3d rendering artificial intelligence cyborg or robot working with headset and computer notebook
Companies, both large and small, are increasingly turning to artificial intelligence (AI) to streamline employee onboarding, significantly reducing the workload for human resources (HR) departments.
The adoption of AI-powered solutions not only expedites the process but also ensures a seamless and engaging experience for new hires.
Business Insider Africa reported that one such company leveraging AI is Hitachi, which recently overhauled its onboarding process with an AI-driven digital assistant. Similarly, Texans Credit Union has integrated AI into its onboarding procedures to eliminate inefficiencies and improve employee experience.
While AI-assisted onboarding is commonplace in the tech sector, it is also proving invaluable for high-growth companies rapidly expanding their workforce, according to Edie Goldberg, president and founder of E. L. Goldberg & Associates, a human resources consulting firm.
AI solutions assist HR teams by automating administrative tasks, such as organising and processing paperwork, sending notifications to relevant departments, and providing round-the-clock chatbot support to answer new employees’ queries in natural language.
“Employees work across various time zones,” Goldberg said. “Having an AI assistant available to answer queries instantly is a significant advantage” Business Insider Africa quoted Golldberg as saying.
To successfully implement AI in onboarding, companies must first identify pain points, set clear success metrics, and adopt a test-and-learn approach across departments, said Bala Krishnapillai, vice president and head of IT for the Americas at Hitachi.
Texans Credit Union identified a major issue: new employees often struggled with accessing company systems on their first day. “We focused on making their workspace welcoming,” said Jenni Short, the company’s chief people officer. “But they couldn’t even log into their computers.”
To resolve this, the firm implemented robotic process automation in September, ensuring new hires had immediate access to company systems. The transition took six months and involved close collaboration between HR and IT. Previously, setting up system access took 15 to 20 minutes per employee; now, it takes less than a minute. This has freed managers from administrative burdens, allowing them to focus on integrating new hires more effectively.
At Hitachi, the onboarding process previously took 10 to 15 days due to manual tasks, such as setting up IT equipment and ID badges. New hires also faced delays in getting their queries addressed, potentially leading to disengagement.
To tackle this, Hitachi developed a custom AI system, training it with internal company data. After beta testing with various departments, the system went live in October, cutting the onboarding duration by four days and reducing HR staff involvement per hire from 20 hours to 12 hours.
Goldberg highlighted the flexibility AI offers, enabling organisations to tailor solutions to their specific needs. “AI comes in different forms,” Krishnapillai added. “Companies should assess their technological maturity to determine where and how to integrate AI.”
Many organisations begin by automating routine tasks, such as setting up email accounts and equipment allocations. Automated reminders can also prompt new hires or HR teams to complete outstanding paperwork and training sessions. Texans Credit Union plans to extend AI automation to assigning desks and parking spaces, further minimising manual processes.
Ultimately, AI’s success in onboarding is measured by its ability to enhance the new hire experience, ensuring smooth integration into the company while reducing administrative overhead.
“AI should not just ease HR’s workload,” Goldberg concluded. “It should also enrich the onboarding experience for employees by making processes more intuitive and efficient.”
