Scania Australia Gets New and Improved New-Hire Experience

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Required: A more efficient, accountable and robust onboarding system – no more frustration!

Scania Group are an internationally renowned manufacturer of trucks, coaches and engines, employing 34,000 people worldwide. In Australia the group is represented by Scania Australia, with a workforce of 380 employees nationally. When onboarding new employees into Scania Australia, it became apparent the current procedure was not working as efficiently as required. With only a small HR team, the process was proving to be manual, lengthy and was also impacting the time available to work on other strategic HR activities. Recruiting managers found the onboarding process time consuming and labour intensive which impacted on their day-to-day activities making it difficult to complete the required tasks to have an employee set up for day one. Scania Australia chose SilkRoad to help design an onboarding program to ensure new employees are informed about the company and have completed their new starter paperwork online so they were ready to hit the ground running, allowing them to be focused on important learning activities on their first day.

Solution

SilkRoad Onboarding was able to coordinate deadlines and reminders for departments across Scania Australia for the individual to be successfully set up and onboarded. This allowed the HR department to be informed on the status of completion of paperwork and coordinate first day arrangements.

It’s just made life easier, and it works.
– Jean Incorvaia, Payroll Officer, Scania Australia

Day One Readiness

Originally, new employees would receive a hard copy starter pack in the post to complete and send back prior to the first day. This process was taking up to 4 weeks to complete before the new starter could even be added to internal systems. With SilkRoad Onboarding, new employees can now familiarise themselves and start learning about Scania whilst completing the necessary forms before they step through the door on their first day. Being able to complete the onboarding process online and from home before starting greatly simplified the process and decreased lead times. Using SilkRoad Onboarding, managers now complete online e-forms and are clearly informed of the deadline of each task. Once a form is completed by the manager, it is streamlined to other areas of the business. In addition, managers are given notice when probation periods are coming to an end — something that had often been missed previously — simplifying their performance management duties and giving managers ample time to consider each employee and their level of ‘fit’ within the business.

Getting rid of the guesswork

SilkRoad ensures all required steps are taken in the right order when onboarding new employees. Previously, managers often forgot or skipped steps due to time constraints or unfamiliarity with the onboarding needs. Thanks to SilkRoad Onboarding, the guesswork was taken out of the equation and managers are given automatic reminders ensuring essential tasks are completed on time and efficiently. Upon completion of each task, HR is immediately notified. There is minimal paperwork being misplaced as copies are edited and completed online ensuring no more resubmitting or follow up.

Warm reception

The SilkRoad Onboarding system was well received by new employees — satisfaction in Scania’s induction process increased from just 30% to 65% in the first 6 months post implementation. Thanks to the landing page for new starters, feedback is consistently received asserting that new employees felt highly familiar with the Company before starting. The number one advantage of using SilkRoad Onboarding is increased productivity in all areas of the business. Scania’s HR department is no longer tied up with manual tasks and following up paperwork. Employee onboarding activities have improved overall.

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56: Number of new hires inducted through SilkRoad Onboarding in the first six months
65%: Participation in induction process survey
5:1: Reduction in number of follow-ups with the new hires by the HR department per day
5:1: Reduction in number of follow-ups with managers per day
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