Efficient and transparent Onboarding Process with Atlassian Jira

As a growing company, the TKM Group is continuously recruiting employees at various locations. The company places a great deal of emphasis on providing a motivating and effective induction program.

The onboarding process for new employees at the various locations involved very similar activities, for example:

It was planned to standardize the onboarding process and map it in a central tool in a joint project with codecentric. The focus was on supporting cooperation between departments, HR, and IT, increasing transparency and process quality, and reducing lead times, for example by automating recurring tasks.

The company was looking for a needs-based and cost-efficient solution that could be used to map its standardized onboarding process, while at the same time ensuring the flexibility needed to take location-specific factors into account.

Other important requirements were that the solution should be modularly expandable for future use cases and that it should be possible to integrate it with the internal documentation and collaboration tool (based on Atlassian Confluence).

After analyzing the current situation and evaluating various alternatives, the experts at codecentric recommended that the TKM Group use Atlassian Jira.

In an initial step, a standardized onboarding process was developed together, taking into account location-specific characteristics. This process was then mapped in Atlassian Jira, which can be used to capture new colleagues at the group's locations. The workflow tracks the status of each onboarding task. Automation simplifies the processing of onboarding tasks in many places.

• Depending on the department, all relevant subtasks, such as creating accounts for certain systems in the IT department, are automatically assigned via the internal ticketing system.
• Reminders are generated after specific periods of time, for example to send information on how to get to the company two weeks before the first day of work, or to schedule feedback interviews at certain intervals.
• The relevant line managers are sent regular summaries of the status of the onboarding tasks for their new employees, along with reminders for any tasks that have not yet been completed. In addition to these automated steps, individual tasks can be added at any point in the process.
• The access rights policy developed ensures that employee-specific information is only visible to the relevant group of HR employees and the line managers. HR employees and the relevant line managers can access a dynamic overview using a central dashboard. The status of individual tasks is managed using a central kanban board.
• A task list is generated for new employees that includes items such as signing compliance documents.

Targeted customization of Atlassian Jira to the TKM Group's HR processes and the expansion of Jira functionality through selected apps have significantly improved process reliability and the quality of onboarding. Progress can now be tracked transparently in Jira for all stakeholders, from the decision to hire an employee to the successful completion of the probationary or induction period. Automation has reduced the manual effort required and minimized the potential for errors.

Thanks to the integration with the company wiki, which is also based on Atlassian Confluence , tasks can be linked directly to the associated documentation or accompanying documents, such as compliance information. The solution can be expanded to include other use cases thanks to its flexible customization options and the hundreds of apps available in the Atlassian Marketplace .

Following the very positive experience, it is currently being evaluated whether to add a recruiting component to the onboarding process in order to also map applicant management in Jira.