• Not just for yourself, but for managers, IT, department heads, and anyone else
involved with the new hire.

21. Following up on the new hire and
induction processes
Electronic employee induction
• Set tasks for each employee induction workflow you have. Make induction planning a breeze with
workflows that automatically create tasks for new hires.
• Set tasks for everyone, from the new hire to stakeholders outside of HR. Email tasks to other
departments, use reminders to keep your tasks high on their priorities list. Set deadlines to make sure
preparation for your new hire gets done.
• Remind a department head to block out lunch with the new hire, giving them plenty of time in advance
to plan their schedule. Allocate IT the task of setting up permissions so your new hire can access your
systems.

22. Power of digitizing the
process
For any business to be successful
they must effectively utilize their
time.
Onboarding digitally requires less
manpower which helps you to cut
down on expensive one-to-one
trainings or classroom trainings.

23. Power of digitizing the process
• You can begin your digital or online Onboarding right from day 0 (even
before the arrival of new hires). All the information (like handbooks,
learning modules & manuals) is made available online which makes
it easy for information access anytime & anywhere.
• Digitizing your Onboarding process reduces paperwork and allows the HR
team to focus on more important things like making the new employees
comfortable & happy.

24. how to evaluate your onboarding process and find the right talent
• Attracting the best talent with key skills to their organisations is one of the biggest
challenges companies are facing nowadays.
• Talent acquisition strategy must be centred on the organisation’s long-term goals
in terms of HR strategy.
• It involves recruiters, sourcing agencies, HR professionals and hiring managers in
the activities of sourcing, attracting, interviewing, hiring, and onboarding
employees.

25. • Yet, many companies still haven’t
developed a way of evaluating the
effectiveness of their talent acquisition
strategy. It is of the utmost importance
to audit processes and leverage
recruitment data to see what it’s
working and what needs to be changed.
Only this way can companies improve
their strategies to meet business goals.

26. 7 Metrics to
Assess Your
Talent
Acquisition’s
Effectiveness
Nowadays, it is quite easy to obtain business
data and companies must start leveraging
recruitment metrics to obtain key information
to support their decision making.
Metrics allow you to measure the overall
health of your talent acquisition process.
There are many metrics used to evaluate
talent acquisition strategies, however, these
are the ones that provide deeper insight into
the performance and business impact of a
company’s talent acquisition process.

27. Time to hire
• Time to hire let’s you know the number
of days between the start of the
recruitment process and the moment a
candidate gets hired.
• Improving this metric means reducing
the time it takes to fill a position
• Tip: The best way to optimize your time
to hire is to break down your hiring
process and measure how much time it
took to move candidates from one stage
to another.
• Identifying exactly where your hiring
team is spending too much time or
energy will allow you to act.

28. Cost Per Hire
• The cost per hire is a central topic when it comes to calculating and managing the recruitment budget.
This metric lets you know what is the average amount of money your company spends to make a new
hire.
• To calculate the cost per hire you need to sum all internal and external recruiting costs and divide
them by the total number of hires.
• The external recruiting costs include all expenses related to external vendors and candidates, namely
agency fees, advertising, technology, job fairs, travel costs, relocation costs, signing bonuses, etc.
• Tip: There are many strategies you can use to reduce your cost per hire and optimize the recruitment
process such as building a talent pipeline; allowing employee referrals; using social media to create a
strong employer brand and using an ATS to streamline and expedite your recruitment process.

29. Qualified Candidates Per Opening
• A “qualified candidate” is anyone who passes the application screening process
and moves to the next stages of the recruitment process.
• It’s important to measure this metric because if a company realizes that they are
attracting a lot of unfitted candidates, making it difficult to fill a position, it gives
them the opportunity to set new strategies to get better candidates on their
funnel.
• Tip: To get more qualified candidates to apply to your company you must review
your sourcing and advertising methods. Ensure you understand the roles you’re
hiring for and define the right job requirements, write effective job descriptions,
expand your search for passive candidates to different social networks, and invest
more in the most effective source channels.

30. Sourcing Channel Effectiveness
• This metric refers to the performance of the different channels like job boards or social media
platforms that you use to advertise your job openings, allowing you to verify which channels are
working and which ones need to be reconsidered.
• To gather this data you first need to determine how you want to categorise your sources (e.g.
social media vs Facebook, LinkedIn, Twitter, etc.) and then how you will identify those sources.
• Tip: Given that there are hundreds of options for sourcing candidates, it’s important to test them
and find out which ones are more effective. Once you know which sources provide the greatest
number of candidates, you can start looking at which sources produce the best quality candidates
over time. In fact, understanding the most effective source of talent for your organisation ensures
the best ROI on time and investment spent on recruiting.

31. Quality of Hire
• Quality of hire is at the top of the list of useful performance
KPIs for most companies as it measures the value new hires
bring to a company. Hiring quality employees means less
turnover, more productivity, better culture, and greater
overall success for the company.
• Tip: Improving the quality of hire requires alignment with
leadership to define the factors that make a quality hire at
your company and to set the strategies that will help you
hire the right people.

