Overview
Journeys helps HR teams automate pre-onboarding, onboarding, and other key moments - to get employees up to speed faster, save time, and deliver smooth employee experiences.
Best practices and tips
1. Make a plan
Map out the full workflow before building it as a journey: this will help save you time in the long-run. You can do this digitally or manually with paper!
Things to consider:
What steps need to be taken: from start to finish.
Who needs to be involved: individual stakeholders or teams.
Is there an order that things need to be completed in: e.g, for a salary increase, Finance might need to approve the adjustment before further steps can be taken.
Tip: As you create more journeys you may start noticing steps that come up often. We recommend saving these steps as Reusable Steps that you can save in your Library and quickly add in to any journey.
2. Standardize, then customize
Create templates for recurring workflows, saving time spent recreating the same setup over and over, and ensuring that no important steps are missed.
Some workflows may need to be tailored or have extra steps added, in this case, you can create reusable steps to add into a template or workflows created from scratch. For example, you may request additional documents from a new hire who has a working visa. If this becomes a common scenario, you could create a reusable step for “International worker” to be added into a Pre-onboarding journey.
Things to consider:
Are there different requirements for hires in different regions that would require additional steps or compliance considerations.
What are the core steps, tasks, approvals, requirements for this employee workflow: we can turn them into a template or reusable steps.
Will we need to customize this template often? If yes, creating a new template, or reusable step, may be more efficient.
E.g. you’re hiring more and more international workers with a working visa, it may be best to create a journey template that includes mandatory steps for them such as document collection.
3. Make it Cross-Functional
Employee journeys work best when there’s collaboration across teams and departments. Key moments such as onboarding, promotions and offboarding, all require input and approvals from different teams to make the flow work.
Journeys are a great way to reduce bottlenecks and stalled progress, helping to create employee workflows that don’t cause friction but do improve the employee (and HR) experience!
We recommend:
Invite your full employee list into Tellent HR: you can assign tasks to individuals and teams to keep the workflow moving, and new employees can get an idea of the company structure by taking a look at the Organization Chart.
Publish journeys and assign tasks ahead of a new hire’s start date: collaborating teams have enough time to complete their assigned tasks, new hires can onboard and ramp up from their first day.
Add task descriptions: this helps create clear requirements and expectations from other teams.
What can Journeys be used for?
Here’s a few examples of how you can use Journeys to build out employee workflows and other key HR moments.
Employee lifecycle workflows
Pre-onboarding: Prepare new hires before their first day by collecting documents, setting up equipment, and sharing essential company information. New hires can pre-onboard without needing IT setup, by using their personal email address.
Onboarding: Guide new employees through a structured process to integrate them into your company: from orientation, training, and goal setting.
Offboarding: Ensure a smooth and compliant exit for departing employees with tasks like knowledge transfer, exit interviews, and access deactivation.
Internal Movement/Promotions: Streamline internal transfers or promotions with a coordinated workflow for role updates, system changes, and communications.
Reintegration: Facilitate a smooth return for employees after a sabbatical or parental leave, with tailored onboarding, wellness support, and team alignment.
Administrative & HR Operations workflows
Relocation: Support employee relocations with a checklist covering logistics, legal requirements, and internal coordination.
Salary Adjustments: Manage salary changes through a standardized approval process involving HR, Finance, and Leadership, as well as automating the update of employee profile fields (such as Salary).
Contract Changes: Handle updates to employment contracts, including position, hours, or terms, with approval from relevant stakeholders like Finance, Legal, and Leadership.
Performance Improvement Plans (PIPs): Structure and track performance improvement efforts with clear goals, regular check-ins, and documentation. Ensure PIPs follow a structured and compliant process, whilst keeping everything in one place.
Event Planning: Coordinate internal events like town halls or training sessions through workflows covering invites, logistics, and follow-up.
OKR Creation for Teams/Departments: Drive alignment by guiding teams through the process of drafting, reviewing, and finalizing Objectives and Key Results. Create structured and consistent processes for recurring activities.
For more information, see our help articles on Journeys.