Digital onboarding refers to bringing new employees on board and settling them into their new roles using digital tools and platforms.

It encompasses everything from pre-boarding tasks like digitally signing paperwork to completing training modules online to leveraging collaboration tools to connect with new team members.

Definitions:

• Digital onboarding – The use of digital tools and platforms to facilitate the onboarding process for new hires. This may include HR platforms, collaboration tools, learning management systems, and more.
• Pre-boarding – The tasks and paperwork new hires complete digitally before their first day on the job. This is done to speed up Day 1 logistics.
• Onboarding portal – A centralized online hub that provides access to all the resources, information, and tools a new hire needs to get up and running.

Background on Digital Onboarding

Digital onboarding has become increasingly popular in corporate environments for several reasons:

• Remote/hybrid work—With more employees working remotely, digital onboarding provides a way to seamlessly onboard new hires regardless of location.
• Speed and efficiency – Automating repetitive tasks like paperwork through digital tools accelerates the onboarding process.
• Consistency – Digital content and resources ensure every new hire receives the same onboarding experience.
• Cost savings – Digital onboarding reduces the need for printed materials and in-person training sessions.
• Data and analytics – Digital tools provide data and insights into the onboarding process to identify areas for improvement.

Types of Digital Onboarding

There are a few common types of digital onboarding:

• Pre-boarding – As mentioned above, this refers to the digital paperwork and logistics new hires complete before Day 1.
• Onboarding portals – These centralized hubs provide access to tools, resources, training, and more in one place.
• Virtual onboarding – This provides the interpersonal connections of traditional onboarding through digital mediums like video conferencing.
• Digital training – Interactive online training modules that replace in-person training sessions.
• Collaboration tools like Slack, Microsoft Teams, and Workplace by Facebook facilitate connections between new hires and existing team members.

The Value of Digital Onboarding

There are many benefits companies can gain from implementing digital onboarding:

• Improved new hire experience – Digital onboarding provides an efficient, consistent, and engaging experience.
• Faster ramp up – By digitizing repetitive tasks, new hires can focus on substantive work sooner.
• Enhanced engagement – Digital tools facilitate connections between new hires and team members.
• Data-driven insights – Analytics provide visibility into the onboarding process to drive optimization.
• Cost and time savings – Digital onboarding reduces the need for printed materials and in-person training.
• Flexibility – Onboarding can be done remotely, allowing for a distributed workforce.
• Sustainability – The paperless process has environmental benefits.

Challenges with Digital Onboarding

However, there are some potential challenges to consider:

• Learning curve – New hires and hiring managers may need training on new digital tools.
• Technology issues – Glitches with tools or internet connectivity can cause frustrations.
• Impersonal – Heavy reliance on digital leaves less room for interpersonal connections.
• Information overload – Too many tools and resources can overwhelm new hires.
• Data security – Sensitive employee information on digital platforms raises security risks.

5 Ways to Use Digital Onboarding

Here are 5 impactful ways companies can leverage digital tools for onboarding:

1. Create a centralized onboarding portal to access tools, resources, and training.
2. Digitize paperwork with e-signature tools to eliminate printing and mailing.
3. Schedule 1:1 video calls for new hires to meet their manager, mentor, and direct team.
4. Develop engaging, interactive online training modules on company culture and core skills.
5. Set up collaboration tools like Slack or Teams for new hires to connect with coworkers.

Opportunities with Digital Onboarding

Digital onboarding opens up many opportunities to improve the employee experience, including:

• Gamification – Incorporating games and rewards into online training.
• Chatbots – Using AI-powered chatbots to answer common new hire questions.
• Pulse surveys – Regular digital surveys are used to gather feedback from new hires.
• Analytics – Leveraging data and insights to refine and enhance onboarding.
• Mobile optimization – Ensuring the onboarding portal and tools are mobile-friendly.

5 Steps to Get Started with Digital Onboarding

Follow these 5 steps to implement a successful digital onboarding program:

1. Assemble an onboarding task force with HR, IT, and business unit stakeholders.
2. Identify pain points in your current onboarding process that could be alleviated through digital tools.
3. Select platforms and tools that align with your needs, team collaboration preferences, and budget.
4. Develop digital content and training materials tailored to your organizational culture and priorities.
5. Communicate changes to hiring managers and new hires and train them on new technology.

Conclusion

Implementing digital onboarding tools enables organizations to provide consistent, engaging, and efficient onboarding experiences at scale across distributed workforces.

While balancing personal connections and technology limitations, digital platforms allow data-driven insights to enhance the employee journey.

With careful planning and change management, companies can leverage digital onboarding to accelerate new hire ramp up and boost engagement, productivity, and retention.

Catherine Fitzgerald B.A. M.A. PGDip( Founder )

With 30+ years of training experience, I founded Oak Innovation (oakinnovation.com) in 1995. I help busy training professionals and business managers deliver better training courses in less time by giving them instant access to editable training course material. I received my Bachelor’s and Master’s degrees from University College Cork. I hold qualifications in Professional Development And Training from University College Galway. Clients include Apple, Time Warner, and Harvard University.