Adit Jain of Leena AI: 5 Essential Elements for Creating a Successful Onboarding Experience

Engage Early and Continuously: Engagement should begin even before the employee’s first day and continue throughout the onboarding journey. At Leena AI, we leverage our Engage module to create pulse surveys of new hires before they join. By providing a platform for communication, answering questions, and sharing important information, we ensure that new employees feel connected and prepared for their roles right from the start.

Onboarding is a crucial but often overlooked step in the employee lifecycle. A successful onboarding process will make the new hire feel part of the team, provide further clarity around the role and responsibilities, and get them up to speed and performing fast. In this series, we are talking to prominent HR and business leaders about how they seek to create exemplary onboarding experiences. As a part of this series, we had the pleasure of interviewing Adit Jain.

An IIT-Delhi grad and Y-Combinator alumni, Adit prides himself on the astute understanding of what HR teams need in order to deliver a stellar employee experience.

Post a summer training at EY and a marketing internship at IIM Lucknow, Adit began his entrepreneurial journey with Chatteron in 2015. A study of why Chatteron wasn’t making enough money, brought him and the other co-founders to the concept of Leena AI, and there has been no looking back since then.

The three books Adit draws inspiration from are: Zero to One by Peter Thiel, Founders at Work: Stories of Startups by Jessica Livingston, and Good to Great: Why some companies make the transition and others don’t by James C. Collins.

His advice to young aspiring entrepreneurs? “Listen to Nike and ‘Just do it.’ If you are looking to start, if you have that burning sensation of wanting to build something, I think the best thing is to begin. I have noticed that people who just start and persevere are way more likely to succeed in entrepreneurship than people who wait for the opportune moment. You will most likely fail in your first venture and will have to pivot several times, but in the end, all of it will be worth it.”

Adit has also been featured in the Forbes 30 Under 30 US and Canada list under Enterprise Technology.

Thank you so much for your time! I know that you are a very busy person. Before we drive in, our readers would love to “get to know you” a bit better. Can you tell us a bit about your ‘backstory’ and how you got started?

Ever since I was a child, I found immense pleasure in creating new things with my own hands, from Legos with friends to electrical circuits for school projects. I loved how things would come to life and add value to everyone around me. I’ve always had a creative mindset since I was a child, and that played heavily into my wanting to be an entrepreneur. Throughout my IIT-Delhi days, I had been building and creating, whether in tech fests, competitions, or computer algorithm assignments, and trying to figure out ways to make people’s lives easier and better.

Over time, I realized that I wanted to utilize my creative mindset to find solutions, to establish the next best thing that the world needed. That is one specific thing that has kept me going, and even led me to the position of CEO at Leena AI. Having the idea of continuously creating and evolving and getting better every day is what gets me out of bed daily; striving for becoming the best in what I do.

The main idea behind creating Leena AI was to give a personal virtual assistant — or a Jarvis — in the hands of every employee in the world to make their lives easier. When we started our research, we discovered that employees typically spend over 60% of their time looking for information that would assist them with their job. This formed the idea behind Leena AI’s existence.

It has been said that our mistakes can be our greatest teachers. Can you share a story about the funniest mistake you made when you were first starting? Can you tell us what lesson you learned from that?

Our first startup, Chatteron comes to mind.

When starting a business, there are always a couple of issues that everyone has to face. There is a mistake that almost all entrepreneurs lookup technologies they love and then try to build a solution using that technology. That’s exactly what we did fresh out of college as well. We were in love with NLP (Natural Language Processing) and we decided to build a platform called Chatteron, We worked on using NLP — specifically conversational AI — to improve people’s lives. We built the horizontal platform and scaled from 0 to 30,000 people using it in two years. Essentially it was a DIY platform where one could build their chatbots for their websites, social media, etc. However, it was a premium model and therefore, once the chatbot crossed the 100-message threshold, the owner of the chatbot had to then pay per message. Eventually we realized that out of 30,000 users, only about 20 customers were paying us. Once we dug deeper, we realized that the problem was that we were trying to be everything for everyone while being nothing for nobody. That said, it was a big learning for us, and actually gave us the initial inspiration for Leena AI.

None of us are able to achieve success without some help along the way. Is there a particular person who you are grateful for who helped get you to where you are? Can you share a story?

Back in 2018, whenI Anand Prajapati, Mayank Goyal and I founded Leena AI, we had a handful of employees who trusted our vision and joined us on this journey.

I am grateful for the unwavering support of our team members who have been with us every step of the way: Patrick Hodge, Sarthak Saini, Shubham Agarwal, Abhishek Bansal, Chirayu Akotiya, Roshan (Ross) Khanna, Mayank Tanwar, and Kush Saxena.

Equally important are our initial customers, Nikhil Morade, Nikhil Shembekar, S ‘Venky’ Venkatesh, and Pankaj R. who believed in our product and gave us the opportunity to prove ourselves. Their trust and confidence in our capabilities have been instrumental in our success.

