Meeting the Challenges of New Hire Onboarding and Employee Retention with Clayworks: A Case Study

A southwest US utility company faced challenges with new hire onboarding and employee retention. One of the main challenges that the utility faced was related to employee onboarding and retention. The HR department discovered that providing thorough onboarding training and clear job expectations to new hires was crucial in retaining employees long-term. However, the onboarding process was time-consuming, and HR staff were spending more time on administrative tasks than on higher-value strategic initiatives. The process was also manual, paper-based, and prone to errors, leading to delays in onboarding new hires, which could ultimately affect their job satisfaction and retention.

Another challenge was the need for accurate and up-to-date employee data. Without this data, HR staff struggled to manage employee files and keep track of employee training and certifications. As a result, it was difficult to ensure that employees were up to date with their training and that the company was compliant with regulatory requirements.

Moreover, the utility had a dispersed workforce and different locations, which made communication and collaboration between employees challenging. It was difficult for employees to access information and collaborate on projects effectively, which could lead to miscommunication and delays.


To address the challenges faced by the utility, ClayWorks consultants proposed a business process automation solution using Microsoft Power Platform and SharePoint Portals. The solution was designed to streamline the onboarding process, reduce administrative tasks for HR staff, and improve the overall employee experience.

The first step in the solution was to develop a custom onboarding application using Microsoft Power Platform. The application would automate the onboarding process by providing new hires with a self-service portal where they could complete paperwork, view training materials, and receive alerts for upcoming tasks. This would reduce the need for HR staff to manually track and manage each new hire’s progress.

The second step was to develop a custom SharePoint Portal to house all the relevant information that employees need for their jobs. This would provide employees with a centralized location to access company policies, procedures, and training materials. The portal also included a search function that used Microsoft AI to help employees find the information they needed quickly and easily.

Finally, ClayWorks consultants recommended the implementation of virtual assistants and chatbots to assist employees with common HR-related inquiries. By providing employees with instant access to answers, this would further reduce the administrative burden on HR staff and improve the overall employee experience.


After finalizing the solutions, the ClayWorks consultants worked with the utility team to implement the new system. The implementation process was divided into several phases, which were managed by project managers from both ClayWorks consultants and the utility.

In the first phase, the team developed the necessary infrastructure to support the Power Apps and Power Automate solutions. They created a SharePoint portal where all new hire onboarding materials and employee training could be stored and accessed easily. In the second phase, they developed the necessary workflows for the onboarding process, including the automated assignment of tasks to different departments and the tracking of progress.

ClayWorks consultants then developed a Virtual Assistant, powered by AI, to help new hires navigate the onboarding process. The Virtual Assistant was programmed to answer common questions, provide links to relevant training materials, and guide new hires through the different steps of the onboarding process.

Finally, the team developed a dashboard to track the progress of the onboarding process and monitor employee retention rates. The dashboard provided HR staff and managers with real-time updates on the status of each new hire’s onboarding progress and helped them identify potential areas for improvement.


After implementing the new onboarding and employee retention solution, the utility saw significant improvements in their HR processes and overall employee satisfaction. Here are some of the key results and KPIs:

  1. Reduction in administrative tasks: With the implementation of the new solution, HR staff at the utility saw a 50% reduction in administrative tasks related to onboarding, freeing up time for them to focus on higher-value strategic initiatives.
  2. Increase in employee satisfaction: Following the new onboarding process, the utility conducted an internal survey to assess employee satisfaction. The results showed a significant increase in satisfaction among new hires, with 90% of respondents indicating that they felt well-prepared for their job responsibilities.
  3. Decrease in employee turnover: Prior to the implementation of the new solution, the utility’s employee turnover rate was around 20%. Following the new onboarding process, the turnover rate dropped to 10%, indicating a significant improvement in employee retention.
  4. Improved time-to-productivity: The new onboarding process included clear job expectations and training materials that helped new hires get up to speed more quickly. As a result, the utility saw an improvement in time-to-productivity, with new hires achieving full productivity within 60 days on average, compared to the previous average of 90 days.

These results indicate that the new onboarding and employee retention solution implemented by ClayWorks consultants was successful in addressing the challenges faced by the utility.


In conclusion, the utility successfully leveraged Microsoft Power Platform and SharePoint Portals to automate their new hire onboarding process and improve employee retention. By partnering with ClayWorks consultants, they were able to develop and deliver a customized solution that met their specific business needs. The results of the project were impressive, with a significant reduction in the time it took to onboard new employees, improved employee engagement, and increased retention rates.

The successful implementation of this project is a testament to the power of business process automation and the value of partnering with a trusted technology advisor. By using innovative tools like Power Platform and SharePoint Portals, companies can streamline their operations and focus their resources on more strategic initiatives. The success of this project serves as a model for other companies facing similar challenges with new hire onboarding and employee retention.

The utility’s decision to invest in business process automation has proven to be a wise one, and they are now well-positioned to continue to attract and retain top talent in the highly competitive renewable energy industry. The combination of advanced technology and a focus on employee engagement and satisfaction is a winning formula for any organization looking to achieve long-term success.

Next Steps

If you’re facing challenges with employee retention and onboarding, consider leveraging business process automation tools like Microsoft Power Platform and SharePoint Portals to streamline your HR processes. By partnering with a trusted consulting firm like Red Clay, you can customize a solution that meets your specific needs and improve your overall employee experience. Don’t let administrative tasks drain your HR team’s time and resources – invest in automation and digital transformation to drive efficiency and productivity.