Your organization and learners are unique, so why is your LMS a one-size fits all? Onboarding procedures tend to be riddled with bottlenecks and manual processes that slow everything down. Your admins waste time on what should be automated, and your new hires are confused by the lack of organization and bureaucracy. The right LMS can solve these challenges. In this video we will share how our customers are using their LMS to simplify onboarding and get new hires working quickly.
Things you will learn and observe firsthand include:
1. How integrations can help automate your onboarding process
2. How a customizable platform can work to meet your unique needs
3. [Demo Short] See how mass onboarding can be easily managed for admins and managers
Click here to watch the webinar or read the transcript below.
0:00:04.4 KA: Good afternoon everyone. My name is Kishor Amberkar. I'm the president and the CTO of Learnsoft. Today we're gonna talk about onboarding, mainly on the perspectiveof the learning and the talent, what we can achieve, how we can make it frictionless. Because at the end of the day the biggest important part is how we can make the employee productive, hopefully on there the first day. So we are gonna talk a little bit more about that today. Okay. So what we are gonna learn... The first point, how this integration can help in the onboarding process. What are the different components which needs to be integrated and talking to each other so that we can make a seamless, a frictionless onboarding for our employees. How the customized platform can work to meet your unique needs, because the onboarding can be done in various aspects, whether they're compliance related onboarding, whether they're just general onboarding for new hire orientation, how the platform, a learning management system or a talent management system can be customized for your needs. We are gonna actually seethe short demo that here at Learnsoft, how we can achieve this by mask onboarding, people. Again, my name is Kishor Amberkar, I'm the co-founder of Learnsoft. And let's dive in.
0:01:50.1 KA: The most important part to realize, and this is a unique step part, that one out of 10 employees felt that their organization did a good job on onboarding. So there are nine of them who feels that there was some lacking. That means they were not ready after the new hire orientation was done. They were not ready to perform the job. And that directly reflects to the productivity side of it, because I can't use that employee to work on eight days or 10 days after then onboarding. And that's what the industry standard says and why it is that. And then we are gonna talk about it, why they feel like that. Okay? Because the needs, which is needed for all the systems coming together, because every employee, every new hire, what we call has some type of attributes. They belong to certain employment type, they belong to certain job class, job code, job position. They belong to certain part of your cost center.
0:02:58.8 KA: They have certain attributes which are related to them, and that defines who they are in the organization. If I'm sitting in ICU and I'm an RN in oncology, my onboarding might be a little bit different than the person who is a new hire in accounting department or maybe an IT department. Can your onboarding process able to accommodate all those different flavors depending upon who I am? Can all the integration pieces comes together? Right? Because the applicants usually gonna come from an applicant tracking system. That is the place where you start hiring people, you do your interviews, you make sure that they're, they go through the interview process and then you give them their offer. So all that data is sitting in your applicant tracking system. Once they become onboarded, they're actually converted from an applicant tracking system to an HRIS system.
0:03:58.4 KA: That means they get a new employee ID. Scan your LMS, talk to not just your HRIS system, but also to the applicant tracking system. So by the time the applicants are ready, I can actually send them certain information for certain training. Now that is the big portion of the integration. Can your learning management system talk to both of them? And maybe they can have multiple feeds, not just one applicant system. Because I'm taking traveling nurses from other part of an organization like EM and Healthcare, how I can make sure that they... When they come onboard, that they are already certified. They already have certain trainings which are related to my organization. Okay? And that is the unanimous struggle point, which happens because if we start addressing that after they're hired, I'm going to lose a week or two week or three weeks on their onboarding program, how I can make that seamless, how can make it faster?
0:05:02.7 KA: So hopefully they will be productive maybe after eight days. They know all the systems, they have been trained the culture of the organization. So how we can meet that needs, how we can customize those flows. Okay. So onboarding is not just a new hires. What if I change positions? What is it? What if I change agencies? What if I change facilities? In my career path I wanted to go in one way, but I decided that my organization has an option to follow me another path and I can go to that path if the onboarding of that path is in place. Not all the trainings are the same. So onboarding is not just for the new hires, it can be also based upon the change in the positions and the systems needs to automatically handle those things. Me as an organization development or an HR department, needs to know all those different flavors so that I have those packages ready for deployment when a new person comes in certain location of my organization.
0:06:18.9 KA: That is the key part here. Okay? And we talk about automations, we talk about integrations. The data is one of the most important piece. We have to get that data from the HR systems, from the BI systems, from the applicant tracking systems. And the data has to go back and forth because that's where the user Bible is. Obviously we need to have all the content library in place, but in case of the blended learning, I should also have all my calendars of learning ready for the people to start coming in. Maybe I do every Wednesday, eight o'clock to five o'clock. I do my new hire orientation for the entire year. Is my calendar already set for that? So it's not just the e-learning, it can be a blended learning approach and all my different learning tools. Because nowadays we have to do the instructor training on Zooms or Teams. Is that ready? Is that in place? My survey engines are in place. If I'm getting some information from the associations and certifications from that, or competencies from from third party competency companies like AHAs or the Red Cross or LCBS can I integrate that? Because at the end of the day, my user needs to just log in. They need to know what needs to be taken as a new hire orientation, maybe click on the launch button and launch the codes and complete the orientation program. So the integration becomes a key part.
