Introduction
Employment management is about getting new employees off to a good start, managing changes during their employment and ensuring a safe and structured exit.
With clear processes for onboarding, offboarding and changeboarding, you create a positive employee experience, reduce administrative risks and strengthen information security.
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Defining the purpose and objectives of employment management
To build an effective management of the entire employment cycle, you first need to define the purpose and objectives.
Example of objectives:
- Give new employees a fast, safe and engaging start
- Ensure that the right resources and permissions are assigned in case of changes
- Reducing risks related to termination of employment
- Streamline and automate administrative tasks
Suggestions for activities:
- Formulate objectives together with HR, IT and line managers
- Identify challenges such as delays, forgotten equipment or unclear roles
Anchoring in management and organization
Effective employment management requires collaboration between HR, managers, IT, security and sometimes finance.
Suggestions for activities:
- Create a common vision for employment management
- Show how effective processes strengthen employer branding, safety and efficiency
- Appoint process owners and local managers
Map process flows and needs
Understand how onboarding, changeboarding and offboarding look today and where there is potential for improvement.
Suggestions for activities:
- Map the current situation: How does the process start? Which systems and departments are affected?
- Identify steps: ordering equipment, account activation, induction, handover of authorizations, etc.
- Document which roles do what and when
Create structured processes
Clear, standardized processes are at the heart of effective employment management.
Suggestions for activities:
- Onboarding: Prepare for the first day - equipment, IT accounts, induction program, checklists
- Changeboarding: Managing changes - e.g. changing roles, changing departments or changing permissions
- Offboarding: Ending employment safely - equipment return, account closure, experience transfer
Establish roles and responsibilities
Who is responsible for what at each stage?
Suggestions for activities:
- HR is responsible for administrative hiring and termination
- The line manager is responsible for practical introduction and orders
- IT is responsible for assigning and terminating system authorizations and equipment
- Security department controls access to premises and systems
Select and configure system support
To succeed in the long term, a system is needed that can automate and monitor the flows.
Suggestions for activities:
- Use a case management tool (e.g. Easit GO) linked to the whole process
- Build checklists and automation flows to ensure proper order and responsibility
- Integrate with HR systems, AD, access control etc.
Ensure quality and follow-up
Up-to-date information and completed actions are crucial for safe and smooth management.
Suggestions for activities:
- Introduce reconciliations after onboarding and offboarding
- Measure KPIs: time to first working day, percentage of completed checklists, percentage of correctly closed accounts
- Identifying bottlenecks and recurrent shortcomings
Training and establishing the approach
Everyone involved needs to understand their roles and why employment management is important.
Suggestions for activities:
- Train managers, HR and IT on the processes
- Develop guides, templates and checklists
- Communicate the importance of a good start and finish for each employee
Follow up, improve and develop further
Employment management is a process that can be constantly refined.
Suggestions for activities:
- Collect feedback from new employees, managers and IT after each process
- Adjust checklists and flows continuously
- Explore opportunities for more automation or self-service
Checklist - Onboarding
- Employment registered in personnel system
- Manager has confirmed start date
- IT accounts and emails created
- Order of equipment completed
- Introduction plan created
- Permissions to systems assigned
- Welcome material sent
- Introductory meeting booked
- Mentor/introducer appointed
- Authorizations to premises and access systems
Checklist - Changeboarding
- Change initiated by manager or HR
- New permissions defined
- Old permissions closed/retested
- New equipment ordered when needed
- Information sent to relevant functions
- Change of role/department registered in HR system
- Communication plan updated (e.g. internal catalogs)
Checklist - Offboarding
- End date confirmed by manager and HR
- All system accounts closed
- Authorizations to premises blocked
- Equipment returned
- Exit interview conducted
- Handover of tasks documented
- Contracts terminated (e.g. licenses, subscriptions)
- Employee removed from internal lists and registers