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Paperwork is the bane of every person’s existence and yet you can’t avoid it when hiring new employees. It seems like no matter what, there will always be a mountain of paperwork to fill out. Sometimes it feels like every single office in your company needs to sign off on things before an employee can even start their first day. But don’t worry, we’re here to help! Here are some tips for how to make this process easier and much less time-consuming.
Standardize the paperwork so it’s easier to keep track of
No matter how many years you’ve been in business, dealing with different forms and documents can complicate things for employees who are new to the company. It can be easy to lose track of these documents as well as who has received what. Standardizing your paperwork is a great way to resolve all of these issues. The more streamlined your staff onboarding process is, the easier it will be for your employees to quickly get up to speed. If this is something you’d like to implement, later on, we recommend creating a draft of the form and distributing it to each department head for their input before you make it official.
Take the time to look over each form that needs to be filled out and determine if there are any commonalities between them. If you find that several forms require similar information, it might be beneficial for you to create a standardized form that every employee must fill out. That way no one has to worry about what information goes where or having to ask questions when they don’t understand something.
Create a checklist for all the paperwork that needs to be filled out by different departments
If you’re not sure where to find the different forms and documents for each employee, don’t worry! A checklist can help you keep track of all the different documents and paperwork that need to go together for new employees, and it’s a great way to make sure that you’re not forgetting anything. Checklists will help you keep all your bases covered.
It’s a good idea to create a checklist of the paperwork that needs to be completed by various departments before an employee starts their first day so that you know everything is in order. A checklist will make sure that nothing important is forgotten. It might seem like a lot of added work at first, but soon, it’ll become second nature and you won’t have to worry about where to find the right paperwork anymore.
Get your paperwork together in advance before hiring a new employee
One of the worst parts about filling out employment forms is that you don’t have all the information you need to complete them when you’re actually ready to put pen to paper! To avoid any unnecessary stress, it’s a good idea to get all the paperwork you need together well in advance of hiring a new employee. This will allow you to give your full attention to filling out forms and fewer details will be forgotten in the process.
Use templates when possible
When it comes down to it, the best way to complete employment forms is through templates. Templates are predesigned forms that cut out any unnecessary clutter. You can use them to your advantage by removing any confusing or non-essential bits of information. This allows you to fill out the important details quickly and accurately, without wasting too much time on paperwork!
There’s no shame in asking for help if you need it! Some forms are incredibly complicated. If you’re really struggling to understand a form, ask an office administrator or your HR department where to find the different forms you need and how to fill them out correctly. They’ll be happy to assist you in any way they can.
Meet with each department head to go over the forms and discuss any questions
It’s important to make sure that all of your bases are covered before an employee starts their first day. Before you can do this, however, you need to know what paperwork is required by different departments. While some companies might use different or additional paperwork for onboarding new employees, here are some of the most common types of paperwork you’ll need to complete:
Each department head will have the best knowledge regarding their particular form, so meet with them before an employee starts their first day. Be sure to go over each form carefully and answer any questions they might have. Even if it’s not something specific that someone will be working on, you never know if they might have suggestions or improvements that could help your business.
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If you follow these simple steps, your new hires will not only avoid having to deal with all the time-consuming paperwork themselves, but they’ll also be happier in their jobs from the very start. Good luck!
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