0:07:52.7 KA: We are gonna now jump inside the demo. You see how all these things, which we have done, how Learnsoft achieves this. So I'm going to log into our platform and right now I'm logging as an end user. So I'm a new hire when I come into the system, how does it look? What does it tell me? Okay, does it tell me that what are the upcoming courses are coming? What are my calendar requests? Which are there? Which is already assigned to me. Okay? But the most important part here is all the different tasks which I have during my onboarding process. There are certain tasks which are online courses related. Some are conference related, some are checklist, which is very important in the nursing new hire program. Ican also go into all my assignments, which are assigned to me.
0:08:50.3 KA: So it will tell me that there are different packages of assignments which are assigned. I have to complete this annual mandatory course and there are three of them. One is the quality patient safety, one is workforce safety, one is emergency management. And I can click on the launch button. I can complete that annual mandatory. Ican also do the new hire orientation. That's, that is a package consists of five, six courses some are online. Some are instructor led, but in single glance I can see here that these are all the assignments which I need to complete because your new hire doesn't need training on a learning management system. It should be self explanatory, one or two clicks and launch and finish new hire program. That's how it's simple for a end user. But let's go behind the scene behind the hood and see what the administrators do to set all this up.
0:09:50.9 KA: So I'm logging as an administrator here and I'm gonna go into the advance review. I can go into different assignments and I have here two different assignments, which I was just showing a new hire orientation assignment. Let's click on that. How I can mask deploy this training. So this new hire orientation program, I can say itis only for new hire. I can say it is active. I also say it is a one-time assignment and I give them 30 days to complete. I can edit add certain courses to those, 'cause cause certain objects to this learn. New hire orientation. Right now there are three of them. Maybe it's a package of five and it is only targeted to certain people. I can, let's click on I can assign certain job class, like I can target this new higher orientation only for nursing.
0:10:50.6 KA: So I can go in and Ican add certain job classes, job positions. So I can have in my organization five different new hire orientation program. It's not the same. IT gets one, compliance gets one, accounting department gets one. Then all my clinical staffs gets the third one. I can do all that. Even I can have a different orientation program for different section in my organization. You know, my Manhattan facility and only endurance building and maybe in Kelman building they have a different program from all other people or for other section. Can your elements do that? We are able to structure it so that you can customize your deployment of your program. Now this becomes the part of your assignments. You can attach different reminders to it. You can attach different notification to that. So that's a part of an assignment. But I can create multiple courses and each courses can have its own content, which is going out. The content can be e-learning based content, like this is a classroom based course, but I can have an online course which I'm teaching every Wednesday on and I can deploy a policy.
0:12:14.8 KA: And procedure or maybe I can have a classroom instructor led course. And I wanted to make that as a webinar of Zoom. So every Wednesday I have a Zoom new hire orientation program and my entire calendar gets populated and my assignment scheduler assigns those courses depending upon those attributes which we were just talking about. Sothat is the way of mask assigning certain courses. Certain packages of onboarding and why we wanted to do that so that on the day one when the users come in, they can just click on a link in the email because every assignment sends the emails out. Click on that email and complete those assignments. Andat that is the beauty on, simplicity side, on the end user and on the admin side, give them the power to assign. Now this is an automatic assignments, but it doesn't have to be automatic. I can actually go and find a new hire orientation program by going into a search option. I can select certain programs from here and I can add my team. I can go into the enrolled team option. I can search individually by the first name, last name, or I can select using different selectors, like job class, job code, job positions, and even the location.
0:13:51.5 KA: And then I can assign those people. But that becomes a manual one. But I want the system to automatically do that. We have both the options. So if you visualize this with me, that if I create five different types of new hire orientation programs and I create seven different types of annual mandatory, depending upon the job classes and the job code, majority of my deployment of learning is automated. Now let's go inside one more type of assignments and I'm gonna go into assignments again. And this time I'm gonna show you the annual mandatory training and let's go inside it and see how I defined it. So I'm saying that this annual mandatory training, it's an active assignment. Okay. I... And it has certain timings. Is it a recurring assignment or is it a one time assignment? If it's a recurring assignment, how you want it to be recurred? Every year? Every month? Every day?
0:15:00.7 KA: Then you can say how you want it to be due. Do you want it due date day? Maybe due 45 days before anniversary or maybe after anniversary or maybe on anniversary or maybe a hardcoded due date. So you can create multiple assignments. Some are one time, some are recurring. So the onboarding process will be faster and not just onboarding that after onboarding the probation period is over. I need to assign some more courses. I need to assign a checklist now for the competencies, I can assign courses to this package and I can then deploy it by job class, by job code, by job position, and even my organization tree. I can say that this assignment of... Will only go to Staten Island region and only to the CVU facility. Sothis is specifically customized for the CVU facility. That means the people who belong to that, they are only going to get this annual mandatory code.
