A Journey is a structured, interactive workflow that guides users through steps or stages based on specific milestones or events. Journeys are highly customizable and enhance user engagement by breaking down complex processes into manageable, well-defined steps. Each journey is tailored to users’ needs, such as new employees, managers, or external stakeholders, and helps streamline various organizational processes.
Purpose of a Journey
The primary purpose of a Journey is to facilitate the completion of tasks and milestones while ensuring that the employee receives the appropriate guidance and resources at each stage. You can use journeys for various organizational objectives, including:
Onboarding
New employees are guided through orientation activities, ensuring they complete mandatory training, meet key team members, and settle into their roles efficiently.
Performance Management
Employees and managers follow steps related to setting performance goals, reviewing progress, and completing assessments.
Offboarding
When an employee leaves the organization, the offboarding journey ensures all employees follow the exit procedures.
Learning and Development
Employees use structured paths, tracking their progress across training modules and certifications.
Components of a Journey
A typical journey includes the following key components:
Activities
During each stage, users are required to complete specific tasks and activities, such as filling out forms and attending meetings. These tasks can include both manual actions and system-generated reminders. Completing these tasks is essential for users to progress to the next stage.
Reminders are notifications designed to help users stay organized by providing timely alerts for upcoming tasks or important milestones. Both employees and managers can receive these notifications to ensure all required tasks are completed.
Stages and Content
Each journey consists of various stages, such as “Preboarding,” “Day 1,” “Week 1,” and “First 90 Days.” These stages are defined based on time-bound triggers. For example, a new employee’s journey may begin seven days before their start date and progress in phases after joining.
Quick Links
Quick Links provide easy access to important resources, documents, and tools throughout a journey. They enhance the user experience and can be customized based on persona, country, or restricted to managers, streamlining processes such as onboarding and performance reviews.
Team
A journey involves various roles such as employee, manager, and buddy. Each role has specific tasks and views based on their involvement. For instance, managers can monitor the progress of their team members' journeys.
How Journeys Work
Specific events or actions trigger different journeys. For instance, the onboarding journey for a new employee begins when their information is integrated into the system, usually through a third-party platform. From this point, the system automatically assigns relevant tasks, such as creating a user account, scheduling a meeting with the manager, and reviewing company policies.
The journey progresses through time-bound stages, regardless of whether users complete all tasks. Each task is marked as either completed or overdue, and the system tracks overall progress. By the end of the journey, the user will have completed all essential steps needed for the process, whether it involves onboarding, offboarding, or another organizational workflow.
Benefits of Using Journeys
Consistency
Journeys ensure that all users go through the same process, which helps maintain a consistent experience across the organization.
Automation
By automating task assignments and notifications, journeys reduce the manual effort required to manage processes, allowing for more efficient workflows.
Tracking and Reporting
Managers and admins can easily track the progress of individual users and identify any delays or issues that may require attention.
Personalization
Journeys can be customized based on the user’s role, location, or other factors, ensuring the content and tasks are relevant to their needs.
In summary, journeys are a powerful tool for managing and automating processes in your organization. They provide clear, structured paths for users, making complex workflows more efficient and ensuring users complete all necessary tasks. For onboarding new employees, managing ongoing performance, or other organizational tasks, journeys streamline the process and enhance user engagement.