This case study is centred around Vantage 365’s internal initiatives to address and improve its own processes. By leveraging our expertise and innovative approach, Vantage 365 sought to find solutions that would streamline internal operations, particularly in the area of HR onboarding and offboarding. Through this study, we showcase our commitment to continuous improvement and demonstrate how technology played a key role in optimising our internal processes. The findings aim to inspire other businesses to explore technological advancements to enhance their own internal practices and drive efficiency and effectiveness within their organisations.
the background story
Vantage 365, a Microsoft 365 consultancy in the West Midlands, faced a challenge in efficiently managing the onboarding process for new employees. As a small company, manual administrative tasks related to staff recruitment were time-consuming and resource-intensive. They sought to implement a solution that minimized human intervention, leveraged technology to automate onboarding, and expedited the entire process.
The Challenge
Time-consuming administration: Manual onboarding processes were taking a significant amount of time and effort from HR personnel.
Need for automation: Vantage 365 desired a solution that would automate most of the onboarding tasks, reducing manual errors and ensuring consistency.
Faster and more efficient process: The organisation aimed to streamline the onboarding process to expedite the hiring of new employees.
The Solution
Vantage 365 decided to leverage its existing technology stack, Microsoft 365, to create a comprehensive and automated onboarding solution. The key components of the solution were as follows:
Onboarding Information Area: A designated area within Microsoft 365 was created to store basic new employee information, such as name, contact email address, telephone numbers, etc.
Automated Offer Letter Generation: When a new employee is hired, HR personnel initiate the onboarding process by clicking a button. The system automatically generates an offer letter using a predefined template. The letter is populated with relevant information such as job role, hours, salary, holiday entitlement, etc. The letter is then converted to a PDF and sent to the new employee.
Employee Form Collection: Upon accepting the offer, the new employee receives a form to fill in, ensuring that all details are correct and collecting any additional required information. The data collected is then automatically transferred to the employee’s profile.
Automated Contract Generation and E-Signature: Based on the collected data, the system automatically constructs the employment contract, converts it to a PDF, and uploads it to Adobe Sign. The contract is then sent to the new employee for e-signature. Once the employee signs the contract, it is countersigned by the organisation and stored in the employee’s profile.
The Result
The implementation of the Microsoft 365 and Adobe Sign-based onboarding solution yielded the following benefits:
Time and cost savings: The automated process significantly reduced the need for manual document creation and streamlined the onboarding process. HR personnel could focus on more strategic tasks.
Error reduction and consistency: The use of templates ensured that every document was based on a standard format, reducing the possibility of errors.
Confidence in compliance: The automated process ensured that every essential step in the onboarding process was consistently followed, mitigating the risk of missed steps.
Professional and efficient process: The entire onboarding experience was seamless and professional for the new employee, leaving a positive impression from the beginning of their journey with the company.
Conclusion
By effectively utilising Microsoft 365 and Adobe Sign, Vantage 365 successfully implemented a cost-effective, time-saving, and efficient onboarding solution. The system streamlined the entire process, reduced manual work, and provided a consistent and professional experience for new employees. With this successful implementation, Vantage 365 can replicate this HR solution for other clients, further demonstrating the value of leveraging existing technology to optimise business processes.
At Vantage 365, we specialise in providing cutting-edge solutions to streamline and automate your business processes. Our automated onboarding solutions are designed to simplify and expedite the entire employee onboarding process. Say goodbye to manual paperwork and hello to a seamless and efficient onboarding experience for your new hires.
To learn more about how we can enhance your organisation’s digital experience, visit our Solutions page.