0:16:02.4 KA: The system willautomatically assign it and send them a notification with the email link sothat they can click on that link and they can complete this assignment. Nowthere are various other parameters I can select by delegate, I can select byspecialty types, the credential, the sub status. I can also exclude certainpeople, you belong to an RN in oncology, but you don't do this job, you do notneed certain training or maybe I can include that even though your job positiondoesn't say that you are an RN in oncology, you need this job because sometimesyour HR systems job positions are not clean. So we have to make sure that thepeople coming with different attributes and different flavor. I can targettraining, I can be as granular as I can and all this can be achieved becauseLearnsoft LMS and the TMS integrates smartly with any HR systems which are outthere.
0:17:07.5 KA: Any applicant trackingsystems which are out there. And this data, once we gather, once we deploy,once people start completing, now I can do comparisons. Which departments newhire orientation is more successful than others. I can do those comparisonusing the BI tools and that data can go back to the HR system or any BI tools.So that's the entire scope and why we are doing it. Most important thing, wehave to increase that number from one... One employee only things thinks out of10 that they've been successfully onboarded. We want to move that to seven,eight, or maybe nine or 10 and let the system take that burden to have thoseprocesses in place so that I can seamlessly frictionlessly onboard people invarious sections of my organization.
0:18:10.4 KA: Wonderful. So that'swhat I wanted to show you as a demo. So what we have learned, how integrationsis gonna help in this on onboarding process, how the LMS talks to the HRsystem, how it talks to the applicant tracking system. So the applicants, assoon as they are hired, they're fully trained. How customized platform can workbecause it's not just one size fits all. One new hire orientation is not foreverybody in the organization, clinical staff is different, the IT staff isdifferent, the accounting staffs are different depending upon the culture ofyour organization.
0:18:48.9 KA: Yeah, they might getfour or five standard courses like sexual harassment, policies and procedure.But depending upon their job class, their job code, their job position, theyhave to have a different type of onboarding. We also saw in the demo that how themask onboarding can be done by the admins and the managers. It can be a manualprocess. You check, check, check add those people. But we would like to haveautomatic, I need to have five different types of new hire orientation so thatit can be automatically behind the scene every night or real time assign a newhire orientation program or the annual mandatory programs. That's what welearned today. Any questions? I'm gonna open for questions.
0:19:42.6 KA: Okay, looks like there is a first question. "Can we assign a new hire orientation program coming from the applicant tracking system?" Absolutely. As I said, we integrate with your applicant tracking system. That means as soon as you create an applicant in that system, we talk to the applicant tracking system and we put that as an employment type of applicant. They're not employed yet. They're not non-employee. They're off of type, applicant or a candidate and they have their own section in the learning management system. They have their own catalogs if they wanted to just learn about the organization, take certain courses in the organization even before you get hired, yes, we can do that. "Can the data share back between the LMs, ATS and and HRI system?" That is the key part because once you achieve all those different packages, once you deploy all those packages, I wanna make sure that, is it working?
0:20:42.1 KA: Is my new hire orientation program working? What are the feedbacks which I'm getting, am I targeting right people to, and deploying right content to them? So yes, the data is being sent back and forth between the applicant tracking between the HRIs and also the BI tools like Tableau. Is new hire orientation program automated? That's a process which you decide as your HR system. We have both options. You can still manually assign a new hire orientation one by one or Excel file uploader or Bulk uploader. But we, the most important part in the organization, which most of our clients are doing, they're automated. We wanna automate the entire new hire orientation. We wanna automate the entire reporting, which is a scheduled report. So it depends upon your process. I would suggest that it should be automated and there are one-off scenarios where I can assign one ort wo missing people through a manual process.
0:21:48.7 KA: That's what we wanted to talk today. If you have any questions, please reach out to us atinfo@Learnsoft.com. But go to our website Learnsoft.com. You'll find ton of information there, ton of use cases. You will see how our clients like State of Kansas or the state of Iowas or Northwell, arsenals of the worlds, how they are doing things. Because this is a collaborative environment. We learn from other organizations and we can take certain things from that organization and then we add the flavor to our program. So there is a ton of information there. Please go into Learnsoft.com and you will, you can go different sections. If you have any questions, please reach out to us.
0:22:40.7 KA: There's also, a section where you can request for a demo and we can go in more detail of the, not just this process, but any other process like epic enrollments or career ladder enrollments. How we manage the talent management, whether it's a 360 degree evaluation or a scale gap analysis. How we are doing, how our clients are doing. I would love to chat with you on that one. Wonderful. That's what we wanted toshow. Thank you for spending some time with us. Again, any questions, please reach out to us. Thank you and enjoy your day.
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