Knowledge is essential for everyone to work and be successful.

Human resources also need knowledge for their employees to satisfy their queries at every touchpoint, from hiring to onboarding and from meeting everyday queries to offboarding.

Only hiring does not guarantee employee retention. A smooth onboarding can create a lasting impression and ensure employee engagement and loyalty.

The road to successful onboarding takes work. Most organizations follow manual processes or use tools too old to support the modern needs of employee onboarding.

Knowledge AI combines the power of a large language model to streamline every step of the onboarding journey till the employee feels comfortable in their roles.

This Generative AI-backed platform — Knowledge AI, integrates many knowledge resources for employees and efficiently solves their queries by delivering summarized and contextual responses.

Knowledge AI syncs with a conversational chat interface, providing the best experience with onboarding automation workflows, streamlining HR processes, and allowing HR to handle employee onboarding frictionlessly.

The first day at the office is nothing less than intimidating for any employee.

As we all know, the primary objective of employee onboarding is to set an employer up for future success and growth through making an impactful employee onboarding experience.

This is etched in every HR’s hiring strategy. Still, it does not work as planned.

Employee turnover is a serious concern for most employers. This is quite prevalent post covid as work transitions to remote and hybrid settings.

The sole reason organizations can cite is ineffective employee onboarding experience.

According to Gallup, only 12% of employees agree that their organizations put great effort into employee onboarding.

Conversely, it also means that 88% of employers have a less effective onboarding program than expected.

Deep down the line, the study also focussed on why positive employee onboarding means so much for a company.

• A well-prepared onboarding plan can set employees up to handle work to their full potential.

• A well-prepared onboarding plan can set employees up to handle work to their full potential.

• Onboarding needs to be consistent and dynamic. 29% of new hires are likely to excel at their work if their onboarding experience is exceptional.

Needless to say, most organizations follow the old practice of using old tools and platforms for onboarding. Employees value consistent experience, depriving them of it can lead to employee turnover and impact the bottom line.

The effect starts showing up within the first year only. According to the Society of Human Resource Management, companies can expect employee turnover of as much as 50% for hourly workers in the first four months. In contrast, seniors exhibit the same rate of turnover in 18 months.

With the same infrastructure for employee onboarding, the turnover cycle would come again.

As a business owner, it costs you massive —

• Gallup says employees take 12 months to reach their fullest potential with an onboarding program.

• SHRM says companies must bear the expenses of identifying, hiring, and re-training, which is as high as 6-9 months of salary of a replacement.

As a whole, you suffer a loss of a replacement cost, including 12 months of salary for a person in training.

As a CHRO or an HR leader, it is highly significant that you consider the modernization of your employee onboarding process to support your strategy to streamline onboarding and drive long-term success.

Knowledge AI, with its ability to perform NLP-based tasks, can help you automate onboarding tasks and alleviate the pain of employee disengagement and dissatisfaction.

The process of reducing time and errors while streamlining employee onboarding tasks using AI/ML tools and powerful automated workflows is known as onboarding automation.

In a nutshell, employee onboarding automation can eliminate the need for manual intervention in most of the critical processes of the onboarding journey, streamline every process, free up HR teams, and allow new hires to manage onboarding efficiently and autonomously.

A Knowledge AI-driven chatbot makes sures your employees get everything they need to excel in their roles and also get answers for every question they will gradually have.

Knowledge AI can help new hires with automated onboarding workflows to perform many common tasks:

• Help with paperwork

• Deliver a welcome email

• Schedule invites for orientation calls

• Deliver information for workplace queries

• Assign assets

• Allow to update HRIS systems

• Help adhere to workplace culture and policy

Mundane paperwork or documentation processes

It is very usual to have employees handle much paperwork. Employees' first day can be overwhelming as they must fill in many papers or cross-check these documents for accuracy.

Many onboarding documents can include,

• Employment offer letter

• Identity and verification documents

• Experience certification

• Agreement or contract papers

• Salary deposit form

• Health insurance document

Manual processes require someone to guide the person and get things done actively. If a single piece of paperwork contains wrong information or empty fields, the work remains incomplete, requiring a person to be available to execute the pending tasks.

This is a requirement that demands extra effort outside of daily work from HR and compensates for those missed productivity hours later. A backlog of HR operations can also occur.

A new hire can feel too shy to connect with the right person while working with the documentation processes.

The Solution:

Performing documentation ahead of time with a modern onboarding platform can help to some extent.

But, it is not a complete solution. If a candidate has queries or needs information about the steps to fill in or provides a digital signature, how does he get the proper guidance?

By giving the candidate early access to the company resources that explain how to perform documentation tasks with sample documents and steps, they can help essentially.

Knowledge AI can help build pre-onboarding workflows and provide adequate information to perform the tasks independently.

• First, a new can have enough time to be comfortable doing the work.

