ASA Central Network

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  • 1.  Onboarding Process: New Hires

    Posted 06-11-2021 15:22
    Hi Everyone,

    Our organization is currently reviewing our entire process to source and onboard candidates. The big push has been driven partly by our commercial divisions moving to virtual recruiting/onboarding through COVID (it is a lot harder to navigate a candidate through the process remote than helping them in person) and partly because the market is so tight we want to make sure we minimize the potential fallout from a poor candidate experience through the application and onboarding process.

    We currently use Tempworks as our ATS (no vision to change), but we are finding that some state regulations and risk mitigation/compliance are really lengthening the process and dramatically impacting the candidate onboarding experience. On average, it could take a candidate as much as 45 minutes and an average of 5 unique emails from our team to get through the application, state-required paperwork (from COVID notifications, notice to employees, etc.), sometimes client-specific documents, and then your standard onboarding requirements like I9, e-verify, W4, background check, direct deposit, etc.. 

    My questions to this group (any insight into any of them is GREATLY appreciated)...

    Has anyone else undergone a review of their process? If so, have you been able to successfully leverage technology and/or streamline or reduce your process?

    How many "steps" on average, or time does it take, for a candidate to complete your standard onboarding process? 

    Do you frontload a lot of the onboarding components? Or, do you spread or push requirements to the end?


    Any insight into best practices is greatly appreciated and happy to share/discuss our practices and learning lessons along the way as well. 


    ------------------------------
    Laura LaManna
    Chief of Staff
    Eastridge Workforce Solutions
    San Diego CA
    (858) 761-1419
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  • 2.  RE: Onboarding Process: New Hires

    Posted 06-12-2021 10:56
    Hi Laura,

    As a software engineer, the onboarding problem, especially for staffing firms, has intrigued me for years.  Attaining compliance while keeping it simple for the candidate are two opposing forces.  From my experience and observations, here's what I believe can be done to produce the best results:

    1. Use a 100% mobile experience.  More people use their smartphone as their computer so that's the most convenient way to engage them.  But keep in mind that there is still good and bad mobile experiences.  There is a lot of thoughtfulness required to design something that truly creates a great experience.
    2. A lot of the commercial staffing I've seen uses a two-step approach to onboarding.  Part one aligns with the application process and ensures someone can be placed on a job.  It generally links a conditional offer with passing the background/drug requirements.  Part two takes care of the payroll, I9, state, and client requirements.
    3. Automate as much of the process as possible.  Additional cost savings can be achieved by identifying what the technology can do vs where a human needs to be involved.  Plus you can cut done on stop points a candidate may encounter while onboarding which can result in more falloffs. 
    4. On average, you'll probably have 20+ distinct forms a candidate will need to minimally review and sign.  California does have more requirements than other states but, fortunately, you can usually reuse collected information to keep it down to just needing a signature.  Honestly, if done well, it should take no more than 5 - 10 minutes to get a candidate through the process.
    Hope some of this helps.  Happy to chat more offline if you'd like.

    ------------------------------
    Ben Olson
    Chief Executive Officer
    Essium LLC
    ben.olson@essium.co
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  • 3.  RE: Onboarding Process: New Hires

    Posted 06-15-2021 20:19
    Hi Ben,

    Thank you so much for your response. Yes, we are absolutely looking at our mobile-friendliness, especially considering commercial/light industrial makeup so much of our population. That candidate pool typically applies on the move and from a cell phone. We typically follow a two-step process, it just seems to be rather lengthy - we are definitely exploring automation tools. Appreciate the feedback!

    ------------------------------
    Laura LaManna
    Chief of Staff
    Eastridge Workforce Solutions
    San Diego CA
    (619) 260-2000
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  • 4.  RE: Onboarding Process: New Hires

    Posted 06-13-2021 19:40
    Laura - Gaining efficiencies wherever possible is always a good thing. But not at the expense of diminishing the candidate experience. Staffing has always been and will always be a people business. Technology, AI, bots and the like can provide an assist but can never replace human interaction. Particularly in today's labor market, it is important to play the long game when it comes to candidate acquisition. The days of needing ten people today to fill ten orders are behind us. It's about turning the model upside down and creating a process that lets them find you, rather than limiting it to who you can find. Four necessary steps:

    1. ATTRACT. Use digital assets to introduce your staffing firm to potential candidates.
      • Objective - To go from being invisible to visible.
    2. ENGAGE. Once they know who you are, engage (interact) with them in meaningful ways.
      • Objective - To further develop their interest in what you have to offer.,
    3. EMPLOY. From engagement, many will choose to work with you. Bring them in and provide them interesting work.
      • Objective - Take them through the process from candidate to employee.
    4. RETAIN. It takes more than just the next assignment to retain your workforce. Think about the steps you take to retain your internal staff. That's how you need to approach retention of your contingent workforce.
      • Objective - Retain your deployed workforce as well as your candidate pipeline (see #2).

    I know this isn't a direct answer to your question, but it must be built in to whatever you end up doing with regard to your onboarding situation.

    Best to you!​

    ------------------------------
    Jay Mattern CSP
    CEO
    TerraFirma Marketing
    South Bend IN
    (574) 213-3855
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  • 5.  RE: Onboarding Process: New Hires

    Posted 06-14-2021 06:53
    Hi Laura,

    Great question.  We work with about 10 EOR's and PEO's that specialize in staffing work comp and payroll/HR. They literally on board tens of thousands of EE's over the course of a year.  Most have annual payrolls of 300M -1B. They operate in all 50 states.

    I suggest contacting them to discuss how they on board.  To be sure, they will try to sell you on their services and I respect you may not need them.... but you will learn a lot in talking to them.

    Stay safe


    David

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    David Schek
    President
    Work Comp Staffing Solutions - LeastStaff.com
    Rockville MD
    (202) 302-1212
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  • 6.  RE: Onboarding Process: New Hires

    Posted 06-15-2021 20:21
    Hi David!

    Thank you, appreciate your response. We have a fairly large EOR side of the house...and we have made strides to improve their operations and candidate experience, but the sourcing/recruiting component doesn't exist and that's where we are seeing the potential to make improvements to keep candidates engaged. Appreciate the feedback and it is a good reminder to check with our internal team members within EOR to mimic best practices and potentially reach out to other partners.

    ------------------------------
    Laura LaManna
    Chief of Staff
    Eastridge Workforce Solutions
    San Diego CA
    (619) 260-2000
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  • 7.  RE: Onboarding Process: New Hires

    2020 Staffing World Presenter
    Posted 06-15-2021 09:28
    Hi Laura - 

    We use Tempworks for our onboarding process and have been working to optimize it for 6 years now.  We feel that we have a optimized experience .  It takes the candidate approximately 15 minutes to complete on average.  There are some tools within the system to prefill forms and also a setting for single singature. We interview first and then do the onboarding after the interview. I'd be happy to connect and discuss more in detail. Just reach out!

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    Sara Luchsinger PHR, CSP
    Vice President, Organizational Development
    SEEK Careers / Staffing Inc.
    Grafton WI
    (262) 377-8888
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  • 8.  RE: Onboarding Process: New Hires

    Posted 06-15-2021 20:22
    Hi Sara,

    Thank you so much for reaching out! Love hearing from a Tempworks user. Yes, would absolutely love to borrow some of your time and discuss your process. We really are open to any and all ideas as we strategize. I will reach out directly to coordinate a time.

    Thank you!

    ------------------------------
    Laura LaManna
    Chief of Staff
    Eastridge Workforce Solutions
    San Diego CA
    (619) 260-2000
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