The Benefits of Paperless Onboarding: How to Reduce Costs and Save Time

Today, companies are constantly on the lookout for ways to reduce costs, improve efficiency, and remain productive. For onboarding processes, going paperless is one of the best strategies for achieving those goals. Here’s a look at the benefits of paperless onboarding, including how it can reduce costs, save time, and more.

Streamline Recordkeeping

Traditional onboarding processes typically involve mountains of paperwork that all needs to be stored. In many cases, managing the files is cumbersome. Additionally, when information from an employee record is required, gathering it is often a time-consuming venture.

By doing with paperless onboarding, recordkeeping is significantly more streamlined. Digital files are far easier to access and manage, and there’s much less risk of documents getting damaged or misplaced. Plus, they’re often searchable, making information-gathering simpler. Securing the files is also reasonably straightforward, as options like permissions controls and encryption can ensure only authorized personnel have access.

Increase Accuracy

Paperless onboarding can significantly increase record accuracy. Since all information is entered using a keyboard, there’s no risk of accidentally misreading what’s stated due to hard-to-read handwriting. Additionally, digital onboarding processes can include checks to identify errors that need correcting. Plus, many can replicate data across multiple integrated systems, reducing error rates by significantly lowering the amount of manual data entry required.

Improve Consistency

With paperless onboarding, it’s possible to create highly consistent experiences that are also tailored to the employee. Companies can develop standardized workflows that the onboarding system guides new hires through, ensuring no steps fall through the cracks. It also makes sure that all messaging is uniform, as information is consistently presented to all incoming employees.

Save Time

Paperless onboarding is far more time-efficient than manual alternatives. Data entered once can be replicated across connected systems, significantly reducing data entry. Additionally, since entries made by candidates are typed, they can often complete the documents faster than if handwritten entries were required.

Onboarding technology can also create standardized mechanisms for personnel file labeling. That ensures finding documents in the future is streamlined, as every record of a similar type uses a predictable naming convention. Plus, these solutions can send automated notifications to alert new hires and company personnel about upcoming steps, ensuring everyone remains on track.

Reduce Costs

By transitioning to paperless onboarding, your company will experience a cost savings. First, there’s no need to buy paper or ink to produce the documents. Second, you can eliminate the need for storage systems and file rooms.

Often, paperless onboarding also simplifies compliance. As a result, the odds of a violation are significantly reduced, making any related fines far less likely to occur.

Finally, paperless onboarding requires less time from employees. Professionals who would typically handle the documents can then focus more of their energy on other activities, which results in a financial savings.

At Essium, our primary focus is on helping staffing agencies bridge the talent gap, ensuring they can effectively engage with top talent while enhancing operational efficiency. Our solutions make implementing a paperless onboarding process simple. If you’d like to learn more, schedule a consultation call with us today!