• Knowledge AI underpins a conversational AI platform’s core ability to answer anything about onboarding.

• Knowledge AI can surface summarized information that is contextual and intent-based.

• A specific question can have domain-specific answers, allowing candidates to follow particular procedures to fill in documents. So there are fewer mistakes, rework, and third-party involvement.

• Knowledge AI is customizable, allowing users to provide articles to guide candidates with samples of previously filled forms or documentation processes.

Things need to improve for the new hire on the first day of onboarding.

It is apparent that a new hire must have a complete picture of how his new workplace looks, how his colleagues and department look forward to him, and how comfortably he knows the company culture.

Making arrangements for all of these processes manually is challenging.

In a fast-paced workplace, availability is a challenge. No showup or delayed showup can impact his experience.

A long wait time can paint a picture of dissatisfaction in his mind. In addition, he needs a better sense of knowledge about his workplace.

The Solution:

In a 2021 survey for Principles, 31% of employees said they struggled to connect with colleagues.

If this continues, the first-day impression can be dreadfully wrong.

Knowledge AI makes it easy to set your employees up for a fantastic onboarding experience on the first day.

You can use Knowledge AI to guide your candidate for several interaction sessions with your company's key stakeholders.

• Allow Knowledge AI to wish your new hire with a welcome email. It is a friendly gesture towards your candidate and makes him feel comfortable.

• Send invitations for a face-to-face meeting with stakeholders in your company.

• Set an introductory meeting with colleagues and help him get familiar with his people.

• Arrange a meeting with the department head for inspiration and a morale boost.

• Last but not least, Knowledge AI allows you to provide enough resources for the new hire to learn and know about company culture, people, and policy.

The easiest way to provide a connected experience on the first day is by giving him tools and resources through a conversational AI platform, Knowledge AI without any manual intervention.

The challenge is that onboarding can take 12 months for a candidate to become potential in his specific role and be ready to take ownership. This is quite a long time.

Generally, what causes a problem is that companies have materials for everything to learn about the company, its people, culture, and policy.

With so much to pay attention to, the focus on specific roles and responsibilities can start fading.

One of many reasons is that the right person to train and help re-skill about a particular role can have other significant priorities, giving important calls a miss and baffling him with a series of questions.

Above the cut, you can also miss out on the opportunity to track training and development progress.

The Solution:

Say the new hire is a marketing consultant.

A hands-on training experience with access control to all the marketing tools, platforms, and resources that explain the usage of these tools can provide significant help.

Multiple domain-specific questions can help you follow your work process and culture. They can include,

• How to use CRM platforms such as HubSpot to keep track of customers for follow-up

• Where to keep marketing materials in Notion and how to access them

• What are the ways you can try to manage your project in Asana

• How to share documents with your teammates

There is so much more to help your candidate feel comfortable about his roles and responsibilities using Knowledge AI.

Knowledge AI can help your candidate get the resources he requires to learn and know how specific processes work for your business.

You can also create quizzes to test his proficiency in his role.

In addition to helping him learn, you can easily track his performance through Knowledge AI.

Creating an account in your ITSM system for new hires and keeping track of a ticket through Knowledge AI-driven self-service chatbot can help monitor progress and provide suggestions for improvement.

Companies have long felt the continuous need to supply the correct information to their new hires.

During the onboarding training, a new candidate has much to learn.

The agony is most companies tend to provide too much information all at a time, causing information overload.

This is a prevalent scenario across all boards. This neither helps him to learn nor allows him to apply it.

The Solution:

Knowledge AI makes information available around the clock. Whether product-specific or process-specific, a candidate can access information anytime.

An organized list of plans is always practical to help him walk through necessary resources. But we must avoid putting so much pressure on the candidate.

Knowledge AI brings the flexibility of finding information easily just by typing a keyword and surfacing the document, which gives complete visibility into specific processes or procedures.

In addition, Knowledge AI also lessens the effort of finding essential information through a long article by providing summarized information.

Picture this: a first day at work is so busy. A new hire must meet a couple of stakeholders, handle paperwork, and whatnot.

Work can swiftly progress if a new hire can effectively access essential tools, regardless of remote or onsite placement.

It is a typical scenario to wait for an IT team member to set configurations and other necessary IT tasks for a new candidate.

In most cases, guiding a new hire in real-time is also frightening if the receiver needs more than standard time to understand the process.

It is a hassle for everyone — a new hire, HR team, IT team.

The Solution:

Onboarding automation can help at large.

With Knowledge AI working inside a conversational self-service chatbot, user app provisions can be easily automated.

A workflow is triggered as soon as a new hire’s name is added to the HRIS system, and a message is carried forward to the self-service for the manager’s approval for necessary apps.

With the manager’s permission, a new hire can instantly access work-related apps in his self-service bot. Also, there are enough knowledge articles for a new hire to apply new credentials for app security.

