The initial steps when it comes to employee organizational socialization processes regardless of the new hire’s position are identical. But why is it that many companies are performing those steps manually when the option for automation is just around the corner?
Any growing business needs people and they possibly require a huge amount of talent or manpower to work for them. The employee onboarding process is usually clean and final. A checklist of processes is being used and the same thing applies for every new-hire. A company usually keep some IT staff to maintain IT & software tools, monitor site activities and carry out other functions related to information technology. Apart from these, the company can also make use of an IT professional to automate all parts of the onboarding process.
After the hiring process and contract signing, onboarding takes place. The same basic requirements for each employee include HR setup, company key, employee badge, email mailbox, home folder, active directory, computer & software and more. The below steps are necessary to fully computerize a process.
Log the Existing Manual Process
The first step in an automation project involves the process of understanding the moving parts of the existing process and recording them. It is important as well to define to what every function does and how does each function relate to the other. You also have to collaborate with other people engaged in the process such as members of HR and Operations Department.
Eliminate Processes That Can’t Be Computerized
Speaking the truth, the entire onboarding process is impossible to automate. There are some processes that can only be done a staff from a different department and therefore, cannot be touched by any Information Technology personnel.
Document Every Step Articulately
After seeing the bigger picture of the whole automation and eliminating the steps that you can’t mechanize, it is the perfect time to document all things required to complete the tasks. To better assist you on making an articulate list of step, you need to answer the following questions:
• What are the necessary inputs for the task?
• What tools or applications can be used for the processes?
• Who are going to use these tools and/or applications?
• What screens in the applications will be utilized? (Provide screenshots.)
• What is the expectation? How can it be presented?
Apply the Script/Codes
After the above steps, the Information Technology professional can start working on the script or codes without any problems assuming that he has the right tools and if he knows Python or other programming languages as well. If you only use Windows, PowerShell will be your bread and butter. In that case, the below tasks may comprise your scripting process:
1. Allocate a new computer.
2. Install applications.
3. Provide email inboxes, access and Active Directory users.
4. Invite users to the right groups.
5. Generate a folder as home.
Document the Manual Process Thoroughly
Go back to the second step where you have identified the steps that you can’t automate. On this last step, this is where you are going to put them into record. This would be the leftover tasks that can only be done manually such as distributing office supplies, providing training and other tasks which are required by a department that should not involve IT.
Franz Wooten is a freelance business journalist with an interest in Business Process Management and Low Code BPM solutions. Click here for more information.