written by
Maarten Decroos

Workflows now available in Officient

Officient news Onboarding 4 min read

Our new feature Workflows, guides you in executing different tasks in essential and recurring HR processes.
Never miss something during on- and offboarding of new employees and always know what steps to take in handling administration for business trips, legal procedures or even training courses.

When a company is successful and grows larger, it often puts in place more structure. This is often done by documenting recurring processes and fine-tuning them into standardized workflows within the business. This will probably occur in many different parts of the business. Be it sales, logistics or in this case, processes in human resources.

Let's take a look at how processes in HR might evolve when more employees join the company. When the first HR professional joins, their available working time is probably enough to cover most of the important aspects of HR. This could be payroll-related tasks to making sure the proper requirements are filled in drafting legal documents (f.e. absenteeism in The Netherlands). Managing complexity such as legal proceedings throughout different countries is rarely required at this stage. As more employees join the company, different processes need to be fine-tuned into neatly structured workflows, as to not forget anything and to make it comprehensible for new HR professionals and employees.

On- and offboarding of employees.

The best example which comes to mind is onboarding and offboarding of employees. During these processes there is a certain amount of tasks which need to be completed. To make sure employees get off to a good start or can have a proper exit. You might need to communicate employee data to the payroll provider (DIMONA). Get the right documents drafted and signed. Make sure the required assets have been ordered and start planning the first day. In offboarding you might want to schedule a time for an exit interview, retrieve the assigned assets, and maybe even plan a farewell party?

You can take Workflows and apply it to other HR processes than merely on-and offboarding of employees. For example handling administration related to business trips or following the right procedure to get legal documents drafted. When the business scales further, these will probably even differ according to different teams or even the applicable country. Seems logical when working with an international workforce and having to deal with different labour regulations.

How was workflows designed and what advantages can it bring your company?

We researched this topic with our existing customer base but also with prospects, and we discovered a lot of similarities in how they operate. We saw that different workflows were often composed as mere lists of tasks, being managed in a (shared) text document or spreadsheet with someone primarily responsible for a task or an entire workflow. Often times deadlines were set for each given tasks (f.e. 1 week before a starting date).

Using workflows for recurring processes can bring a wide range of advantages. You'll promote productivity amongst HR employees by automating a lot of the work around communication. By offering easy interfaces to record these activities, it becomes a lot easier to follow up on some of these tasks. This can also impact important HR processes such as onboarding, which has a critical impact on employee retention. A recent study by Talmundo & Vlerick about onboarding indicated that 83% of new hires think the same.

What kind of flow did we distill from this user feedback, and build into an actionable feature all our clients can derive value from?

How does workflows work in Officient

Workflows templates in Officient
Creating or editing a workflow brings up this template view
  • You can draft multiple workflow templates, which can be split according to teams, the location where it is applicable as well as which employee-event it is related too (on -and offboarding or a custom flow).
  • You can find an overview of workflows assigned to each employee in a separate tab of their employee profile. Through the workflows tab in the main navigation you can bring up an overview of all workflows assigned to you.
  • Tasks can be assigned to admins as well as employees (which then becomes visible through a tab in the Employee Self-Service). This means you can engage employees better throughout the process. You could for example invite them to the self-service and ask them to fill out their own data (less chance of making mistakes) or to upload the proper certificates and documents (F.e. ID card or driving license).
  • Automatic reminders based on the actual deadlines. We'll notify you through the app, but we'll also send out a mail when a deadline is coming close. This means you'll never be late to complete a certain task in due time.

Following up on an active employee workflow

Active employee workflows
For every workflow assigned to an employee, a detailed view opens up which shows the status and progression of the workflow as well as lists the individual tasks (completed or pending).

Within each employee profile the HR admin can see what workflows are still in progress. By clicking on a specific workflow, a detail page opens up giving more insight into which tasks are pending and completed. You can also navigate towards the 'Workflows' tab on the main navigation bar, to see all workflows assigned to you as an Officient admin, their progression as well as the reference date when they became active.

Assigning tasks to employees

Tasks can be assigned to employees as well, which then become visible in their Employee Self-service

You can also assign tasks within workflows to employees. These will show up as a separate 'tasks' tab within their Employee Self-Service. This helps divide the workload and engages the employee to participate, and speed up common HR processes.

Do you think Workflows could be beneficial for boosting efficiency in different HR processes at your company?

Product update Workflows
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