University Reduced Onboarding Time By 48% With Kure
PROJECT SUMMARY
Problem: A university in Ontario, Canada, faced significant delays in its onboarding process, taking over 80 cumulative hours of staff time, leading to inefficiencies and employee dissatisfaction.
The university utilized Kure, the AI-powered process improvement project management software, to provide the structured approach needed to reduce the time from 80 to 42 cumulative hours—a 48% improvement.
The Problem
In education, onboarding new hires efficiently is critical to maintaining team morale and ensuring organizational success. However, lengthy and inefficient onboarding processes can lead to frustration for new employees and disrupt team dynamics. This organization faced significant challenges in this area and turned to Kure to manage the project. Kure’s AI-driven innovative approach enables faster completion of tasks and automated documentation of results.
The university’s employee onboarding process was lengthy and inefficient, often taking up to 80 hours to complete. This delay created a negative experience for new hires, who lacked the tools and resources needed to begin their work effectively. The inefficiencies also impacted existing teams, as they struggled to integrate and support new employees while maintaining their workloads.
The Root Causes
A detailed review identified the following root causes of the onboarding delays:
Approval Delays: Critical approvals were often delayed because approvers were on vacation or unavailable.
Communication Gaps: There was no clear point of contact in HR, leading to fragmented communication between departments.
IT Notification Issues: Approvers were not receiving timely notifications to approve job data.
Union Delays: Delays in receiving revised collective bargaining agreements from the union further slowed the process.
Delegation Issues: Improper delegation of approval authority resulted in missed or delayed actions when primary approvers were unavailable.
The Solutions
With Kure managing the project, the organization implemented the following solutions:
Streamlined Communication: A dedicated HR representative was assigned to each department, serving as the primary point of contact for onboarding processes.
Improved IT Notifications: The IT system was reviewed and updated to ensure timely notifications for job data approvals.
Union Coordination: Regular check-ins with the union were established to address delays in receiving revised agreements.
Delegated Authority: Proper delegation of approval access was implemented to ensure job data entries could be approved promptly, even in the absence of primary approvers.
Standardized Processes: Clear, service line-specific workflows were developed for onboarding, ensuring consistency and efficiency across departments.
Kure’s platform facilitated faster execution of these solutions while automatically documenting progress and results, saving time, and ensuring accountability.
The Results
The results of these changes were immediate and impactful. The time required to onboard a new hire was reduced from 80 hours to 42 hours, cutting the process by 48%. New employees reported higher satisfaction with the onboarding experience, citing improved communication and preparedness as key factors. Existing teams also benefited, integrating new hires more smoothly and reducing disruptions to their workflow.
Feedback from HR and management highlighted the streamlined process as a significant improvement, with consistent documentation and communication ensuring nothing was overlooked.
Conclusion
This case study illustrates how Kure’s innovative project management approach drives faster and more efficient results. By addressing root causes and implementing tailored solutions, the organization transformed its onboarding process, boosting employee satisfaction and team morale. Kure’s ability to streamline completion and automate results documentation positions the organization for sustained growth and equips it to tackle future challenges with confidence.
*We value our clients’ confidentiality. While we’ve changed their names, the results are real.
