HR Leader's blueprint to curating an exceptional Employee Experiencein hybrid work

Darwinbox platform allows employees direct and easy access to many HR-related functions. ESS portals (Mobile/ Web Apps/ Voice and Chat Bots) may, for example, facilitate applying for job-related reimbursements, managing business travel, and accessing wellness programs and other company perks. ESS systems also allow employees 24/7 access to pay stubs and other payroll information they may need for taxes, loan applications, and other personal use.

Smart use of Darwinbox’s ESS can save employees time and effort by allowing them direct access to information and functionality from a desktop computer or mobile device. This, in turn, lets them focus more time and energy on their work. The result is increased efficiency all around.

• Experience is designed for employees and not channels

  Employees expect to get HR help no matter where they are or when they need it. This means support should be available to them whether they’re in the office or at home, on their desktop or cell and italics phone, in the same time zone as headquarters, or on the other side of the world.

• Ensure cross-functional support

  Enable collaboration between members from across multiple departments.

• Integrated and centralized

  Get access to information that is available across every part of the business that needs to see it, allowing continuous collaborated service to be provided.

• Voice-enabled automated resolution

  Darwinbox’s intelligent virtual assistant “Darwin” have evolved. Based on AI, it enables 2.8 times faster ESS/ MSS on Darwinbox. With 140+ built-in intents, it can surface key actions within the chat window on both mobile and web, eliminating the need for unnecessary navigation.

• Deliver customized in-app experiences 

  You can build Microapps within Darwinbox for the most used functionalities such as travel requests, insurance reimbursement and mental wellness portals. Each Microapp can be delivered within the same secure digital HRMS ecosystem, allowing you to provide a unified and secure work experience to your employees, across channels and locations. Microapps are tensile and scalable, and let you easily manage activities, approvals, and more.

• Deploy an app as and when required

  Deploying these microapps doesnt take longer than a few minutes. Use the intuitive page builder to create and deploy new workflows that meet the exact needs of your workforce. Quick integrations and configurable templates make it easy to extract the insights and actions your employees need to be productive, while drag-and-drop capabilities eliminate the need for complex coding.

• Extend your capabilities with third-party integrations

  Empower your organization by seamlessly extending your HCM with third-party integration. This ensures a uniform employee experience and solves unique problems, such as travel requests, insurance, or mental wellness.

• A single view of tasks

  It is important to help employees stay on top of their work enabling them to deliver stellar business results. A single view of all the tasks and associated meta-data on Task Box (Darwinbox's Task Management Tool) can enable employees to have a holistic view of what needs to be done from their end.

• Filter & categorize tasks

  The filters and categorization capabilities on Task Box allow employees to filter and view tasks basis ownership mapping, due date, etc.

• Take bulk actions

  Bulk actions or bulk editing is an efficient way to complete similar actions at one time as opposed to completing the same action multiple times. For example - A manager can view & approve bulk attendance regularization requests for their team straight from the Task Box.

• Take action on the go

  Task Box on Mobile allows employees to view, filter, and act on the go no matter where they are.

• More contextual data

  Define fields and build aliases based on geography, business units, departments, designations to make information capture a more pleasant EX.

• Dynamic field types

  Capture various kinds of information and control data format capture through a variety of options such as a simple text field, dropdown, checkbox, radio button, number, and rating among others.

• Defined Information Visibility

  Ensure that sensitive information is visible to only concerned stakeholders in the organization. Provide enough flexibility to an employee to define the confidentiality of personal information. You can also curate information for specific roles, designations, geographies, functionalities, and much more.

• Single source of truth

  Attach fields for any module across the employee lifecycle and collect the information at one place in the employee profile.

• Smart data capture

  The forms are tightly connected with the employee data from the core. Information flows seamlessly across the modules, avoiding any repeated entry of the same data. The information is auto-populated, and data sanctity is maintained throughout.

• Information bucketing

  Enable segmentation of employee information through predefined and configurable sections on the forms. You can enable employees to bucket their personal details, educational background, work experience, etc.

• Use forms to build customized surveys

  Surveys are still great predictors of behavior. You can build surveys with simple drag and drop features using forms on Darwinbox. 

• Identify criticality of the situation

  Identify critical information which needs to be escalated (such as health concerns, whistleblower, etc.) and trigger notifications to respective stakeholders when needed. For example - you can escalate the criticality and automatically inform L1 Manager and HRBP to initiate one on one conversation, whenever someone marks a lower score on the daily wellness pulse, understand the reason behind it and suggest a corrective measure, if required.

• Org-wide document management

  All the documents should be managed from a centralized console irrespective of the organization size. By using Darwinbox for documents you can generate, publish, and download any number of documents in bulk. Darwinbox allows you to automate all the tasks related to the documents, enable org-wide signature triggers and document collection to collect missing documents.

• Document discovery made easy

  Documents discovery can sometimes become a treasure hunt. On the Darwinbox HCM platform, documents are neatly arranged for easy discovery by employees in one single place. Employees will be empowered to request, self-generate, and submit documents centrally and avoid multiple navigations.

• Hassle free information retrieval

  With central tracking on all the HR-related documents across the organization, retrieve documents easily in case of internal, external, or legal audits without having to go back to employees for proof. Acknowledgment and acceptance of employees against a document can be easily tracked. Not only this, but you can also enable version control and safeguard sensitive documents based on role-based access control on Darwinbox.

