In the world of business, success is as much about retaining talent as it is about attracting it. A key determinant of this retention is the employee experience (EX). But what exactly is EX, and how does the Joiners, Movers, and Leavers (JML) process enhance it?

Understanding the Employee Experience

EX refers to the total sum of interactions an employee has with their employer throughout their entire employment period. This includes all touchpoints the employee has with the company, actions that enable them to do their jobs, and the emotions and perceptions they have about these interactions. It’s a crucial aspect for businesses to focus on because of its direct impact on customer experience (CX) and, ultimately, business success. A happy and engaged workforce is a significant driving force behind successful CX transformations.

When employees have the necessary tools, resources, and a conducive work environment, it leads to elevated service quality, customer satisfaction, and hence, increased profitability. Therefore, businesses should prioritise understanding and improving the EX, as it is instrumental in improving CX and realising business growth.

Now that we understand the importance of EX, let’s delve into the vital role played by the JML process. This comprehensive process, known by various names such as Employee Lifecycle, onboarding, transfers, and offboarding, encompasses the different subprocesses used by companies to manage employees effectively throughout their journey.

An effective JML process ensures a seamless and efficient employee lifecycle, contributing to a positive EX. During The Joiners process, a well-structured process helps new hires feel welcomed, supported, and productive, setting the tone for their tenure. Similarly, a proper Leaving process can transform departing employees into brand ambassadors while ensuring the company’s security and compliance obligations.

However, implementing this process is not without challenges.

Complications of the JML

The Joiner process poses a significant challenge for most companies in terms of the EX. It goes beyond mere introductions, relationship-building, and understanding how new hires can contribute effectively. While these aspects are crucial, there are other factors that play a vital role in ensuring a successful Joiner experience.

New employees are eager to become productive as soon as possible, and the business desires the same. The quickest path to productivity for new hires is granting them immediate access to their business applications from day one. However, in many companies, this process is still primarily manual. It requires the HR department to inform IT manually about new starters, and IT then has to navigate through complex entitlements to determine which applications and equipment the new employees should have. This not only consumes a significant amount of IT’s time but also means that new employees have to wait for access to the systems they need. These systems are essential not only for their productivity but also for their ability to interact with colleagues, especially in the age of remote working.

When employees Move within a company, they encounter similar issues, some of which have more significant security implications. For instance, the employee may retain access rights and permissions from their previous role, even though they are no longer necessary in their new role. This not only poses a security risk but also a compliance risk, as regulatory requirements often stipulate that employees should only have access to data that is essential for their job. The same delays observed during the Joiners process persist during the Movers process, adding to the IT department’s workload and increasing frustration for employees who are unable to be productive in their new roles.

The Leavers process faces similar issues to Joiners and Movers, but with greater impact. An important issue is former employees retaining access to company systems and data. Failing to promptly revoke access upon departure poses security and compliance risks. Orphan accounts, granting access to corporate systems without a valid owner, present a significant security risk and potential entry point for unauthorised users. Failing to promptly revoke access to applications results in companies paying for unused software. Moreover, the significant IT costs incurred by manually de-provisioning ex-employees accounts further compound the issue.

Naturally, the JML process becomes more complex when part-time workers, contractors, and partners are included.

The Power of Automation

Automation has the power to elevate the JML process to new heights. By automating these processes, companies can enhance employee productivity, lower costs, improve efficiency, minimise errors, and uphold compliance and security standards. All the while creating an intuitive user-friendly journey that fosters an exceptional EX.

Employee Productivity. Provide employees with immediate access to the necessary systems from day one, and when they transition within the company.

Cost savings. IT spends less time on manual provisioning and de-provisioning of system access. Furthermore, software licenses are optimized to guarantee that only necessary and authorised applications are accessible to employees. This not only streamlines the process but also enhances security and efficiency.

Efficiency. Automation enhances JML by eliminating the need for manual form filling, streamlining user account provisioning, automating approvals, and updating and accessing application and equipment service catalogues. This results in improved efficiency and a smoother workflow.

Reduce Errors. Automated processes reduce the risk of human error that can occur with manual data entry. This ensures accurate information is recorded and used throughout the JML process.

Security and Compliance. Automating the Joiner, Mover, and Leaver (JML) process ensures that new joiners are granted appropriate system access from day one. Likewise, movers are swiftly provided with the necessary access for their new roles and any outdated access is promptly revoked. As for leavers, their system access is promptly terminated upon exiting the company. This streamlined approach not only ensures compliance but also enhances overall security measures.

Conclusion

The impact of a positive EX on business success is undeniable. An effective, automated Joiners, Movers, and Leavers process plays a crucial role in shaping this experience. Isn’t it time you considered automating your JML process? The benefits – increased efficiency, improved employee satisfaction, and, ultimately, business success – are well worth the investment.

Cloudorizon is a company dedicated to revolutionising how businesses operate by providing world-class services in business system integration and end-to-end process automation. With a relentless focus on delivering tangible benefits, our experienced team leverages the power of the Workato platform to deliver secure, efficient and scalable integrations and automations quickly.

We know that investing in process automation is crucial for the success of all businesses, yet justifying it can be challenging. The most common obstacles we encounter are the upfront costs of platform technology and the expenses associated with skilled resources needed to maximise the value of the invested technology. That’s why, at Cloudorizon, we have developed a new solution that unlocks the business benefits of process automation and eliminates these barriers.

Cloudorizon offers a comprehensive managed service for process automation specifically designed to streamline your business operations. Say goodbye to upfront software costs and the need for costly specialist resources. With Cloudorizon, you can effortlessly enjoy the business benefits of process automation while we take care of the rest. We provide the enterprise-level Workato platform and expertise to deliver and support your process automation effectively, and you just pay for what you use.