Jira Onboarding Workflow with Checklists & Smart Attachments
Jira onboarding or offboarding consists of multiple tasks and requires contributions from various teams, including HR, team leads, admins, finance departments, and others. The lack of proper management of these tasks can result in lost documents, differences in each recruitment process and potential compliance or legal issues. To avoid this, Checklist for Jira Cloud and Smart Attachments for Jira can help you turn a chaotic process into an efficient and organized workflow.
Pros of a smoothly organized onboarding process
A properly organized onboarding or offboarding process can bring a lot of positives to the company:
- Reduced employee turnover. Employees are more likely to stay longer when they constantly feel support at each step of their way in a new company.
- Shorter time of learning. New hires follow a transparent onboarding workflow, get involved in tasks faster, and can start bringing value in a shorter period of time.
- Improved corporate culture. New employees integrate smoothly into the team and feel more comfortable with teammates.
- Positive reputation. Clearly organized onboarding and offboarding processes leave a positive impression of the company.
Challenges of Jira onboarding & offboarding
Without a well-defined workflow, managing employee onboarding and offboarding often leads to a few common challenges:
- It’s easy to forget something as multiple teams are involved and numerous small tasks are to be completed.
- Files can become difficult to find and verify if all documents are in order, as they are stored in different places.
- Every time someone joins or leaves the team, the process looks different, creating confusion when it is passed on to other team members.
Checklists to standardize recruitment process in Jira
Checklist for Jira Cloud | Smart ToDo Lists is an app that enables users to add checklists to Jira work items. It has a full-featured Atlassian editor for custom formatting of your tasks, supports nested lists, and lets users create and reuse checklist templates to save time and make recurring processes standardized.
One of the highest risks during onboarding or offboarding in Jira is missing essential steps, which can compromise the positive experience of working for the company or even lead to compliance issues.
With the Checklist for Jira Cloud app, you can:
- Organize your onboarding process right in Jira. Checklists make it easy to follow your HR workflows without the need to create subtasks.
- Create templates to save time and make sure that all new hires undergo the same onboarding process.
- Assign users to each task to ensure everyone is aware of their responsibilities.
- Keep track of how things are going so you know what has been done and what still needs to be done.
Checklist for Jira Cloud guides you through every step of the onboarding or offboarding process, clarifies tasks, and ensures accountability, thereby helping to avoid mistakes and inconsistencies.
Smart Attachments to improve employee document management
Smart Attachments for Jira is an all-in-one file management solution. It allows you to label, categorize, group, and filter attachments in Jira, making it easy to find the right document and revise it.
Another frequently occurring issue in the standard onboarding process is an incomplete set of documents. Employee files are often scattered across different Jira work items, emails, or shared drives. So gathering it all in one and checking if everything is ready can become problematic. Smart Attachments for Jira helps you get around this problem by allowing you:
- Keep all the files in one Jira work item and have them in sync with the onboarding checklists.
- Label documents by type (e.g., “newcomer training materials,” “NDA,”) or by status (e.g., “sent to employee,” “signed,”) to quickly find the right file when you need it.
- Control version history, so teams are always up to date on the latest version of a document.
- Simplify collaboration, as HR and managers will have access to new hire files without needing to exchange them back and forth via email.
Thus, Smart Attachments turn Jira into a single place for storing and managing onboarding documents. It saves time and guarantees that all the necessary forms and paperwork are in order.
How apps work together: a practical guide
Create standard onboarding checklists with templates. Create a step-by-step employee onboarding checklist and save it as a template using Checklist for Jira Cloud. You can add multiple templates to cover each stage of the hiring process, such as preboarding, tasks for the first day, or those for regular check-ins. Additionally, you can create a separate template to track employee documents and verify that you have all the required files.
Use templates when a new employee joins the team. Create a Jira work item for onboarding a new hire and apply the necessary checklist templates. The app allows you to add multiple checklists to the same work item.
Categorize all documents you need. Upload all relevant files to a Jira work item and label them with Smart Attachments. Thus, you will have instant access to your documents, allowing you to easily find and revise them.
Keep an eye on how the onboarding process is going. Each checklist has its own progress bar, so you can easily monitor the completion of the onboarding process.
Close the work item when all tasks are marked as complete. When a new hire’s onboarding is complete and you have all the necessary forms and paperwork, you can close the work item, knowing that everything is done.
Perks of using Checklists and Smart Attachments for onboarding in Jira
Full control over the hiring process
Checklist for Jira Cloud provides full control over employee onboarding, starting from preboarding tasks and first-day activities to newcomer trainings and regular check-ins. The app keeps all involved members focused on the process, helps them track new hires’ progress, and verifies that all essential tasks have been accomplished.
Centralized management of onboarding documents
Smart Attachments enable you to store and label all employee files, contracts, training materials, and compliance documents in one Jira work item. The app provides instant document access in Jira, helping you avoid long searches for the right file and ensuring that onboarding paperwork is complete.
Scalable and standardized recruiting processes
By combining reusable onboarding templates with structured and clearly organized documentation, companies can easily scale their employee recruiting processes and reduce hiring costs.
Key Takeaways
Checklist for Jira Cloud and Smart Attachments allow users to create an end-to-end HR onboarding workflow in Jira:
- Checklists guide the new hire process, helping everyone adhere to the same onboarding workflow.
- Smart Attachments keep all related files organized, easy to locate, and manage.
- Everyone involved in Jira onboarding gets full visibility and control over the process.
Get started with a 30-day free trial and see how easy new hire onboarding can be.
