Category : Onboarding

Onboarding New Employees: Maximizing Success

Onboarding New Employees: Maximizing Success

After effective recruitment and selection, one of the most important ways that organizations can improve the effectiveness of their talent management systems is through the strategic use of onboarding. In this post, we’ll have a look at “onboarding” at a very high level and all the points that ensures maximum success while onboarding new recruits.


Category : Onboarding

Checklist for your New Hire’s First Day

Checklist for your New Hire’s First Day

First days are terrifying and nothing makes it worse than coming into the office and being received poorly. It is very essential for companies to prepare for their employees’ first day because a well-received recruit is way more likely to continue working in that place for an extended period of time. Here is a simple yet effective 11-Point checklist for your new hires first day. Keep it handy and share if you find it useful.


Category : Onboarding

5 Things to do for an Engaging Onboarding

5 Things to do for an Engaging Onboarding

We have all been in onboarding sessions that were lengthy beyond reason and monotonous. To make it worse, at the end of the session it leaves you feeling that you haven’t learned anything worthwhile. In this article, we will discuss why it is important to have an engaging onboarding session and 5 strategic ways in which we can make that happen.


Category : Onboarding

5 Steps to World-Class Onboarding

5 Steps to World-Class Onboarding

In one of our previous post, we’ve talked about onboarding as a pleasurable experience. But it mostly talked about providing a better experience for the HRs, the Talent Acquisition Experts. But what about the new hires? Shouldn’t the onboarding experience be a much better, the least, for the new joiners?

The experiences that new hires get before they join is far more essential in terms of bringing down the overall attrition rate for your company. Hence, we’ve put down 5 quick and easy-to-follow steps to give your new joiners an A1 onboarding experience.


Category : Onboarding

V – Guard | Digital Transformation of Employee Onboarding | Case Study

V – Guard | Digital Transformation of Employee Onboarding | Case Study

The kangaroo is a marsupial from the family Macropodidae (macropods, meaning “large foot”). Marsupials are any members of the mammalian infraclass Marsupialia. All extant marsupials are endemic to Australasia and the Americas. A distinctive characteristic common to these species is that most of the young are carried in a pouch, to safely protect its young. (Source: Wikipedia)

How did the Kangaroo leap forward?

V- Guard Logo - Onboarding Case Study

In 1977, this inspired a young entrepreneur, Mr. Kochouseph Chittilappilly from Cochin, when he founded a small voltage stabilizer manufacturing unit.

Fast forward to the present, today V-Guard is one of India’s leading consumer goods company with diversified product offerings.

Headquartered in the city of Kochi, Kerala, the company now has over 500 distributors, 30,000 retailers, and branches across India. It’s listed with the NSE and BSE since 2008. Over the years V-Guard has forayed into Electronics, Electrical, and Consumer Durable segments, with revenue of USD 320 MN.

In 2018, V-Guard was undergoing a rapid transformation in branding and product lineup, from a bold Gold Kangaroo leaping forward to innovative IoT capabilities.

Brand Evolution of V-Guard

Their HR department was looking out for experts who’ve handled large scale digital transformation projects within a quick turnaround period. We literally fit their bill and below is the story about how we went on to become a very strong and integral digital partner of V-Guard.

Onboarding Challenges

  1. On average, V-Guard was onboarding approximately one person every day. A fraction compared to the volumes of Quess ~800 onboardings per day. But, the catch was, these were all high quality profiles who had to be dealt with a white glove so the onboarding experience had to be top notch, better than what we had done till that point in time
  2. The onboarding flow had to be heavily customized
  3. The onboarding will always be self-done, by the candidate from his/her remote location
  4. There was an existing HRIS system (eventually, we also replaced it – a story in a follow-up blog) with which we had to integrate and push all the documents and forms
  5. We had to integrate with offline lab partners who were supporting V-Guard for their employee tests
  6. Employees had to be educated about the company in an interactive way
  7. There were a ton of existing paper documents that had to be scanned, segregated and pushed into a Document Management System.

Onboarding Experience Solution for the New Hires

V-GUARD - Digidesk - White Label Branding

1. We white labelled our solution, complete with the latest branding.

Customizations for self on-boarding by the candidates

2. Heavy customization was done to suit the top notch, remote and self onboarding by the candidates – it’s been a year now and the team has seen a significant decrease in the candidate dropout rate.

