Global Enterprises
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“When I started at Genpact 20 years ago, the first day was all about paperwork”, recalls Shalu Manan, Global Talent Leader at Genpact. “Today, we value time as one of our most important currencies”.
If you've started a new job within the last few decades, you might find Shalu's experience familiar.
The first day often means slogging through a mountain of forms – imagine 18 to 20 different ones, each demanding your attention with a pen in hand!
You find yourself repeatedly entering the same details on multiple forms, signing your name over and over, maybe 15 to 20 times. Make even a minor mistake? You might be redoing some of that paperwork all over again.
It’s hardly an ideal welcome for a new employee and it’s a cumbersome process for HR too.
After collecting the paperwork, the HR team's work is just beginning. They need to:
A decade or two ago this was the only and the best way to collect data and onboard new hires.
That’s not the case today though.
We caught up with our own VP and Head of Service Delivery, Preeti Kumari to learn about this transformation. She shared insights into how some of the top companies we partner with have digitized this process and its impact.
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A Smart Form is a single digital form that a new hire fills out that then pre-populates all the other requisite compliance and company forms needed during employee onboarding.
“It is important to understand how a Smart Form works to know the level of ease and efficiency it creates in employee onboarding”, insists Preeti.
Once a new hire accepts a job offer and their details are entered into Tydy, the software applies a pre-set logic to generate a Smart Form. This form is auto-customized according to the specific requirements of the job’s location, role, team and other factors.
"You'll see me use 'auto' a lot – auto-customize, auto-send, auto-recognize – because that really shows just how much we can automate data collection", warns Preeti.
For example, one of our customers required additional information for employees joining a specific location. In response, Tydy's logic was configured to auto-recognize when a new hire's details included this location, activating specific form fields in the Smart Form to collect this required data.
Preeti continues,
“Working with various customers over the years, we've seen how data needs can vary by region or role. The Smart Form adapts automatically to these differences. For example, it collects different information for Priya in India compared to Steve in New York.”
Unlike the manual data collection process, Tydy's Smart Forms automate not only the initial data gathering but also subsequent onboarding activities.
For instance, once a Smart Form is completed, digitized federal and state compliance documents are automatically generated.
The relevant information is meanwhile seamlessly forwarded to a background check vendor for verification.
Simultaneously, details are sent to the IT team for asset allocation and the Admin team receives a notification for badging.
Additionally, this information is used to create personas so the new hire can get segmented into specific cohorts and sent targeted communications based on location, role, business unit, etc.
“An innovative feature – one that has been particularly valuable for a lot of our customers – is pre-onboarding. As soon as a candidate accepts a job offer, they can be sent the Smart Form for completion, allowing background checks and engagement activities to start early. This helps reduce offer drop-offs and for new hires to start contributing faster once they begin.”
Sending out Smart Forms before the start date is effective, but what if they're not completed on time?
This is a legitimate concern, and here’s how Tydy approaches this.
Tydy does more than just send Smart Forms to new hires; it implements a reminder workflow that automatically sends reminders to the candidate at regular intervals. If a candidate does not respond despite multiple reminders, their hiring managers or recruiters are notified so they can follow up appropriately.
Preeti points out, "Often, this lack of response also provides an early indication for the organization to intervene, potentially addressing issues with a candidate who might be reconsidering their decision to join the company.”
Smart Forms adhere strictly to data privacy laws and meet global compliance standards. Each form begins with a legal consent section to ensure employee consent for data collection. These forms are also tailored to meet the regulations specific to various geographies.
A prime example is how Smart Forms align with GDPR requirements, which stipulate that employee data should be collected strictly as needed.
For instance, the Smart Form might initially gather only the essential data required for background checks. If additional data is necessary, say for payroll purposes, a subsequent Smart Form can be triggered with extra fields to collect this information.
Smart Forms greatly simplify HR's workload.
First, they provide clear instructions on data submission. For instance, if a photo is needed, the form specifies the size and background color. Second, if HR spots any issues or missing details, they can note them directly on the form. This automatically alerts the candidate to make the required adjustments.
Additionally, any discrepancies found during background checks are automatically relayed directly to the candidate by the vendor.
"This streamlines the workflow, saving significant time and effort for HR, and boosts overall process efficiency", Preeti explains.
Automated data collection during onboarding creates a positive ripple effect:
Moreover, it's 100% safe to say that Tydy’s Smart Form effectively eliminates the need to dedicate an entire day just to filling out forms!
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I once endured a full day of paperwork during my onboarding, and I didn't enjoy it at all. Being able to eliminate that tedious process for new hires, and allowing HR to handle everything during preboarding to reduce turnaround time, represents the ultimate level of efficiency we can achieve.
Preeti Kumari
VP and Head of Service Delivery - Tydy
When you use Tydy for employee onboarding, you replace those 18-20 forms with one single form - which we call the Smart Form.
Preeti Kumari
VP and Head of Service Delivery - Tydy
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