An HR team remains busy with all those admin tasks.

If you follow the legacy approach to managing employee details, we can assume that employee details are not filled up on time.

There are a significant number of problems for employees if details are incomplete or wrongly filled in.

During the onboarding period, a specific employee can face delays in getting salaries.

A confirmation letter can contain missing information. Also, teams could have zero knowledge if a new hire goes on leave, impacting a certain project.

All of these can add up to employee frustration.

The Solution:

Using automated workflows that allow your new hires to self-update information in an HRIS system can significantly help provide a great employee experience.

A self-service chatbot within your business comms channel can translate into a simple and efficient platform to provide all details in an HRIS system in an effortless manner.

Knowledge AI also ensures your new hires can fetch adequate information to fill in details in an employee portal.

This reduces the chance of errors and provides correct information for HR or Finance teams, which further helps manage payroll, insurance, and other workplace programs.

It is important to ask for employee feedback while they are on onboarding.

With a manual onboarding process, an HR team has fewer opportunities to connect with a new hire and become candid to know how they feel, what makes them uncomfortable at work, or what they need to work efficiently.

With busy schedules to handle regularly, HR misses this critical task. Unfortunately, you never know why a new hire chooses to jump ship in a very short time.

The Solution:

Knowledge AI helps you automate the dispatch of feedback forms for you periodically.

A self-service chatbot driven by Knowledge AI efficiencies can provide an integrated solution to help guide a user and provide his thoughts in a feedback form.

It is easier for you to schedule the delivery of feedback forms at regular intervals, helping you capture important information about what your new hires are thinking about your company and culture.

Based on the feedback, you can implement changes and help a new hire adapt to your workplace.

• End-to-end automation: Many automation tools provide automation to some extent. Knowledge AI can automate information delivery and onboarding workflows and help improve end-to-end task management.

• Elevated user experience: New hires can feel more confident about asking questions. They are more productive in solving problems without waiting for a person.

• Fewer turnover: Knowledge AI provides accurate domain-specific information to perform tasks with proper citation and consolidated information. By helping them become independent in solving problems, Knowledge AI provides adequate tools and data to stay productive and complacent. This allows businesses to retain employees for a long enough time for growth.

• Cost-efficiency: Knowledge AI provides accurate domain-specific information to perform tasks with proper citation and consolidated information. By helping them become independent in solving problems, Knowledge AI provides adequate tools and data to stay productive and complacent. This allows businesses to retain employees for a long enough time for growth.

Getting an automation platform can only help if you have the necessary resources and a proper strategy.

• Evaluate the scope of automation for onboarding: There are so many manual procedures for employee onboarding that you need to automate. It is essential to determine which steps you need to automate. It can comprise automating welcome emails, app provisions, documentation, etc. You can implement overall automation or automate some specific processes.

• Prepare your onboarding workflows: Optimizing an onboarding automation tool is an effective solution for enhanced user experience. Invest enough time to sort out procedures, customize your workflows well in advance, and integrate them with your Knowledge AI platform.

• Create knowledge resources for real-time and consolidated information delivery: To allow new hires to fetch information any time of the day, it is significant that you have domain-specific knowledge articles ready to feed your Knowledge AI model. These knowledge articles can help you provide accurate information and help them accomplish specific tasks accurately. Additionally, an occasion revision to the knowledge articles can help your people utilize the latest and precise information that eliminates the workplace challenge in knowledge delivery and reduces manual intervention.

• Choose an end-to-end onboarding automation platform: This is an essential criterion for integrating an efficient onboarding automation platform with a business communications channel. The objective is to make this platform easy for every user and provide help instantly.

Working with a no-code platform is an easy iteration for anyone who wants to tame onboarding processes.

Workativ promotes effective and powerful employee onboarding automation with Knowledge AI that improves the overall onboarding journey for businesses like yours.

With Workativ, there is no need to write a single line of code to create workflow automation. Yet, you can take control of all necessary processes through automation and deliver exceptional user experience.

While Knowledge AI best provides response accuracy, conversational AI chatbot makes it easy for your users to ask questions anytime they want and solve their onboarding queries.

With that, automated workflows can help streamline a dozen onboarding tasks, such as

• User app provision

• Password reset

• Account unlock

• Leave management

• PTP queries

Knowledge AI is customizable. As your business demands, you can create as many domain-specific workflows to automate onboarding and deliver exceptional user experience.

You can look at our onboarding automation webinar for more clarity.

Employee Onboarding Automation

Note: Knowledge AI is a feature added to the conversational AI platform. Existing or new users can enable Knowledge AI for automated workflows and harness the benefits of large language models for generating accurate answers.

Are you interested to know more about Knowledge AI and its application to automate employee onboarding? Schedule a demo today.