3. We built Custom APIs to integrate with both their Upstream and Downstream Applications (Document Management System and internal HRIS respectively) to receive as well as push all the digital data and documents that were collected via our platform.

digital bridges with all offline lab partners

4. We built Digital Bridges all offline lab partners to instantly update them with the essential details, as soon as a candidate selects a preferred center.

gamification mechanism - Onboarding Case Study

5. We built a small yet highly effective Gamification Mechanism via which the employees were updated about V-Guard and had to attend an interactive quiz.

cloud-based DMS solution onboarding case study v guard

6. We helped V-Guard scan & segregate their existing documents. But, we just couldn’t stop there – we went on to build a Cloud-Based DMS Solution for them, fully integrated with Digidesk.

Basically, we did everything we could to make the employee onboarding process as smooth as possible, so that the employee can hit the ground running on day 1. Thus, we were this small but essential invisible force that played a part when The Kangaroo leapt forward.

We would also like to take this opportunity to thank Mr. P.T. George, Vice President & Head – HR & John Mathew, Head – Talent Acquisition of V-Guard who placed their unbridled trust in Heptagon‘s Digidesk.

Now, to all HR heads of manufacturing companies out there – “We feel you” We understand the predicaments that you undergo every day and if our solution works for V-Guard, then we are very confident that we will be able to address your issues too. We are always looking forward to being your partner in growth!

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Category : Onboarding

Onboarding should be a Pleasure, not a Pain!

Onboarding should be a Pleasure, not a Pain!

Onboarding is a critical weakness for a majority of organizations that stalls new hire momentum. A poor onboarding experience threatens to disengage enthusiastic employees during their crucial first weeks on the job

From childhood, I’ve been personally haunted by physical forms. Small boxes, short dashes and bad handwriting, well you get the idea!

When we at Heptagon took up the challenge to revolutionize the human resource onboarding experience, I couldn’t have been happier.

Vijay Veera, Co-Founder & CEO,

As a company grows, the need for human capital mounts as well. It’s the job of a HR talent acquisition manager to keep the supply of human capital in place to meet the rising demands of a fast-growing company. A talent acquisition specialist starts searching for the right candidates across various platforms. Then sets up a seamless recruitment flow, incentivizes the candidate rightly and rolls out offer letters to the right candidate.

However, in the maddening rush to keep the stock of talents in place, the HR team often gets blurred out on analyzing the leaks or exits. The exits and leaks are people leaving the company sometimes even before orientation or within a short span of time of joining.

According to a research done on an employee onboarding survey of over 1000 employed US workers, 31 percent of people have left a job within the first six months, with 68 percent of those departing within three months. For many such employees, the reason being a poor onboarding experience.

Onboarding is a critical weakness for a majority of organizations that stalls new hire momentum. A poor onboarding experience threatens to disengage enthusiastic employees during their crucial first weeks on the job. Let’s have a look at some of the main causes of this poor onboarding experience.

4 Main Causes of Poor Onboarding

1. Monotonous form fillings

The tiresome process of filling up repetitive forms makes the process of onboarding boring and mundane, causing the candidate to lose interest in the process.

2. Rudimentary document collection, storage, and retrieval

The document collection process is still rudimentary. Most companies still ask the employees to submit hard copies of all the supporting documents. Some have moved on to digital ways by asking new hires to send emails. This process causes a lot more problems with regard to storage and retrieval of these documents for the HR teams.

3. Unprofessional Engagement System

Most new hires have a “notice period” of 1 – 3 months before their joining date. During this phase, it’s up to the sole discretion of the HR teams to be in touch with the new hire. This engagement is mostly ad-hoc and sometimes gets on the nerves of the new-hires.

4. Improper Feedback system

Most companies give out a feedback form on the date of joining which typically is just a formality. People love to be heard at the right time and not having a mechanism to capture that seamlessly irritates the new hires.

An Ideal Onboarding Experience

An ideal onboarding experience platform should provide a hassle-free onboarding experience across platforms at the employee’s convenience.

1. Auto-Form Generation

More than 75% of the form fields are repetitive. The onboarding platform through its dynamic form generation algorithm should automatically fill in and generate the forms. A candidate needs to fill in the data just once, which is then automatically filled onto the other forms.

2. Intelligent Document Collection & Storage

The onboarding platform should let the candidate capture Documents and Photos real time through their mobile phones which in turn will be intelligently stored and tagged to a particular new hire thus making the retrieval easy.

3. Professional Engagement

The onboarding platform should educate, inform and engage the new hires. The platform should help new-hires get all the company and team specific news, within the application, thus, making the new hires feel part of your company even before their Date of Joining.