Can you please give us your favorite “Life Lesson Quote”? Can you share how that was relevant to you in your life?

I like to go back to Nike’s “Just do it”. More often than not, new entrepreneurs have some form of hesitation over their products or solutions. Needless to say, there are multiple risks and opportunity costs involved, but at the end of the day, it’s a leap you take towards success. It is a grueling journey and these opportunities create a learning curve, so even if you don’t make money, it will change you as a person. Which is why, just do it!

Thinking back on your own career, what would you tell your younger self?

Perhaps I would ask myself to be a bit more patient. Although, truth be told, I believe my impatience has helped me reach where I am today!

Let’s now move to the central part of our interview. What does the onboarding process consist of at your organization?

Leena AI’s Employee Onboarding is designed to help organisations transform the onboarding process into an interactive and engaging experience, and ensure faster assimilation of employees into the workplace. Organisations can customize the onboarding according to their unique requirements, from managing HR-related queries and learning and development to automating processes. In addition to onboarding, Leena AI can be utilized to transition existing employees’ processes across different roles and functional areas.

Leena AI’s Employee Onboarding manages the entire lifecycle of an employee from preboarding, onboarding, and transitioning through to offboarding:

• Killer pre-boarding with document submission, welcome message, assigning onboarding buddy
• Smooth onboarding experience with specific onboarding tasks, induction and team meet-ups
• Employee Engagement initiatives with pulse surveys, training sessions, FAQ automation
• Automate every step of employee offboarding, from initiating clearance to conducting exit surveys.

How have your onboarding practices evolved over time and why?

Our dedication to innovation and keeping pace with industry advancements has led us to embrace new technologies and enhance our onboarding capabilities.

Previously, Leena AI primarily functioned as an AI-powered virtual assistant, offering valuable support and guidance throughout the onboarding process. While this approach was effective, we recognised the need to go beyond basic automation and explore the potential of Generative AI to further enhance our solutions.

Over the past year, we have made significant strides by leveraging Generative AI and our proprietary large language model WorkLM. This advanced model has revolutionised our onboarding module by incorporating cutting-edge capabilities and expanding the range of services we offer.

Generative AI has allowed us to go beyond simple question-and-answer interactions and enable more dynamic and interactive conversations. It empowers new hires to engage in natural language conversations with our virtual assistant, enabling them to seek information, access resources, and resolve queries in a conversational manner. This technology has significantly elevated the user experience and made the onboarding process more intuitive, engaging, and efficient.

The integration of WorkLM further enhances our onboarding practices. This advanced language model is trained on vast amounts of enterprise data, enabling it to understand and respond to specific industry jargon, processes, and workflows. It offers personalized and contextually relevant information, making the onboarding experience highly tailored to the individual needs of employees.

Could you share a successful onboarding story and what made it successful?

A few months ago, we had the opportunity to work with a large enterprise client from the technology sector that was facing significant challenges with their employee onboarding process. High turnover rates and low employee engagement were major concerns for the company. In this particular case, the company recognised the importance of a well-structured onboarding program to ensure new employees quickly integrated into their roles and felt a sense of belonging. Together, we implemented a comprehensive onboarding program that focused on three key elements: personalization, technology integration, and continuous feedback. These elements played a pivotal role in the success of the new onboarding process. On average, they witnessed a 5% reduction in candidate dropout rate within the first 12 months of going live and also observed 50% higher productivity within the same group.

Based on your experience and success, what are your top five tips for a successful onboarding process? Please share a story or an example for each.

1 . Hire to Retire Journey:

At Leena AI, we understand that onboarding is just one part of the overall hire to retire journey. We believe in taking a holistic approach that encompasses preboarding, onboarding, and offboarding stages. For example, one of our clients implemented a comprehensive hire to retire program that included preboarding activities like providing access to company resources before the employee’s start date. During the onboarding process, they emphasized continuous learning and development through personalized training programs. Finally, during the offboarding stage, they conducted exit interviews to gather valuable feedback and insights, enabling them to make improvements and ensure a positive employee experience throughout the entire journey.

2 . Leveraging Generative AI:

In today’s technologically advanced world, we recognise the power of Generative AI in enhancing the onboarding experience. For instance, one company we recently started working with wanted generative AI tools into their onboarding process. By using our AI-powered virtual assistants, they were able to provide real-time assistance to new hires, answer their questions and guide them through various onboarding tasks. This not only streamlined the process but also ensured that employees felt supported and empowered right from the start. Leveraging Generative AI in this way has helped ensure a personalized and interactive onboarding experience.

3 . Clear and Structured Onboarding Plan:

One of our clients implemented a comprehensive onboarding plan that included a detailed schedule, orientation sessions, and mentorship opportunities. This structured approach ensured that new hires understood their roles and responsibilities from the beginning. As a result, their assimilation into the teams was seamless, leading to increased productivity and engagement.

