OnboardIT: A seamless onboarding experience for TCS employees

Product design | Research | POC | 2019

Project Overview

The goal was to design a simple MVP solution to provide a seamless onboarding experience for companies and employees.

Status

POC (Tata Consultancy Services)

Tools

Adobe XD, Adobe Illustrator

Time Frame

2 week (Sep 2019)

My role

User Experience Designer

Problem Statement

New hires at TCS (Tata Consultancy Services) face issues during the On-Boarding process starting from receiving the offer letter to allocation to the base location. Design an intuitive and easy to use platform to make these tasks easier.

Business Needs

Registration on the company portal

Providing necessary information to the company, i.e. Documents, Certificates, Degrees etc

Inductions, Interactions and Training sessions

Completing mandatory courses and joining at base location

Responsibilities

Gathering crucial insights into the employee onboarding process of new joinees & the administration to bridge the gap between them.

Outlining all major pain points faced by different stakeholders.

Evaluating existing Onboarding portals to analyse workflows.

Redefining and optimising information architecture and workflows based on insights and user goals.

Creating a standard pattern library and visual identity.

Creating a hi-fidelity prototype that assists new hires in the completion of their onboarding process.

Steps of my Design Process

Research

Gathered insights of the on-boarding process followed currently, studied user demographics, defined user goals & challenges for metrics & form hypothesis

Empathise

Created user personas, scenarios and inferences by analysing the user interviews and creating journey maps

Innovate

Conceptualised the Task flow and compared it to the existing Task Flows
Created Information Architecture and Wireframes

Design

Finally, made the style guide and Mock-ups and finished the endproduct with Prototyping

User Research

I conducted Structured & semi- structured interviews of the users and stakeholders to understand their challenges, based on the analysis of these interviews combined with my research I created Personas & Journey Maps

User Persona (Fresher)

User Persona (Lateral Hire)

User Journey Map

User Journey Map highlighting the different stages a fresher has to go through during the onboarding process

Research Synthesis

Since I had about two weeks to design a working prototype,I wanted to make sure that I address all the major problems in my proposed solution, which led me to formulate a set of recommendations for features and create information architecture and task flow to design a simple MVP Solution.

Information Architecture of OnboardIT Application optimised for smooth employee onboarding process

Ideation

Once I had all the necessary research and information, I divided quickly into creating low-fidelity wireframes to get a generalized overview of how the applications would function for the new hires.

Visuals

Before I worked my way up to building high-fidelity wireframes and visual mockups, I created visual language and UI components to help me maintain consistency all across the application.

Final Solution

Home Screen
Gives user an overview of the application status and the tasks assigned to them for completion during the onboarding process.

Application Timeline
Helps user in keeping a track of the job application by showing a timeline of actions taken by different stakeholders involved in the onboarding process.

User Profile
Provides user with all the necessary information regarding organisation policies, point of contact details, and the formalities required during the onboarding process.

Document Locker
Helps the user quickly scan and upload documents required in the process of onboarding, reducing manual paperwork.

Employee Application Form
User can use this Application form to provide the necessary details and documents required during the onboarding process of a new hire.

Notification center
User gets notified about updates regarding application form or other information. Let’s the user set reminders for daily tasks and actions pending from their end.