Summary: Our company is in the process of an expansion – in terms of hiring new employees as well as a complete office renovation to accommodate all the new team members. So as the Office & Human Resources Coordinator, saying I’m busy is a bit of an understatement. To keep organized, there are a few applications I keep on my HR Intranet page that are been crucial to my success through these series of transitions.
In 2018, we’ve had an abundance of phone and in-person interviews hired and onboarded seven employees in 2017. Previously, I would have to do the phone interview, type up the responses to a word document, and save it in a folder on the shared drive. The hiring manager would then have to get the link to the exact spot on the drive, or know exactly where it was placed to review. Interview responses were often misplaced or lost, and finding these forms was time-consuming. Candidate tracking was a manual process, and often good candidates who would have been perfect for future openings were forgotten.
By setting up form templates online, I’m now able to easily select which series of questions I’ll ask a candidate, depending on which role they are applying for their phone interview. I’m then able to add their responses directly into the intranet, available immediately for reviewal by the hiring manager, CEO, and anyone else with permissions to that part of the intranet.
When the interviews are completed, the candidate’s responses and our notes are stored in the central document repository for quick retrieval. We make our decision, and send the offer with a docu-sign integration that notifies us when the candidate has signed the agreement.
Next comes the preboarding initiatives! In order to set up our new employees for success, we’ve created a series of checklists including preboarding, first week, 30 days, mid-probation, and final probation check-ins. The checklists are available on each person’s profile, which they can access prior to their first day. This will include setting up their Microsoft 365 accounts, and any other software they’ll need access to.
The next time you need to source and hire your company’s next superstar employee, use these tools on your intranet to improve communication, and smooth the process for HR, the hiring manager, and your new employee.
If you have any questions about how you can leverage your HR intranet page to assist with employee onboarding, don’t be afraid to contact us!
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