4 . Personalized Approach:

We believe in tailoring the onboarding experience to each individual. For instance, we had a client who conducted pre-onboarding surveys to gather information about new employees’ preferences and interests. Armed with this knowledge, they customized the onboarding experience, such as assigning mentors who shared similar backgrounds or hobbies. This personalized touch created a sense of belonging and fostered strong relationships within the organization.

5 . Engage Early and Continuously:

Engagement should begin even before the employee’s first day and continue throughout the onboarding journey. At Leena AI, we leverage our Engage module to create pulse surveys of new hires before they join. By providing a platform for communication, answering questions, and sharing important information, we ensure that new employees feel connected and prepared for their roles right from the start.

Can you share 3 or 4 of the most common mistakes you have seen businesses make during the onboarding processs? What should one keep in mind to avoid that?

There are several common mistakes businesses make during the onboarding process:

• Lack of Processes: Without well-defined onboarding processes, businesses may encounter inconsistencies and confusion. Establishing clear procedures and workflows ensures a smooth and organized onboarding experience.
• Lack of Personalization: Treating all employees the same during onboarding overlooks their unique needs and preferences. Personalizing the onboarding journey based on roles, skills, and backgrounds fosters engagement and a sense of belonging.
• Inadequate Technology: Relying on outdated or inefficient systems can hinder the onboarding process. Adopting the right technology, such as AI-powered solutions, streamlines operations, improves efficiency, and enhances the overall experience.
• Delayed Responses: Failing to provide timely answers to new hires’ queries can leave them feeling unsupported. Promptly addressing questions and concerns promotes a positive onboarding experience and helps employees feel valued from day one.

How does or how would your approach to onboarding remote hires differ from those who will work onsite?

When onboarding remote hires, we leverage our virtual assistant’s capabilities to provide personalized support and guidance throughout the process. Our virtual assistant acts as a digital companion, offering real-time responses, answering common questions, and providing access to onboarding resources tailored to each individual.

Through our AI-powered virtual assistant, remote hires can receive on-demand assistance, access self-service onboarding materials, and navigate through important company information. This ensures that remote hires have the necessary resources at their fingertips, regardless of their physical location. Furthermore, our virtual assistant facilitates seamless communication and collaboration by integrating with popular communication tools, enabling remote hires to connect with their teams, ask questions, and engage in virtual discussions.

By harnessing the power of Generative AI and our virtual assistant, we bridge the gap between remote hires and the onboarding process. Our approach ensures that they receive the same level of support, guidance, and resources as their onsite counterparts, fostering a smooth and immersive onboarding experience that promotes engagement and productivity, even in a remote work setting.

How do you measure the success of your onboarding program?

We help enterprises measure the success of their onboarding program based on several key factors. Firstly, by evaluating the reduction in candidate dropout rate as an indicator of a successful onboarding process. By ensuring that new hires remain engaged and committed throughout the onboarding journey, we strive to minimize the number of candidates who drop out or disengage during the early stages of their employment.

Secondly, the organization can assess the new hire retention rate as a crucial measure of onboarding success. A higher retention rate signifies that the onboarding program effectively integrates new hires into the organization, meets their expectations, and provides them with the necessary support to thrive in their roles. By focusing on fostering a positive onboarding experience, we aim to increase employee retention and reduce turnover.

Lastly, organizations can measure the productivity of new hires as an essential metric of successful onboarding. By tracking their ability to quickly adapt, contribute to projects, and achieve performance targets, enterprises can assess the effectiveness of the onboarding program in enabling new hires to become productive members of the team. Higher productivity demonstrates that their onboarding efforts have equipped new hires with the skills, knowledge, and resources needed to excel in their roles.

Which tools do you use or recommend for your onboarding?

Leena AI’s virtual assistant is the cornerstone of our onboarding module. We believe that the virtual assistant alone is a powerful tool that can effectively support the onboarding process. It is designed to integrate seamlessly with various tools and platforms, allowing organizations to tailor the onboarding experience according to their specific needs and existing infrastructure. Whether it is integrating with communication tools, document sharing platforms, or project management systems, our virtual assistant serves as a versatile solution that enhances the onboarding journey and delivers a personalized and efficient experience for new hires.

We are very blessed to have some of the biggest names in Business, VC funding, Sports, and Entertainment read this column. Is there a person in the world whom you would love to have a private lunch with, and why? He or she might just see this.

It’s rather difficult to choose — with so many incredible leaders across different fields. But one person I would love to have lunch with, some day, is Warren Buffet. I would love to hear his story, first-hand.

How can our readers further follow your work?

Anyone can connect with me on LinkedIn or Twitter. My handles are:

LinkedIn — https://www.linkedin.com/in/adit-jain-leena-ai/

Twitter — @AditJain93

Thank you so much for sharing these important insights. We wish you continued success and good health!

About The Interviewer: Finn is the editor of People Managing People, an indie media publication on a mission to help build a better world of work. He’s passionate about growing organizations where people are empowered to continuously improve and feel fulfilled in their role. If not at his desk, you can find him playing sports or enjoying the great outdoors. To learn more about Finn’s work please go to https://peoplemanagingpeople.com/