• Robust query management

  On Darwinbox, helpdesk issues are bucketed basis defined categories and subcategories that are more relatable to the employees. Employees can access Helpdesk from both web and mobile, and also have the flexibility of attaching files for fast resolution. Not only this, a 1:1 conversation between the issue handler and issue raiser can be initiated for quick redressal. And real-time request closure can also be performed

• Role-based query assignment

  Since employees can get more contextual answers with different admins for different categories or sub-categories, queries can be assigned basis the role, department, or a custom assignment framework.​ Auto-assignments can also be enabled to allocate queries to assignees based on their current number of tasks.​ You also have the flexibility to define custom or standardized SLA’s for queries based on response time/work time and append custom forms for faster resolution. 

• Chatbot enabled

  The potential of voice to deliver a seamless user experience is immense. Furthermore using a chatbot, ensures faster intent to action. Darwin, Darwinbox’s chatbot displays key actions within the chat window and eliminates the need for unnecessary navigation. In case any query is not resolved, Darwin automatically raises a ticket on the system.

• Darwinbox's drag and drop builder for Forms and Surveys

  In the survey builder, the question or block that you are editing will be outlined in blue. You can then use the Survey section to edit your selected question or block, such as changing answer choices, adding validation, adding a display, skipping logic, and more

• Identify criticality of the situation

  Identify critical information which needs to be escalated (such as health concerns, whistleblower, etc.) and trigger notification to respective stakeholders when needed. For example - you can escalate the criticality and automatically inform L1 Manager and HRBP to initiate one on one conversation, whenever someone marks a lower score on the daily wellness pulse, to understand the reason behind it and suggest a corrective measure, if required.

• Adjust as the employee advances in the journey

  Leverage workflows to define improtant moments of truth in employee lifecycle like confirmation, promotion, etc. For example, workflows allow you to automatically change the employee type upon confirmation and ensure that any policy or process that is employee-type oriented is automatically inherited by the confirmed employee.

• Ensure a smooth transition

  Utilize the concept of Hold Days and Cooling Period in confirmation and separation flows to incorporate an element of governance when there are dependent processes such as the successful completion of BGV, that could be a precursor to someone getting confirmed.

• Avoid stagnation

  Bring in elements of escalation and delegation to standard workflows to ensure that workflows never stagnate and keep continuing even when stakeholders are not present.

• Inculcate context through user assignments

  An employee’s context differs based on the department they are assigned to, the geography they are working in, the business unit they are associated with, their assigned role, and inherited designation. You can curate a user group based on any parameter and trigger a workflow accordingly.

• Configure trigger events

  Ensure that moments like employee transfer, first child, first onsite project, marriage, employee health check-ups, employee promotion, and others are not just mere HR transactions and are recognized as Aha! moments. Configure workflow triggers based on different milestones in an employee journey.

• Never get stuck with custom skip and SLA settings

  Create a seamless employee experience by avoiding approval level redundancy, enabling auto-approval and rejection, and ensuring timely escalation if the workflows are stuck.

• Transparency

  Employees can have visibility of the workflow progress and the stakeholders involved in the entire process. Timely nudges can also be sent to ensure the process is on track.

• Bring administrative process to speed

  Using convenient drop-down menus, admins can quickly create business processes and rules without any coding effort and ensure they are staying ahead of the curve.

With Darwinbox you can measure company, employee sentiment, and benchmark against past experiences. Not only this, but you can also connect performance and engagement metrics to find new trends in your organization. This allows you to identify the attrition risk of the high performers and critical talent. You can also analyze feedback collected from the employees and the customer using daily check-ins or pulse surveys, to ensure employee well-being.

• Facilitating employee safety
  • Touch-free Attendance
  • Staggered Shifts
  • Vulnerability Assessments
  • Visitor Management
  • Raising infra requests
• Ensuring business continuity
  • Work from home
  • Timesheets
  • Digital HR Letters
  • Virtual Onboarding
  • Employee Helpdesk

• Use the platform for personalization

  From Day 0, Darwinbox has been built on top of the graph database (Graph DB). Graph technology maps people based on their relationships rather than their position in tables. So, it views organizations as social enterprises where employees are part of a network, and not as isolated entities.

• Capture contextual information from Employees

  Use forms and surveys as a single source for gathering feedback, employee sentiment, employee satisfaction, understanding improvement areas, service requirements, and more contextual information.

• Keep track of transactional data

  Analyze employee interactions, identify issues that matter most to the employees, and measure and improve HR service quality with service level agreement reports and dashboards.

• Identify patterns

  Darwinbox will allow you to find new patterns in employee data, thereby giving you a distinct advantage in how you envision your People Analytics. Companies around the world have used their findings to generate insights that lead to things like increased workplace safety, better productivity, and reduced risk of burnout.

• Data for personalization

  Employee data can be used to determine the best paths and content to serve them. That includes data on a system, channel usage, master data, digital assets, and the like. However, this data often resides in information silos, making it difficult to consolidate and identify opportunities to serve customers with the most relevant content. Using Darwinbox, you can gather data from employee’s transactions with the system and craft an exception EX

• Leverage employee profiles

  When people work remotely, it’s not always easy to set the context or understand personal nuances. No chain of emails can bring about a true representation of an individual's professional persona – this is where profiles come into play. Employee profiles on Darwinbox enable cross-department visibility, organizational hierarchy visibility, and the ability to recognize employees on the go.

  Not only this the profile fields can have defined confidentiality. Furthermore, you also have the ability to accommodate changes as per the life stage of an employee (changing marital and non-marital status) and set an audit trail for compliance.