Create Automated Onboarding Tasks in Microsoft Teams!

When welcoming new hires, creating a seamless onboarding process is one of the most crucial steps for ensuring success in the long run. The best way to streamline the onboarding process is through onboarding automation.

Onboarding tasks, such as completing necessary paperwork, getting familiar with company policies, and going through initial training, play a vital role in helping new employees integrate into the organization.

That is why in this particular post, we will be covering how you can not only create onboarding tasks for your new hires inside an incredibly widespread communication and collaboration tool like Microsoft Teams but also how you can make sure these tasks are fully automated.

As the role of automation and AI in HR keeps rising in prominence, automated onboarding tasks are one of the easiest boxes to tick in your employee onboarding checklist.

Why Microsoft Teams for Onboarding?

Before we dive into how you can start automating employee onboarding and more specifically, onboarding tasks for new hires, let’s discuss why Microsoft Teams is the right base platform for this.

Microsoft Teams provides a centralized hub where new hires can easily access all necessary information, resources, and communication channels. It is a hub for new hires to communicate and collaborate with veterans and seasoned members of your organization.

One of the standout features of Microsoft Teams is its ability to integrate with a wide range of other Microsoft and third-party applications.

This integration capability allows for the automation of various onboarding tasks. While Microsoft Teams on its own, doesn’t have employee onboarding features built into it, you can seamlessly integrate an employee onboarding tool and effectively welcome new hires.

In fact, the first step we will be taking in order to create automated onboarding tasks for new hires is to integrate an official Microsoft Partner application into your Microsoft Teams.

Step 1: Integrating an Employee Onboarding App for Microsoft Teams

The app we will be using to automate employee onboarding processes will be: Teamflect. It is an official Microsoft Partner and it is the highest and most rated app in the category.

In order to add this onboarding solution to your Microsoft Teams, all you will need to do is:

• Head over to the Microsoft Teams App Store
• Search for Teamflect
• Add it to your Microsoft Teams.

The best part is, you don’t need to sign up or create an account! You can simply log in with your Microsoft account.

There is no additional setting-up required. Since this is a Microsoft native solution, it draws your organizational chart from Entra ID (Formerly Azure AD).

This means, all the necessary information about your team newcomers and veterans alike will already be in the app.

Step 2: Creating Onboarding Task Groups

The next step would be to create an onboarding task group. While assigning tasks manually is still simple enough, the benefit and convenience of onboarding automation is to have these onboarding tasks assigned automatically.

Onboarding tasks groups need to be specific and tailored to each department or team.

A new hire joining the sales team should be receiving a different set of onboarding tasks than someone joining the HR team.

Admins in Teamflect can simply head over to the Tasks section of the admin center and start building different sets of onboarding tasks.

Simply click the ” + New task group” button and start adding any onboarding tasks that you deem necessary to a newcomer learning the ropes.

The consistency that comes with automating the onboarding tasks employees receive for each department, helps maintain a standardized onboarding process, reducing the risk of important steps being overlooked or handled differently across the organization.

Step 3: Automating Onboarding Tasks at Desired Intervals

Naturally, the next step after creating different onboarding task groups is to automate them. Depending on how you want your onboarding program to function, you can automate your onboarding tasks to be sent any amount of time after the hire date.

This level of onboarding automation is what truly saves organizations time. This process only has to be set up once. As opposed to going through the motions for every new recruit over and over again, automation ensures an efficient employee onboarding process that saves both parties time and effort.

Step 4: New Hires Receive Tasks

The last step in setting automated onboarding tasks for new hires is the employees actually receiving their onboarding tasks.

Once a new hire reaches the number of days with the organization that have been designated in the automation process, they will receive and be responsible for their onboarding tasks.

Time to Start Streamlining Your Onboarding Process

Automating onboarding tasks can significantly transform the way organizations welcome and integrate new hires. That being said, they are only a small piece of the employee onboarding puzzle. They should be followed up by automating onboarding surveys and conducting 90-day reviews!

If you want to be able to do all of that and more inside Microsoft Teams and Outlook, alongside having access to a wide-array of performance management and employee engagement features, you can try Teamflect for free, today!

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Create automated onboarding tasks inside Microsoft Teams!

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FAQs About Onboarding Automation in Microsoft Teams

What is automated onboarding in Microsoft Teams?

Automated employee onboarding in Microsoft Teams involves using onboarding software to streamline every step of the onboarding process so each step flows automatically. An automated onboarding process in Microsoft Teams should eliminate all the manual work from the following procedures:

• Employee Onboarding Tasks: When a new hire joins a particular department, their onboarding tasks should be assigned to them automatically. Using an onboarding software like Teamflect, you can create different onboarding task groups for each department to be sent out to new hires once they join.
• Employee Onboarding Surveys: Conducting regular surveys  with new hires is essential to understanding the new hire experience in your organization in order to take the necessary steps to improve upon it. Automating this process inside Microsoft Teams allows surveys to be sent out automatically after certain milestones are reached, ensuring consistency and efficiency.
• 30-60-90 Day Reviews: Onboarding reviews can also be automated to be conducted inside Microsoft Teams, using Teamflect so the entire employee onboarding process can be mapped out beforehand and function without any manual scheduling.

Why should companies automate their onboarding process in Microsoft Teams?

Automating the onboarding process helps to ensure consistency, save time, reduce errors, and provide a better experience for new hires. Doing this inside Microsoft Teams provides the additional benefit of keeping the onboarding process in the flow of work. Employees can go through the onboarding process in the same place where they already communicate and collaborate, making performance management for new hires seamless.

What are the key benefits of automated onboarding process in Microsoft Teams?

Automating the onboarding process in Microsoft Teams streamlines communication, training, and task management by providing a centralized hub for new hires to access resources, collaborate, and complete tasks. It ensures consistent training through integrated materials, fosters engagement by connecting new employees with their teams, and automates task assignments for efficiency.

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