Hi folks -
We are a small company but growing!! Today when we onboard someone our office manager (OM) sends the new hire an email with some attachments. The new hire takes some action like reads some docs, fills out some docs or signs some docs and then emails them back. OM then saves them off to a folder for that new hire and then sends over another batch of docs. This can take 3-4-5 iterations.... She has to set a reminder to follow up on the person at each step along the way. Now imagine if she's doing this across 4 new employees at the same time as well as working on a myriad of other tasks.
This works fine for a handful of employees but as we are staring at 30-40 employees and onboarding several at a time, I'd like to automate some of this. In particular I would like to develop something where if OM is busy, or out sick or whatever, I could just jump in to the process and ensure it moves forward.
Example: A primitive solution might be to create a Sheet with all of the steps mapped down the sheet by row with a checkbox and a space for comments. This could work! We could have one tab as the template and then just copy the template over to a new tab for each new employee and rename the tab as that employee.
For those of you engorged in the Workspace world, what else comes to mind? What other tools and/or processes?? Another benefit of this system could be if we hire additional back office personnel, they could help out on this process much more easily than an email based model with a Word document full of instructions.
BONUS: If I email the individual a sensitive form for them to fill out, say tax information or something with their SSN, what is the best way to have them return that document to us in a secure fashion, vs sending over email?
Thanks for any ideas! -RB
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