4. Strategic Feedback System

We all want to be heard by the right people at the right time. The onboarding platform should collect digital feedback across strategic touchpoints which makes the onboarding process complete and acting on such feedbacks makes our onboarding better over time.

We have kept all these things in mind while building the onboarding experience platform, Digidesk.

DigiDesk  – The Leading Onboarding Experience Platform

Digidesk - Onboarding Experience Platform

Digidesk is a stable platform that has served companies to onboard more than 500,000 new hires. It seamlessly integrates with your existing Applicant Tracking Systems (ATS)  (upstream) and & Human Resource Management System (HRMS) (downstream) and is trusted by leading companies such as Quess Corp, Monster, IKYA, Co-achieve, Magna Infotech, V-guard, ITC, and many more.

All these make Digidesk India’s largest and one of the leading Onboarding Experience Platforms in the world!


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Category : Onboarding

What is Onboarding? True Meaning by Industry Experts

What is Onboarding? True Meaning by Industry Experts

Purpose of Onboarding

The main purpose of the onboarding program is to introduce new hires to their job, coworkers and the organization and its work culture. Every organization, big or small, prepare their own onboarding plan suiting to their business needs. It is an essential part of human resource management.

There are many ways to effectively orient new employees to a company and position, but certain formalized programs are more beneficial because they are consistent and standardized.

Types of Onboarding

Employee Onboarding

Often referred to as organizational socialization, employee onboarding refers to the process through which new employees gather the necessary knowledge, skills and behavior to become an efficient part of the existing team.

Consumer Onboarding

The onboarding process used to increase the likelihood of a new user successfully adopting your product/ service after purchase is known as user onboarding. The primary reason behind businesses making it a vital part of their marketing strategy is retention.

Client Onboarding

One of the most critical functions for B2C as well as B2B companies, client onboarding directly impact the client experience, servicing, and relationships leading to increased acceptance. Every client has different expectations, goals, objectives, and grasp of the product or service you are offering; making it a must to include a self-introduction while onboarding them.

The following insights are on employee onboarding

It is unfortunate to see businesses invest significant amounts of time and money in recruiting and hiring new staff only to see many of them walk out the door within the first 3 months. If not done correctly, employee onboardings can be a huge expense with no returns.

Unfortunately, thats the truth. According to a research done on an employee onboarding survey of over 1000 employed US workers, 31 percent of people have left a job within the first six months, with 68 percent of those departing within three months. For many such employees, the reason being a poor onboarding experience.

If you feel a part of the same boat, then before delving into how you can improve your onboarding experience, start by asking the most fundamental question What does Onboarding mean to you?

To help you answer this question we’ve compiled a list of top 5 onboarding definitions from HR industry experts.

Industry Experts On Employee Onboarding (Info-graphic)

“Onboarding starts with satisfying the most basic of Maslow’s psychological needs: belonging. New hires shouldn’t arrive at an empty cube and be forced to forage through corridors searching for a computer and the bare necessities of office life. A new hire isn’t a surprise visitor from out of town. Plan for their arrival.”

~ Jay Samit, Independent V.C., Deloitte

“I truly believe that onboarding is an art. Each new employee brings with them the potential to achieve and succeed. To lose the energy of a new hire through poor onboarding is an opportunity lost.”

~ Sarah Wetzel, H.R. Consultant, BBSI

“Ultimately, your onboarding experience is your employees’ initial introduction to the company — if you don’t implement a memorable and helpful onboarding process that fully integrates new employees into your company, you risk higher turnover rates and less productive teams.”

~ Caroline Forsey, Staff Writer, Hubspot Learning

“I say this because understanding the foundational principles of effective onboarding is like understanding the fundamentals of great design: once you understand them, there’s no limit to what you can create.”

~ David Lee, Principal & Founder, HumanNature@Work

“Employee onboarding is the design of what your employees feel, see and hear after they have been hired. Often, companies confuse onboarding with training. While training does have a role within the onboarding it doesn’t represent the entire scope of the process.” –
~ Michel Falcon, Entrepreneur, Author, Keynote Speaker

What is onboarding - infographic

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Our Definition of Onboarding

With over 480000 employee onboardings done on our onboarding experience software and trusted by leading companies for a seamless onboarding experience, who better to ask “what is onboarding” than us?

Here is our definition of Onboarding.

We define onboarding as the mechanism through which new employees acquire the necessary knowledge, skills, and behaviors in order to become effective members of your organization, even before they join.

BrainyQuote, Cognology, Hubspot, Ere