32. Offer-
Acceptance
Rate
• This metric is also essential to evaluate your talent
acquisition strategy’s effectiveness.
• Although candidates can decline a job offer due to
external reasons (counteroffer from a current
employer, etc.),they can also refuse your company’s
offer due to reasons related to the company
culture, unattractive compensation, or job duties
mismatch which could have been detected and
managed by your team.
• Tip: Use a survey to inquire candidates about the
specific reasons behind their refusal.

33. Satisfaction rate
• Although this metric often gets
ignored, satisfaction ratings
allow you to know how
candidates are experiencing
your hiring process.
• Tip: Build a survey that is easy
and quick to answer, focusing
only on key satisfaction aspects
regarding the recruitment
process, to get more answers.

34. Ways to Turn Your
New Hires into
Engaged
Employees
• No matter how big your company or what
industry you are in, many companies often
miss the opportunity to effectively engage
their new hires, leading to lower levels of
productivity and advocacy.

35. 1. Don’t have a
disconnect between
your recruitment
process and
onboarding journey.
• Over 59% of employers now say that talent brand
represents one of the key components of an organization’s
HR strategy (with 39% of businesses expected to increase
investment in their talent brand initiatives).
• Keeping up a similar level of communication (exciting
communication not just admin requests) is one way to
build excitement and advocacy even before a new hire has
stepped in the door for their first day.

36. 2. Make their
first day
memorable –
provide a
WOW welcome
Okay, we all know there are a few basic things you
need to get right for a new hire’s first day
However, if you truly want to build employee
engagement and advocacy for your new hires – you
need to go the extra mile. Perhaps during the
interview or pre-boarding stages, hobbies or interests
were discussed.
You might take over the screen in the reception with a
welcome image for the new hire.

37. 3. Create an
easier way to
navigate the
dreaded
internal
systems.
So you’ve done a great job making the
new hire feel engaged and welcomed. But
after lunch or on the second day, it’s time
to start getting into some company
content.
Deep breath, followed by a sigh.

38. Every new hire dreads the mundane e-learnings,
and most employers know how hard it is to navigate
a learning system or intranet.
In one survey, between 16-17 percent of the
respondents left between the first week and the
third month of starting their new job, so creating a
smoother entry into the company goes a long way
to increase employee retention early on.
Rather than loosely telling a new hire where to go to
access systems and content, why not drip feed
specific links to locations to find content at different
stages during the new hire’s first few weeks? Imagine
as a new hire, on your third day – you have an email
in your inbox directing you to relevant links? This will
avoid any awkward moments of uncertainty or
confusion, that’s for sure.

39. 4. Allow for
pulse checks
to generate
instant
feedback
When a new hire joins your company, there are
many moving parts, both for the new hire
personally and for the company.
Traditionally, employers have chosen to collect
new hire experience data at various points – some
collecting, recruitment process data, others
favoring quarterly or bi-annual employee surveys
– and others who collect no data at all.
One of the biggest issues with these processes is
that problems may not be identified until it is too
late. Of course, this needs to be balanced with not

40. 5. Coach managers to
constantly share
feedback (a probation
review shouldn’t be a
shock).
• For some, the perception of how they feel
they are settling into their new role can be
quite different from reality – either
positively or negatively.
• To create the easiest method here, training
your managers on the importance of goal
and KPI setting can create an objective way
for a new hire to understand how they are
progressing in their role.

41. Prompting a manager to have 1:1 catch ups occurring at the end of
the first week and month at a minimum is one way to make a new hire
feel valued, and for objective feedback to be given.
This allows for development areas to be explored, and for a new hire
to feel empowered, knowing exactly how they are tracking and where
they can be improving

42. Before You
Go The first few weeks new hires
spend in your organization are a
bit like their honeymoon period.
For employers – and HR
departments – this onboarding
period represents a fantastic
opportunity to turn their new
recruits into engaged employees.
Unfortunately, companies often
don’t seem to grasp the
importance of a great onboarding
experience. As a result, a lot of
those new hires that weren’t
easy to recruit in the first place,
leave prematurely.

43. Conclusion.
• Onboarding isn’t a simple
process. With a lack of well-
written content, clear
explanations, helpful video
instructions, and interactive
tutorials, your potential
customers will not understand
the meaning of your product or
services and abandon it for
something more appealing.

44. Contd.
• On the other side, there is a chance that
you can overload new users with
information. It’s common to cause
cognitive overload with too many modals
(including pop-ups, slideouts, and alerts),
too many coach marks, or too many
tooltips. There should always be a
balance. Stay user-centered and analyze
customers’ behavior.
• Use social media platforms for building a
direct relationship with people. Value
authenticity over conventional money-
oriented approach.

46. BIBLIOGRAPHY
Digital Employee
Onboarding - The Only
Guide You'll Need
(apty.io)
Ways to improve virtual
onboarding for new
hires (fastcompany.com)
Top 5 Ways to Turn Your
New Hires into Engaged
Employees
(digitalhrtech.com)
Digital Employee
Onboarding: 9 Key Use
Cases (lightico.com)
How to Evaluate the
Effectiveness of Your
Talent Acquisition
Strategy • HRTech247 •
The Home of HR &
Payroll Technology