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How Google Workspace makes virtual hiring and onboarding engaging and productive

By March 7, 2022 No Comments

Erika Bell | Kasna

Companies all over the world, from Digital Natives, mid market organisations to Fortune500 are facing many challenges imposed by remote work post pandemic. The move to remote or hybrid work also means that workplaces are hiring and onboarding remotely. With many businesses still closed or shutting their doors again due to reimposed pandemic restrictions, virtual hiring and onboarding is here to stay for a while longer. 

Why a smooth virtual hiring and onboarding experience matters

The phenomenon dubbed “The Great Resignation” is gaining speed in the USA, whilst in other parts of the world including Australia and Asia, the talent shortage is adding extra pressure for organisations to attract and retain talent. With this in mind, creating a smooth and engaging experience for new starters needs to form an essential component in your organisations’ winning strategy.

“During 2021, I onboarded my team at Kasna and Mantel Group virtually and remotely.”

Mantel Group is the winner of the 2021 Best Places to Work in Australia, so needless to say, their attention to detail when it comes to onboarding is formidable. The investment and care in achieving a highly engaged workforce, even while working remotely, continues to go beyond my expectations. 

Mantel Group is an organisation founded on digital & cloud technologies in 2017 and recently grew past its 500th employee. Like many other Digital Natives mid tier organisations, Mantel Group makes use of Google Workspace as a core business platform that is used for collaboration and remains key to the seamless integration of third party applications (including SaaS) used for internal back-end processes as well as customer facing project efficiency and communication tools.

Google Workspace provides deep integration with third-party applications (including SaaS) 

Google Workspace is a business platform that offers valuable integration among its Google flagship products like Docs, Gmail, Google Calendar and Google Meet. Beyond this, it also provides deep integration with third party software applications including Software as a Service (SaaS) like Okta, DocuSign and Salesforce.

Organisations running Workspace can benefit from this deep integration to streamline various aspects of their virtual recruitment (remote hire and onboarding) to make the experience more engaging and efficient for all involved. 

With 2.5 billion active users of Google Workspace, chances are prospective hires will have a Gmail account that will be provided as the main form of communication throughout the hiring process.

There are many opportunities for streamlining the hiring process. From templating and generating the letter of offer in Google Docs to defining and automating a custom end-to-end process that can be built within Google Workspace. Let’s explore some ways to streamline the process:

1. Gmail and DocuSign integration made reviewing and signing the offer letter prompt and efficient

  • A signed offer letter is usually the first event that triggers the process and makes it official. 
  • There is a Google Workspace and DocuSign integration that makes this process smooth and efficient at Mantel Group.  
  • Integrating DocuSign with Google Drive (Google Docs) and Gmail tools is simple and there are many videos like this one with instructions on how to set up this integration.

First impressions are the ones that count and with new hires, it’s no different. From my point of view as a new hire, the way the recruitment is handled is the first look into the internal processes of the prospective new organisation.  

  • The new hire checks their email and sees a DocuSign offer letter in the inbox waiting to be signed.
  • Without leaving their email application, the new hire can review the offer letter (and check the all important salary information!) 
  • In my case, once satisfied, I was able to sign the contract all without leaving my Gmail mobile application. 

In other systems, I would have had to stop what I was doing, open a new tab, perhaps print, or even sign, scan and email back. Or simply flag this email to attend to at a more convenient time later on. This is a huge win from an organisational point of view. Working with a streamlined offer letter process like this is a highly efficient experience for the person responsible for generating, reviewing and signing contracts all day long! Google Workspace deep integrations with leading third party applications like DocuSign make it a more convenient experience, saving everyone time. The offer letter receipt triggers a custom onboarding process, the first step of which is seeking personal preferences regarding equipment and much loved swag!

2. Integrating Gmail and Google Forms is super simple

The candidate (new hire) checks their email and there is a form awaiting completion asking for personal preferences regarding equipment, clothing size and delivery address. This is particularly important especially if the new hire will be working remotely (this was my case and that of my team).

Integration between Gmail and Google Forms is relatively simple and there is lots of information on how to get this done, including this 2 minute read from Google. 

3. The new features of Google Meet, including Live Captions 

Thinking back to my own first day, I recall the People Guide had scheduled a meeting into my calendar which was hosted via Google Meet. During this session, she explained the key features of Google Meet and how it was used to make remote collaboration more engaging.

Features such as break out rooms for our team building activities like Friday Trivia and Hackathons which are easier and more personal in smaller groups; or the subtitles (Live captions) during meetings (which I later discovered can be translated into Spanish on the go!) or company-wide updates which are recorded instantly and the recording and meetings notes available on Google Drive straight away (and searchable for future access too).

4. Easy integrations with Google Drive and Google Calendar

Beyond my first day, I was able to register my interest in the leadership master classes via an automated enrolment process that integrates Google Forms, Google Calendar and Gmail to schedule the sessions into my calendar, send me confirmations and reminders – all automated for our Learning and Development team

Conclusion

Hybrid work looks to be here to stay. The simple ways explored in this blog post that Google Workspace makes hybrid work more engaging are due to its highly integrated suite of products and due to the fact that Google Workspace is a business platform. 

As a robust and secure business platform, it can be extended as evidenced by its deep integrations with leading third-party applications. 

In this blog, I shared my own experience with how Google Workspace improved my virtual hiring experience and remote onboarding via integrations with Adobe DocuSign, Google Forms, Google Meet, Google Calendar, Gmail, and more.  

Beyond this, there are many more ways to improve internal processes to make them more engaging, productive, and secure, especially important now in the era of hybrid work. 

In an upcoming blog, I will outline the many ways mid-market organisations are adapting to hybrid work and taking this opportunity to review and automate their internal processes. In doing so, Digital Natives and mid-market organisations are streamlining their processes and using Google Workspace  deep integrations between Google Workspace and applications and SaaS such as Salesforce, OKTA, Google BigQuery and more.  

If you’d like to discuss how Workspace can assist your organisation in the context of remote work, and making extended hybrid work more secure, productive and engaging, contact Kasna. 

Kasna can guide your transformation regardless of where you are on the journey.