Part 1: Background
Electra Learning has successfully rolled out its Learning Toolkit, as well as creating custom training content and materials, to a variety of companies such as Transport for London, Northern Rail and Harbour Energy. The Learning Toolkit, which is designed to help you automate complex processes and get results, had been well received by clients but had yet to be implemented internally. We had worked on several induction programmes for companies like TotalEnergies and TAQA therefore, it made sense to apply what we do for our clients to Electra.
Part 2: Business Challenge
What challenges are often experienced?
The Onboarding experience for new starts at Electra used to be very manual and inconsistent. We had no tracking of what had been covered and ad hoc planning of the programme prior to individual starting. This posed several challenges for us including:
- Administration around the onboarding process was time consuming as it required a lot of paperwork – lots of printed MS Word forms and checklists, which were all filed physically and electronically, taking up a significant amount of time and effort for managers and our HR administrator.
- Inconsistency as different individual had different interpretations of the process and sometimes didn’t have access to all the right forms and documentations as they were stored in all different folders with different versions.
- Errors and omissions – if a checklist wasn’t followed or parts were missed, it could have resulted in compliance issues.
- Limited scalability – as we were growing globally, we wanted all new members of staff to have a good experience that demonstrated the efficient ways of working that we ultimately train our clients in.
- Poor employee experience – most individuals received a ½ day face to face induction workshop and we wanted to make it a much more blended and enjoyable experience over a period of time rather than being bombarded with information on the first day.
What possible solutions did you consider?
We reviewed various HR platforms and specific onboarding software but these were costly and we couldn’t get the ROI we needed from them. So we spent a lot of time refining our checklists and moved away from paper files to electronic only. We sorted the issue of inconsistency by having one set of controlled documents. However, there was still a lot of manual paper trails, albeit now electronic.
Part 3: The Solution
What was the solution that was implemented?
We needed a solution that was going to streamline the process, improve consistency, automated tracking and enhance the employee experience. Learning Toolkit is scalable so it can be very cost effective for small businesses as well as large businesses. Using the Induction features of Learning Toolkit we were able to set up Audience Management to control the different induction versions localised to each country.
New starts to Electra will still have face to face time with their Manager, with HR and the Managing Director but instead of ‘chalk and talk’ information overload, its more conversational and enjoyable because there is less information to impart all at once. Individuals are given access to Learning Toolkit, where we have built a platform for self-paced training modules and interactive content that can be completed within the first month.
There are mandatory and optional learning modules. Our code of conduct and Employee Handbook is part of the induction on the platform so when that part is complete, there is a sign off stage which is recorded and trackable. Other HR declarations such as Employee Confidentiality Agreement, Use of IT systems, Privacy notices, photographic permissions etc, are also accessible from here and individuals electronically sign these to agree to them. Some of these need to be signed annually therefore, the system can issue these automatically every year to each individual.
There are badges available for completing learning programmes and for other achievements such as outstanding achievements etc. As part of our induction, we have modules on Cyber Security, GDPR and an interactive and trackable Display Screen Equipment assessment.
Part 4: The Result
How has the solution changed the way you work?
Everything is trackable so it gives us confidence that we are fulfilling our legislative requirements and as we grow, we can see everything in one place rather than having to sift through physical HR files. Individuals can go back to any of the content at any time. Further benefits include:
- Improved operational efficiency – 90% less HR admin time required
- More enjoyable experience for new starts
- Enhanced Reporting and Visibility
Overall the biggest benefit of using Learning Toolkit as part of our onboarding process was a more efficient and effective process for new starts, saving time and resources for HR and improving the employee experience.