Pre-paired_
From newbie to job ready with your customized preboarding SAAS
“My first day? It was a night mare, I was freaking terrified!”
RAFAEL MOJICA
VP UX at Digital Ocean
Pre-paired helps new starters get aquainted with the company and their new roles before their first day.
It also allows HR to have all necessary documents out of the way saving time and money to the company.
Let’s rewind
The project_
Design a desktop web app for companies to use internally for their on-boarding process
The brief was clear: create a software as a service (SaaS) desktop web app for companies to use internally for onboarding new employees.
Based on market and user research, business needs were established to develop the MVP (minimum viable product).
What is onboarding?_
The integration of a new employee into an organization
From the day that a person is notified about their acceptance until becoming effective in their new role.
There are three stages to the onboarding process: pre-start (or pre-boarding, from when the new starter signs their contract to their first day), induction (either a formal induction or an informal one on the first day), and full integration (the time it takes for the new starter to become effective in their role)
9 interviews with stakeholders of the onboarding
process: general managers, office managers, HR managers
and low and medium level employees
With these interviews, the insights were analyzed (through affinity diagramming) and consolidated into these key insights
_VALUE TU USERS
What people need from an onboarding tool?
By using Red Routes, I analyzed the value to the three main stakeholders of the onboarding process: new starters, managers and HR.
Priorities for new starter:
Knowing who’s who, understanding what needs to be done & understanding the company.Priorities for managers:
Paperwork, assigning primary contacts & team structure.Priorities for HR:
Paperwork, ensuring compliance with auditors & preparing everything needed for a new starter’s first day (ID’s, codes, equipment, etc).
_VALUE TO BUSINESS
How can companies benefit from an onboarding tool?
A successful onboarding process will translate into:
Improved talent acquisition and retention rates
Decreased time to productivity.
Promote better company culture.
Saving costs. Employees are a costly asset in the company - especially if you lose them fast.
Comparing user priorities against value to the business, four main priorities for the MVP arose:
Paperwork
Knowing company’s organizational structure
Understanding what needs to be done
Team building
With users and business needs in mind, two clear business opportunities arose for this product’s MVP
_OPPORTUNITY 1
Engage new employees even before their first day
Problem: Newbies not knowing who to turn to, first day jitters and stress
Solution: Make team integration, give them all information they need beforehand
KPI: Employee / manager satisfaction (survey)
_OPPORTUNITY 2
Smooth pre-boarding process for both newbies and HR
Problem: HR wasting time on repetitive administrative tasks and chasing paperwork
Solution: Clear pre-boarding process that gets all the paperwork out of the way
KPI: Average handling time (from HR)
“I was so nervous on my first day... I couldn’t even have breakfast!”
AfTer an internship as a junior web developer, Zoey is about to start working in Accenture, how exciting!
She can’t wait to get to the office and begin to work but the more she thinks about it, the more nervous she gets... First days are so overwhelming!
She is taking her roommate for lunch to celebrate.
“There is ALWAYS at least one document missing...
You can call me the doc. police”
A new employee is joining the company? That means tedious paperwork and fishing for documents in a sea of uncountable emails and no, it isn’t as fun as it may sound.
Tim is the most organized person you will ever meet so the arrival of a new employee is always a bit stressful for him since he knows he is gonna have to be dealing with missing paperwork, forgotten passwords, etc.
“My team feels like a little family and we wanna keep it that way”
Alex knows that Zoey is gonna be a good fit for her team but she can’t help thinking about the tone of emails from HR she is going to get and all the stress surrounding Zoey’s first day... “Why cannot this be any easier?”
This tea lover is ready to help her new team member with everything she can.
How might we help companies welcoming
new hires and putting them at ease before they
start working so that they will become totally
functional employees sooner
Tim, HR People Lead from Accenture, is about to create a new profile for Zoey (their newest adquisition) on Pre-paired.
Once is done, Zoey will get an email with a link to our web app so that she can start her pre-boarding process hassle free from home.
Want to see the design from the point of view of our HR People Lead?
Click here and see what Tim is up to:
Pre-paired is a SAAS focussed on the preboarding stage
‘Pre-paired’ is an onboarding SaaS website focused on streamlining the preboarding processes of companies engaging employees before their first day and providing them with everything they need to feel ready to start all while taking the heavy lifting off HR so that the incorporation of a new employee will be a smoother experience for both new hires and the HR department.
Getting the right tone is essential so after putting the design to the test and conducting some desirability tests I drew the elements that were found to work well and aligned best to the messaging I was going for: clean, professional and useful
_ NAMING AND LOGO
The naming comes from the union of the prefix pre (/priː-/) with the meanings “prior to,” “early,” “beforehand” and “before” and the past participle of pair, paired (/pɛəd/) that means put together or join to form a pair.
The three circles on the logo represent the three main stakeholders involved in the onboarding process: new starters, managers and HR.
_ STYLE GUIDE
_ WHITE LABELLING
This is gonna be a customizable tool that will fit any brand’s identity so here are some examples of what the color scheme might look like for other companies
PRE-PAIRED color scheme
VODAFONE color scheme
ACCENTURE color scheme
I also designed a landing page to showcase our SaaS
This was a short 10 day project. With that in mind, reflecting on the process and outcome, I am overall happy with the result but, if I was to move forward with this, I would love to explore the following:
Create more customizable features to make the app suitable for a wider range of businesses.
Design the web app interface for managers and team leaders.
Develop a chat within the web app so that the communication between HR, managers and employees will be smoother.
