In the growing business environment of Dubai, employees are not just an asset of the company but are the pillars that lead to success. In such cases, it becomes essential for the businesses to onboard employees efficiently. Businesses are expanding at a rapid pace, and employees are demanding more from their employers. HR departments handle several tasks like managing onboarding, generating high-volume recruitments, documentation, and other complex tasks, all in a manual way. The HR professional faces several challenges in consistently managing all tasks, particularly when it comes to issuing joining letters. In this blog, we will be discussing how DoInsights, a leading HRM software in Dubai, plays a transformative role in automating and simplifying the management of joining letters at scale.
What Is a Joining Letter and Why Does It Matter?
A joining letter basically refers to the formal document that is offered to the employers by the employees as an acceptance of the job offering and joining the company on a specific date. This document acts as proof or mutual acknowledgement of the beginning of an official relationship between the employer and the employee. Here’s the list of some of the common aspects included in a joining letter
- Date of joining
- Job designation
- Department
- Reporting manager
- Location
- Confirmation of offer acceptance
- Terms and conditions in brief
As per the legal considerations, a joining letter helps businesses in safeguarding the interests of employees and employers. This can be used for future references, payroll tracking, implementing HR policies, and record keeping.
Common Challenges in Issuing Joining Letters and Manually
Besides the complex nature of joining letters, several businesses in Dubai and the UAE are constantly relying on manual methods like MS Word, Excel, spreadsheets, and paper records. Preparing a joining letter manually can result in several challenges, like:
- Time-Consuming process: Creating and editing a joining letter for every candidate joining the company can be a time-consuming process.
- Error-prone task: Manually entering the names, designations, date of joining and terms and conditions of the employee enhances the chance of errors in the documentation, resulting in confusion or legal issues.
- Issues in controlling: Without any systematic and centralised system, it becomes a tough task for HR professionals to create a joining letter for every role and department in the business, especially when it comes to large-scale businesses that have a large number of employees and diverse departments.
- High chances of inconsistency: Manually creating a joining letter can lead to inconsistencies in its format. This eventually affects the professionalism of the HR team.
- Delayed Onboarding of the candidate: Managing everything manually can result in delayed or unapproved joining letters, affecting the onboarding, orientation, and productivity of the company.
Advantages of a Digital Joining Letter System
Companies are now implementing a digitalized joining letter processes to reduce the problems and challenges of creating joining letters and managing other HRM tasks. Some key advantages to using software for the management of joining letters are:
- Standardised and centralised format across departments
- No delays in joining letters
- Stronger alignment with legal compliance
- Minimal cost incurred
- Less paper is involved, which is environmentally friendly
- Better employee experience
The Role of DoInsights HRMS in Automating Joining Letters
The entire process of creating joining letters is more simplified and automated through DoInsights, a leading HRMS Software company in Dubai. Our system allows HR teams to efficiently handle the following:
- Centralized Templates for all Roles: DoInsights HRMS has joining letter templates that can be slightly personalized based on department, location, or job role. As an HR manager, you can upload your joining letter template or select from a library of formats, providing consistency in tone and structure.
- Auto-Fill and Dynamic Fields: DoInsights makes an impactful use of auto-fill capabilities, which will help in eliminating the manual efforts and will automatically fill the essential information about the candidate in the joining letters, such as names, date of joining, job title and department in which they are expected to work. This automates the process of fetching candidate data from the recruitment or onboarding modules.
- Digital Approval Workflow: With DoInsights, HR professionals can route joining letters to hiring managers or department heads for approval digitally. This speeds up the process and keeps a digital trail of all communications.
- Bulk Generation for Mass Hiring: If you are working in a large-scale enterprise, where the onboarding cycle is constant, DoInsights also comes with the capability of bulk joining letter generation, making it a perfect option for high-volume hiring situations.
- Secure Digital Dispatch and e-Signatures: Joining letters can be sent directly to the candidate’s email with options for e-signature, reducing paper dependency and improving turnaround time. It also ensures compliance with digital record-keeping norms.
DoInsights is the Go-To HRMS for Dubai Businesses
If you are managing joining letters at scale, you need something more than a template, you need a smart platform that connects the whole employee lifecycle. DoInsights is a leading HRMS software company in Dubai, and we provide the workplace. DoInsights eliminates the guesswork, manual work, and inconsistencies in managing joining letters, whether you are onboarding 1 employee or hundreds. The DoInsights HRMS lets you manage all joining letter applications fast, accurately, and consistently – every time! You can record joining letters using your own preferred joining letter format or uploading a joining letter sample, auto-generate documents, to capture e-signatures. All of this means you can better equip your HR team to scale onboarding operations and make a good first impression. If your HR department is still trying to manage the joining letter process manually or demonstrating inconsistency in processes, it’s time to allow technology to heavy lifting. Let DoInsights take the joining letter process to the next level and much more.
