HCLTech has reimagined its employee onboarding process in the UAE, Oman and Turkey by harnessing the power of Generative AI (GenAI). In an example of how AI can empower non-technical professionals, the company introduced a self-service onboarding solution that reduces a traditionally time-consuming process from three hours to just 30 minutes. This transformation, created by Shweta Sehgal Mittal, HCLTech’s Country HR Head for UAE, Oman and Turkey, is powered by Microsoft Copilot and Microsoft Stream. The project, developed and launched in just one day, not only enhances the employee experience but also demonstrates the potential of GenAI in HR operations.

The onboarding challenge: Repetitive tasks and limited HR focus

Before the introduction of the new AI-powered onboarding solution, the induction process at HCLTech was a lengthy 3-hour session. These sessions were tailored to each country’s specific policies, cultural norms and regional workflows. However, this approach came with several challenges. The content often repeated information for transferees from India who were already familiar with many aspects, leading to a sense of redundancy. Additionally, the focus on delivering detailed explanations of cultural nuances, entitlements and company policies took up considerable HR bandwidth, leaving little room for more strategic HR activities.

This not only slowed down the onboarding process but also restricted HR teams from engaging in high-value tasks such as employee engagement and talent development. A solution was needed that could reduce this repetition, enhance the onboarding experience and free up HR professionals to focus on initiatives that drive long-term employee success.

Empowering HR with GenAI

In addressing these challenges, Mittal looked to GenAI as a tool that could bridge the gap between HR needs and technology solutions. What stands out about this initiative is not just the application of AI but the fact that the solution was developed by a non-technical HR professional. This highlights the growing accessibility of GenAI tools for individuals with limited technical expertise, empowering them to innovate and create solutions that were once reserved for IT departments or specialized technical teams.

Mittal’s approach was simple yet effective. By utilizing Microsoft Copilot and Microsoft Stream, she developed a no-code AI-driven chatbot in a single day. The chatbot was designed to streamline the onboarding process by answering employee queries, guiding them through relevant content and providing on-demand access to company policies and regional information.

A seamless onboarding experience, available 24/7

The new system was designed with flexibility in mind. Employees can now interact with a chapter-based induction video hosted on Microsoft Stream. This feature allows them to skip directly to the sections that are most relevant to their roles, bypassing the redundancy they might have experienced in the past. The video is complemented by the Microsoft Copilot chatbot, which was trained on the video’s transcript to answer common employee questions about company policies, cultural norms and workflows in real-time. This combination of video and chatbot creates a highly personalized onboarding experience that is available to employees whenever they need it.

Furthermore, the analytics dashboard integrated into the system offers valuable insights into how employees interact with the onboarding content. This data allows HR teams to monitor employee engagement and continually refine the content, ensuring it remains relevant and useful. With this real-time feedback loop, HCLTech is able to make continuous improvements, adapting the onboarding experience to meet the evolving needs of its employees.

Transforming HR operations: More than just time savings

The impact of this AI-powered onboarding solution went far beyond simply reducing the time spent on induction sessions. Automating the onboarding process allows new hires to spend more time on client-facing work, while HR professionals can focus their efforts on more strategic priorities such as employee engagement and talent development.

The shift from performing repetitive procedural explanations to engaging in higher-value human interactions marked a key transformation. No longer burdened by routine tasks, HR teams have the freedom to direct their energies toward personalized support and leadership development. This shift not only improves productivity but also allows HR to position itself as a leader in technology innovation within the organization.

Enhancing employee experience: Access, flexibility and self-direction

From the perspective of the employees, the new onboarding process was a welcome change. With access to information at any time and on any device, employees are no longer tied to rigid schedules or dependent on HR availability. The ability to self-direct their learning and choose relevant content helps employees feel more in control of their onboarding experience.

The flexibility of the system, which allows employees to focus on the content that matters most to them, has contributed to a more positive onboarding experience. Moreover, the chatbot provides employees with immediate answers to common questions, eliminating the need for them to wait for HR support. This feature enables individuals to access the information they need without interrupting their daily tasks.

A scalable, data-driven solution

Another key benefit of the AI-powered onboarding system is the scalability it offers. With the solution now in place, HR teams no longer have to scale their resources proportionally as the company grows. The chatbot and video-based induction content can easily accommodate increasing numbers of employees without additional effort or cost, creating a model that could be replicated across other regions or even other HR functions.

The integration of data analytics further enhances the system's value. By tracking usage patterns and employee engagement with onboarding content, HR teams are gaining valuable insights into which topics were most frequently accessed and which areas of the induction process need improvement. This data-driven approach will help refine the onboarding experience over time, ensuring it continues to meet the needs of new hires.

The broader impact: AI as a strategic enabler

The success of this GenAI initiative has far-reaching implications, not just for HR but for the entire organization. For HR professionals, it has underscored how technology can enable them to focus on high-value activities that directly contribute to business outcomes. The AI-powered onboarding solution is also a model for how other departments within HCLTech can implement similar technologies to improve efficiency and reduce manual work.

For the company as a whole, this initiative demonstrates the power of GenAI as a tool to drive operational efficiency while maintaining a high level of service quality. The success of this project has laid the foundation for broader applications of AI across various HR functions and departments, positioning the company for continued success in a rapidly evolving landscape.

Ultimately, HCLTech’s approach to employee onboarding is a prime example of how GenAI can empower non-technical professionals to create innovative solutions that drive significant organizational change. Mittal’s initiative not only streamlined the onboarding process but also showcased how AI can be a powerful enabler of efficiency, employee engagement and HR transformation. This case study highlights the potential of GenAI to redefine traditional HR functions and underscores the growing role of AI in shaping the future of work.