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employee onboarding tools

Once you hire a talented new employee, it is very important that you catch them up to speed with your organization, so they can thrive! But, how can you do that when the HR department is busy or your new employee works remotely? The best way to accomplish this is through an effective onboarding process for your top talent.

One of the best ways to streamline your employee onboarding process is using HR technology tools. Employee onboarding tools are great investments for your business since they do the work for you seamlessly. You can manage many team members, collect relevant information, ensure all new employees are getting the same high-quality training, and constant check-in to make sure the workday is simplified to the newly hired,  to create a great impression and create an intuitive and customizable experience. 

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What are Employee Onboarding Tools and Why are They important?

Onboarding is the process of introducing new employees to your company through orientation and training which allow them to become productive members of the organization. Employee onboarding tools are tools that companies use to streamline their new hire onboarding processes. These platforms help deliver a positive employee journey from start to end. One must obtain as much information throughout the recruiting process. This will help to integrate the employee more. 

Employee onboarding tools provide a better experience for new hires and less stress to employees having to train and complete repetitive tasks. In addition to engaged employees, your company could see a higher ROI due to an increase in employee satisfaction and productivity! Employee onboarding tools can create a positive, educational, and inclusive experience for new employees or teams to jumpstart their career at your organization!

Best Employee Onboarding Tools

When determining what are the best tools to use, you will need to determine what your company needs in terms of onboarding. We recommend using onboarding tools that streamline the process for everyone involved, not just new team members. Make sure your new platform includes communication tools, pre-first day documents to fill out, custom training modules, feedback surveys, follow-up tools, information security, and automation capabilities.

When trying to determine if your company needs onboarding automation, think about how much you could benefit from: saving money, consistent training, paperless programs, higher productivity, quality feedback, and an inclusive work culture for remote and on-site employees.

1. Cost-Effective

As all employers know, hiring new talent is a very expensive endeavor. The average cost per hire is around $4,000! After recruitment, your new team member still needs to be trained from day one which keeps adding on to the cost of hiring and onboarding.

Therefore, using a centralized employee onboarding tool can speed up the process and drastically lower the cost by decreasing the workload for HR personnel to recruit. When moving to a digital human resource tool, your staff will not have to use their workday to file papers, submit forms, and repeat. Along with keeping your current employees happy, your new team members will feel a strong sense of connection to your organization and reduce your turnover rate. 

2. Centralized Company Information

Growing your company is never an easy task and as you add employees, communication between departments gets even harder! You can improve transparency and collaboration through using online employee onboarding tools for the HR department, new hires, and current employees.

When you centralize key company information, your onboarding staff can have access to documents regarding work culture, expectations, and your company mission. Also, your current staff members can have access to their documents and necessary company information at any time for a refresher. Ensure your company will thrive during transitions through efficient tools that will streamline all HR processes from start-to-end for employees

This centralization can be done with cloud-based software to simplify the process instead of having multiple software which creates a weakness to the orientation process and other multiple processes the company goes through. This will ultimately affect the organizational commitment every company should have to their employees to make their experience as smooth as possible. 

3. Consistency

One of the biggest struggles in training and orientation is ensuring that all employees receive the same high-quality welcome to your company. New employees complain about disorganization, and a vague knowledge of expectations and their role.

You can solve these issues through an efficient HR process! A digital employee onboarding process guarantees a consistent communication and onboarding workflow for all employees involved. Consistent training is very important for new hires since they are still trying to learn the ropes, meet their team, and find their groove at your company. There is no reason to add an extra worry to your new employee, so investing in an efficient communication and onboarding tool is imperative for the success of employees and the company.

4. Time Efficiency

When using an efficient employee onboarding tool, you will save a lot of time in the long run. You can easily compile documents about personal information, company-wide benefits, and welcome material to ensure your new employee is ready to hit the ground running on the first day of employment!

