Employee onboarding Case Study

A growing business with 250 employees who were in the process of onboarding or offboarding more than a dozen people at any given time. They were required to create and maintain documentation that showed that every single onboarding and offboarding task had been completed, by whom, and when. 

Using a manual Excel spreadsheet template, the company struggled to manage employee onboarding and offboarding processes.

Onboarding had many steps that took place over 60 days. 

Offboarding took about 2 weeks. 

Managing the processes was consuming 5-10 hours per week, depending on the volume.

Mistakes were very common as it was very easy for a manager to open the wrong spreadsheet, update the wrong cell, or not have their edits saved properly.

The company relied on one employee emailing the next employee to trigger the “hand-off.”

There was little to no visibility into the status of any given task.

There were no alerts or reminders for tasks not being completed.

By leveraging Microsoft’s Planner tool, along with the Microsoft Automation platform, Paragus was able to create a new solution:

HR simply fills out an electronic form that collects all pertinent information.

Tasks are automatically created and assigned to all relevant stakeholders.

Each task is assigned to a specific team or employee.

Clear, detailed instructions and deadlines are communicated across the board

Progress is easily monitored.

Alerts and reminders are triggered when tasks haven’t been completed on time.

This automation saves a lot of time, reduces mistakes, improves efficiency, and creates an improved experience for the employee and all of the relevant stakeholders.

It also created the foundation to begin to look at the actual tasks being completed by the various stakeholders and automate any of them that could be in a Phase II. 

Phase II automated 30% of the tasks previously being done manually, saving the organization 75-90 hours a month while also shaving several days off the timeline.