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Coordination, training and communication: how chatbots help onboard new employees
Work comfort of new employees largely depends on communication. It might be challenging to keep in touch with newcomers when most companies have switched to remote work and it has become more difficult to get into the workflow. Line personnel face a similar problem: lack of well-established communication and easy access to the necessary information negatively affects employee engagement, as well as the duration of the adaptation period.

Solutions to these issues are provided by modern digital tools — for example, chatbots, which help to create a comfortable environment for employees.

Building effective communication with new hires

During the adaptation period, new employees meet their colleagues, learn company policy, clarify personal goals and responsibilities. HR specialists should make sure that newcomers always receive answers to their questions. According to Aberdeen Group, 49% of newcomers cannot perform their duties effectively due to poor communication with managers. Moreover, 79% of new hires who have left the company during the onboarding process, listed ineffective communication as the main reason.

Many companies communicate with employees using digital tools. They became indispensable with the beginning of the pandemic.

Corporate portals

With the help of corporate portals one can get all the necessary information about the company and onboarding process; the key to success is a simple, beginner-friendly interface. But it’s important to remember that this solution is available only to office employees, and other staff will still be left without access to information.

Group chats in messengers

Communication via smartphones allows employees to contact managers and HR specialists without interrupting their work. But messengers don’t have an option to connect with corporate information systems. As a result, there is no way to send notifications or to process requests from employees automatically. The HR department, managers and mentors must keep track of thousands of chats.

Online meetings

Because of COVID-19, communication has shifted to Zoom, Google Meet and Skype. During the online meetings employees have the opportunity to speak with their HR specialists and managers. However, a specialist or mentor can only answer questions that concern the majority of employees, excluding personal questions.

Chatbots for communication with new employees

Imagine that you are a new employee who joined the company a few days ago. Most likely, you will have a lot of questions and even in the office a colleague or mentor is not always able to quickly answer them. The same problem applies to line personnel, who do not have the opportunity to meet with their managers regularly. Lack of information, as well as lack of contact with colleagues and the company leads to stress at the new workplace, reduced motivation and even leaving the job. For business this means losing money while finding, hiring and training a new employee.

Chatbots can come to the rescue. They are one of the most effective assistants for the newcomers, and that is why:
Ease of use
Employees can handle bots regardless of their experience. In order to use them, they just need to have a smartphone.
Newcomers can ask help anytime and anywhere, even before their first day of work. The bot immerses employees into the workflow in advance, thereby reducing stress level.
Bots provide interactive communication through dialogues and quizzes. It engages the employee much more than traditional ways of presenting information, making the onboarding process less nerve-wracking.

Chatbots functions in the process of adaptation


At first, newcomers have to learn a huge amount of information. The chatbot will make it structured and simple: it will inform new hires on organizational details (for example, how to get a salary card or request a vacation) and the workflow, introduce them to colleagues and allow them to give feedback. In other words, chatbots act as a welcome book, but modern and accessible. It is also convenient that all the received information is stored at the same place.


Chatbots make the training process simple and convenient. They can be used to organize microlearning to get familiar with the workflow and testing to evaluate and consolidate knowledge. A beginner will be able to learn without attending training classes and taking time from work.

Coordination of the onboarding process

Chatbot will guide the newbie through all adaptation stages: remind them about tasks on the onboarding checklist, inform them about upcoming meetings and monitor the work. It also allows one to coordinate the work of employees with managers and mentors. For example, in the pharmaceutical company WERTEKS this function is implemented using a personalized taskbar available to all the participants of the onboarding process.

All of these functions help to deal with one issue — high levels of stress at the workplace caused by ineffective communication.

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