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Case Study: How the HR-team at Lyse Group automated a seamless onboarding process with Preppio + MSTeams and SAPSucccessFactors

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Lyse is a Norwegian Group operating within the fields of energy, telecommunications, and electricity grid.

The groups consist of companies ICE, AltiBox, Lyse Energi, Viken Fiber, Signal, and Elnett which are wholly owned companies with over 2000 employees.

Lyse Group has a goal of becoming one of the top ten best places to work in Norway. They have invested in recruiting the best people and the latest recruiting technology, but the employee journey during the onboarding phase was ready for modernization. Lyse did not want to invest in new apps or software that require logins or change management to improve their onboarding processes - but wanted a solution that would work seamlessly with existing solutions like Microsoft Teams and SAP SuccessFactors.

Lyse uses Microsoft Teams as their internal communication platform and was looking for a way to implement a digital onboarding process embedded in existing platforms of communication that would “Lyseficate” their new employees.

"It was incredibly easy to get started with Preppio. It only took 48 hours since we started the onboarding project until it was live!"

Leif Fløysvik

Leif-Fløysvik

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Time to Productivity

The Problem

It often takes time for new employees to get to productivity and this costs the company time and money. 

The Goal

Their goal was to implement an onboarding process that would get new hires up to speed quicker, and the goal was to save one day per new hire with a much stronger pre-boarding.

Other areas identified were courses and tasks new hires needed to do in order to start. Often busy managers did not get new hires to do these tasks early on and new hires went idle, or HR needed to follow up when things took too long.

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Culture & Connection

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The Problem

Different parts of the organization do not have a proper introduction to the whole company. They are only well exposed to the areas they work in, making it difficult to create a unified culture across the entire company. It has also created silos across the organization and as a result a lack of company wide connections. A day of introductions for new hires is simply not enough to form strong connections.

The Goal

In addition to orientation days they already do, they wanted the information in the early days to be sent to employees over time, micro-learning style. Key information needs repetition and if they could improve the onboarding experience by exiting new hires in the communication they would create more impact that would last throughout the employee journey. They wanted that every new employee felt seen and cared for by the whole company, even if they are part of a group of 20 new employees joining at the same time.

Consistent Employee Experience

The Problem

Fragmented and inconsistency in the onboarding, as the Onboarding is left to hiring managers, with no standardized process across business units. The onboarding process is very person dependent, when someone changes jobs, the onboarding process also changes.

The Goal

They wanted all employees to get at least the basic information that was the same across all business units and help managers give all new hires an onboarding experience that was standardized within the different business units. They wanted socialization to happen by design, and not chance in order to prevent new hires from feeling lonely.

"We have gone from a onboarding process that was left to chance to a structured onboarding process where we ensure that each employee receives the same information."

Marte Mellemstrand

HR Coordinator

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Confidence, Clarification & Turnover

The Problem

Turnover in the early days often happens in the first 30 days and the cost of hiring and training a new employee is an area where they deliver clear ROI by investing in the new hires onboarding experience.

The Goal

Investing in onboarding gave new hires an actionable plan for their first months, building up their confidence and showing them that how their career path could develop if they succeed. The process clarified what is expected of the new hire and what they should expect of the company in order to avoid situations where new hires and managers have a conflict on what is expected and delivered.

Saving Time

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The Problem

HR uses a lot of time sending the same emails and communication to new employees and managers and IT during onboarding. These are time consuming tasks and are person dependent. There was limited pre-boarding information, leaving the new hires not feeling as part of the company. There is no system where they could easily monitor the onboarding journey and ensure quality for every single hire.

The Goal

Automation of information in the pre-boarding phase is key, employees are more willing to learn and it will save time when they come to work the first day, but more importantly they will quicker feel like part of the company and be excited to start. Automation of message to managers, IT and new hires would save time for HR.

How Lyse Succeeded

Lyse did a full day Workshop with the onboarding experts in Preppio where we discussed the problems, the scientifically proven methods to help and designed an onboarding experience for new hires. The result was that the digital employee: "Martine" was born.

Martine can send SMS to new employees with links to videos, forms and tasks - and is a chatbot in MSTeams when new have joined 

Meet Martine

A new HR team member supporting Lyse 24/7

The idea of Martine was to work as the friendly HR person that works 24/7 to ensure that all new hires get the same information and an awesome experience when joining the company.

Martine would also be responsible for nudging and coaching the managers into becoming onboarding superheroes with timely messages, tasks and information that would save them time and help them.

Martine

The Results

Employees know Martine is just a chatbot, but in surveys done they all give the best score when rating the onboarding experience. Employees refer to Martine as a person that has helped them with onboarding.

Martine has saved the human employees in HR a lot of time and energy sending information, and reminding people to do tasks and kept them for staying idle.

Building Martine has been paid back many times over just the first months. Additionally, Martine's messages have 100% read rates consistently. Compared to e-mail driven messages, the results are like night and day.

Screen Shot 2024-01-19 at 5.17.33 PMIntegration to SAP SuccessFactors

Preppio is integrated into the core HR-system 

The best of two worlds meet when SAP SuccessFactors HCM is integrated into Preppio.

Different roles and locations receive a unique Journey that supports them and their hiring managers, at scale.

Learn more about Preppio VS SuccessFactors Onboarding 2.0 here.

Take your employee experince and onboarding to the next level with Preppio workflows, chatbots and integrations.

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