Streamlining Onboarding with Automation

FSC Group is a multi-disciplinary engineering, project management and environmental consultancy based in Australia. They work with government and private sector clients to plan, execute, operate and maintain small to large projects. FSC Group is comprised of four teams, each delivering unique services: FSC Link (Project & Engineering Management), FSC Enviro (Environment & Sustainability), FSC Range (Engineering Design & Consulting), and FSC Projects (Specialist Project Advisory).

As an expanding company experiencing significant growth, FSC Group faced challenges with their manual employee onboarding process. They sought a solution to streamline and automate this process to improve efficiency and reduce compliance risks.

FSC Group encountered several challenges that hindered their ability to efficiently onboard new employees and scale their growing business:

Completely Manual Onboarding Process

• The employee onboarding process was entirely manual
• Once new hires were confirmed, 9 systems required manual set up and data transfer
• This manual process was time-consuming and inefficient

The employee onboarding process at FSC Group was completely manual. Once new hires were confirmed, data had to be manually entered and transferred across 9 different systems. This time-consuming process was inefficient and prone to errors. As FSC Group expanded and experienced significant growth, this manual onboarding process became a major bottleneck, consuming valuable time and resources that could have been better spent on other aspects of the business.

Delayed Asset Ordering for New Employees

• New employee assets were unable to be ordered until manual follow up had occurred
• This delay meant new hires often lacked necessary tools and resources on their first day
• The manual follow up process was time-consuming and inefficient

New employee assets, such as computers and equipment, could not be ordered until manual follow-up had occurred. This delay meant that new hires often did not have the necessary tools and resources on their first day. The manual follow up process required to initiate asset ordering was time-consuming and inefficient, leading to a suboptimal onboarding experience for new employees and hindering their ability to hit the ground running.

Inconsistent Communication with Pre-Commenced Employees

• Communication to pre-commenced employees was inconsistent
• Some onboarding activities could not be completed until the employee's actual start date
• This led to a disjointed and less welcoming onboarding experience

Communication with pre-commenced employees was inconsistent at FSC Group. Some onboarding activities could not be completed until the employee's actual start date, leading to a disjointed experience. This inconsistency in communication made it difficult to ensure new hires felt welcomed and prepared for their new role, potentially impacting employee engagement and retention from the very beginning of their journey with the company.

Lack of Centralized Employee Data

• Differing employee data was contained across various business systems
• No single source of truth for employee data existed
• This made it difficult to access and manage employee information effectively

Employee data was scattered across various business systems, with no single source of truth. This made it difficult to access and manage employee information effectively. The lack of centralized employee data led to inefficiencies, potential inconsistencies, and increased compliance risks. As FSC Group grew, the need for a unified and easily accessible employee database became increasingly apparent to support effective workforce management and decision-making.

To address the challenges faced in their employee onboarding process, FSC Group implemented a comprehensive solution that digitized, automated, and centralized key aspects of the process:

Digitization of Hard-Copy Processes

• Aspects of the onboarding process that were previously handled with hard copies were digitized
• This allowed for a more streamlined and paperless workflow
• Digitization laid the foundation for further automation and efficiency improvements

The first step in transforming FSC Group's onboarding process was to digitize aspects that were previously handled with hard copies. By converting these processes to digital formats, FSC Group was able to create a more streamlined and paperless workflow. This digitization laid the foundation for further automation and efficiency improvements, making it easier to manage and track onboarding tasks and progress.

Automation of System Setup for New Employees

• FSC Group automated the setup of new employees across various systems
• Systems included Slack, BambooHR, Harvest, Xero, MS Outlook, MS365, and Microsoft Azure
• Automation was achieved using tools like Power Automate and Make

To eliminate manual data entry and streamline the onboarding process, FSC Group automated the setup of new employees across various systems, including Slack, BambooHR, Harvest, Xero, MS Outlook, MS365, and Microsoft Azure. This automation was achieved using powerful tools like Power Automate and Make. By automating system setup, FSC Group significantly reduced the time and effort required to onboard new hires, ensuring they had access to all necessary tools and resources from day one.

Centralization of Employee-Related Data

• All employee-related data was centralized into a single source of truth
• Centralization made it easier to manage and access employee information across the organization
• A unified employee database improved efficiency, consistency, and compliance

To address the issue of scattered employee data, FSC Group centralized all employee-related information into a single source of truth. This centralization made it easier to manage and access employee information across the organization. By creating a unified employee database, FSC Group improved efficiency, ensured data consistency, and reduced compliance risks associated with managing employee data across multiple systems.

Implementation of Early Employee Engagement

• The solution enabled early communication with new hires post-hire but pre-commencement
• Early engagement helped to continue the welcoming process and ensure a smooth transition
• New hires felt more prepared and connected to the company before their first day

FSC Group recognized the importance of engaging with new hires before their official start date. The implemented solution enabled early communication with new employees post-hire but pre-commencement. This early engagement helped to continue the welcoming process, ensuring a smooth transition into the company. By connecting with new hires before their first day, FSC Group made them feel more prepared, informed, and valued, setting the stage for a successful onboarding experience.

Establishment of Ready-to-Go Systems for New Hires

• By automating system setup, new hires had access to all necessary tools and resources from their first day
• Ready-to-go systems reduced the time required for new employees to start billable work
• This streamlined approach allowed new hires to hit the ground running and contribute more quickly

With the automation of system setup, FSC Group ensured that new hires had access to all necessary tools and resources from their first day on the job. This ready-to-go approach reduced the time required for new employees to start billable work, as they no longer had to wait for manual setup and provisioning. By providing new hires with everything they needed from the start, FSC Group enabled them to hit the ground running and contribute to the company more quickly, improving overall productivity and efficiency.

Since implementing the automated and centralized employee onboarding solution with Workhorse, FSC Group has seen remarkable improvements, including:

• 50% reduction in onboarding effort per new hire - saving time and resources
• 100+ new hires onboarded seamlessly each year - enabling FSC Group to scale efficiently
• Improved employee satisfaction and retention rates - thanks to a consistent and welcoming onboarding experience
• Increased management focus on building strong employee relationships - by eliminating manual administrative tasks
• Reduced compliance risks and improved data accuracy - through centralized employee data management

By partnering with Workhorse, FSC Group has transformed its employee onboarding process, making it more efficient, consistent, and scalable. The automated solution has not only saved time and resources but also enhanced the overall employee experience, leading to higher satisfaction and retention rates. With streamlined processes and centralized data, FSC Group's management team can now focus on building stronger relationships with their employees, fostering a positive workplace culture. The company has also significantly reduced compliance risks and improved data accuracy, ensuring they maintain reliable employee records and meet legal and regulatory requirements. These improvements have positioned FSC Group for continued growth and success in delivering high-quality engineering, project management, and environmental consulting services to their clients.