By having employees digitally fill-out personal information before the first day, your company could save a large amount of time for each new hire and the HR department only needs to upload documents to the onboarding system one time, instead of filing papers for hours! In the business world, time truly is money! Use the workday to advance in other areas instead of repetitive administrative tasks.

5. Easy for Remote Workers

Due to the COVID-19 pandemic, there has been a huge uptick in working remotely with no show of decreasing anytime soon. Remote workers can make a huge impact in your company through high productivity, employee satisfaction, and a reduction in turnover rate. However, one of the challenges when managing remote workers is communication, especially during the onboarding process since they may live thousands of miles away.

When onboarding through digital platforms, you can send automatic notifications, paperless forms, and manage your employee’s process all from your desktop. As the world moves to remote work, it is time to find tools to fit you and your employees’ needs.

6. Track Employee Progress

When managing hundreds to thousands of employees, it can be extremely difficult to track the progress of every individual. However, using an online employee experience process can ensure that managers will have access to employee progress electronically.

While micromanaging can destroy employee trust, it can be useful to be able to see where each employee is in the onboarding process, especially remote workers. Tracking progress can direct companies to stay focused on goals, targets, and ultimately, what is important for your company’s mission, but make sure to build trust with new employees, as well.

7. Use Paperless Documents

As the world moves to technological processes, your HR department does too. Moving to efficient digital tools for hiring, onboarding, and more comes with a lot of perks.

Your employees will be able to access important information efficiently, collaborate as a team, and eliminate costs associated with filing space and manual processes. Along with increased productivity and organization, your company will be making an environmentally sound decision by reducing paper usage.

8. Engage New Hires

Poor onboarding processes can cause significant issues during and after the experience. When your new employee lacks confidence and trust due to the onboarding experience, your employee could have lower productivity and become less of an advocate for your organization.

When your onboarding process leaves employees feeling satisfied, knowledgeable, and confident, you will see a huge difference in your productivity, retention rate, and work culture. While an efficient onboarding process does not seem like the obvious fix for employee engagement, it truly can make a large step in the right direction.

The best way to confront this need is through the utilization of HR tools beginning with the hiring process. This will also include orientations to welcoming them with a welcome email. This is a powerful tool to start with to be successful. 

9. Introduce Work Culture

In 2022, work culture is a career-deciding factor for 46% of job seekers.

It is imperative to not only have a fantastic company culture, but accurately portray it during orientation to improve your employee satisfaction and retention rates. Work culture is more important than ever before, so use it to your advantage.

During your onboarding process, introduce your company’s mission, vision, handbook, and benefits that you will have for that employee. This introduction can increase the excitement of working for your company, along with productivity and the employee’s confidence.

10. Collect Relative Feedback

During any process in your organization, you should be collecting feedback, especially the onboarding process. This also gives you an opportunity to communicate with your new employee throughout their first month and fill-in any knowledge gaps, or answer questions they may have.

Through collecting onboarding feedback, you can calculate HR metrics to measure retention rates, onboarding effectiveness, and more which can drastically improve the onboarding process for every employee involved in the future. Through this tracking software, supervisors will be able to adapt their employee training and focus in another direction in their mentoring as well. 


The onboarding process is truthfully the heart of your employee’s experience at your company. Ensuring that all new hires are up-to-date with company information, culture, and best practices will boost morale, confidence, and experience for all employees at your organization.

To improve your onboarding process, digital employee onboarding tools are imperative to the success of your HR department and talented new team members. It is critical to integrate all employees consistently to save money, time, and headaches that inefficient onboarding processes can bring.

Not sure where to find the best onboarding tool? Find out more at PeopleSpheres.

PeopleSpheres provides top-notch onboarding software and offboarding for companies in any industry. Along with efficient onboarding, PeopleSpheres specializes in employee experience, centralized databases, and connecting employees to promote productivity at an affordable price. It is time to refocus on what truly matters in your business, instead of tedious administrative tasks as HR professionals.

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