Case Study: Streamlining New Hire Communications with InteGreat Solutions and SendPulse

Background

A growing company, with a focus on remote work, faced challenges with its manual new hire communication process. HR teams were using templates in Outlook to manually send emails to new hires, outlining crucial information about their first day, benefits, shipping details for remote work equipment, and resources. Despite their efforts, the process was error-prone, leading to missed or inaccurate information. As a result, employees often felt confused or disconnected from their onboarding experience, leading to lower satisfaction and an increased number of questions.

The Challenge

The company’s HR department needed a more efficient and reliable way to send timely, personalized, and accurate communications to new hires. The manual process with Outlook was labor-intensive, error-prone, and lacked tracking capabilities to monitor employee engagement with the emails. Additionally, the HR team struggled to ensure that the right information was delivered at the right time, leaving new hires unclear on important aspects of their first day and benefits.

The Solution: InteGreat Solutions and SendPulse

InteGreat Solutions, LLC, a company known for helping organizations streamline their communication processes, was brought in to help transform the onboarding communication strategy. InteGreat recommended using SendPulse, a marketing communication platform, to automate and personalize new hire emails. Though SendPulse is traditionally used for marketing campaigns, InteGreat saw its potential for employee communications, and they successfully tailored the platform to meet the company’s needs.

Key Features of the Solution:

Personalized Email Templates: InteGreat helped design a series of custom email templates that would automatically be sent out to new hires based on their hire date. InteGreat used SendPulse’s Automation 360. With SendPulse’s automated scheduling feature, InteGreat set up a cadence of emails that would go out at specific times based on the new hire's start date. For example, new hires would receive an email confirming the shipping of their equipment a week before their start date, with additional emails about first-day expectations and benefits information following accordingly. The emails included:

  • Shipping Information: Details about the shipping of remote work equipment.

  • First Day Details: Instructions and expectations for the new hire’s first day.

  • Benefits Information: Key details about employee benefits and enrollment.

  • Helpful Links and Resources: Access to resources, FAQs, and key contacts to help new hires get settled.

    Tracking and Analytics: One of the most important features InteGreat integrated was SendPulse’s tracking capabilities. This allowed the company to monitor whether emails were sent, delivered, and opened, as well as whether the links within the emails were clicked. This provided valuable insight into the effectiveness of the communications, helping HR teams ensure that new hires were receiving and engaging with the information provided.

    Error Reduction and Consistency: By automating the communication process, InteGreat helped eliminate human errors that were common with the manual Outlook system. This ensured that all new hires received the correct and timely information, minimizing the risk of miscommunication.

Results

The results of this implementation were immediate and impactful:

  1. Improved Communication: The automated, personalized emails meant that all new hires received consistent, timely, and relevant information. As a result, new hires were far better informed about their equipment, first-day expectations, and company benefits.

  2. Higher Satisfaction Scores: The company conducted new hire interviews and received feedback showing a significant improvement in the onboarding experience. New hires reported feeling more prepared and confident going into their first day, citing the clear communication about logistics, expectations, and benefits as a key factor in their positive experience.

  3. Higher Rating for Communication and Understanding Expectations: The feedback from new hires indicated a substantial increase in satisfaction regarding communication and understanding of expectations for their start. New hires felt that the automated emails helped them understand what was coming next, what was expected of them, and where to go for further resources.

  4. Efficiency Gains: With SendPulse automating the process, the HR department saved valuable time. The team no longer needed to manually send emails or worry about forgetting crucial information. The company also benefited from better tracking of employee engagement with the emails, which allowed for more effective follow-up if needed.

  5. Error-Free Process: The automated emails eliminated the mistakes previously associated with manual communication. HR teams no longer had to worry about missing key details or sending emails with incorrect information, ensuring that all new hires received the right communication at the right time.

Conclusion

InteGreat Solutions’ strategic implementation of SendPulse for new hire communications has proven to be a game-changer for the company. By automating and personalizing the communication process, the company not only improved the accuracy and consistency of its new hire emails but also enhanced the overall onboarding experience. As a result, new hires felt more confident and prepared, and HR teams enjoyed greater efficiency and visibility into the process. The integration of SendPulse not only streamlined internal communications but also made a measurable difference in employee satisfaction and retention, demonstrating the power of automation in transforming traditional HR processes.

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