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Mastering the JML process

The Joiners, Movers and Leavers (JML) process is a top priority for many organisations and it’s a strategic imperative for success.

Devices ITAM Lifecycle solutions Security IT Asset Management

JML blog
Stuart Farr

Stuart Farr

Support & Intelligence Senior Advisor

15 January – otherwise known as Blue Monday – is officially the most depressing day of the year. The post-holiday period is a time when many people reassess their career choices and consider a change. However, anybody mulling over a new job offer this January won’t be alone. Over the past 12 months, close to four million UK workers began a job with a new company. Add in the many internal role changes and it becomes clear that this movement creates significant pressure on IT teams to ensure that everybody has access to the technology they need to be effective. 

With this in mind, improving the Joiners, Movers and Leavers (JML) process is a top priority for many organisations, with leaders seeing a mature JML process not only as a sign of organisational efficiency, but also a strategic imperative for success.

The JML process encompasses the entire lifecycle of an employee within an organisation, from the onboarding of new hires (Joiners), to managing internal transitions (Movers) and finally handling departures (Leavers). A mature JML process acts as the backbone of talent management, ensuring that the right people are in the right roles at the right time.

The key to JML success

Softcat’s experience with thousands of customers has shown us there are three key elements to success in this area. The first is the breaking down of silos. JML typically covers multiple departments, all using their own siloed systems which can make effective communication difficult. It can be hard to keep track of various emails and Word documents flying around and can be unclear who is responsible for the whole process. By implementing a process that breaks down these silos and is designed for automation, organisations can achieve greater visibility and easier communication, significantly reducing both time and effort.

Step two involves deploying targeted automation that increases accuracy and reduces repetitive manual tasks. As well as automating required approvals, messaging and task routing, organisations can reduce their teams’ workload by automating repetitive tasks such as updating active directories, adding or removing software licenses and allowing file access.  This is particularly important during offboarding, ensuring that access is automatically withdrawn in order to reduce risk once the person has left. This also helps to reduce costs by ensuring any unused licences are repurposed, rather than unnecessarily purchasing new ones.

The third step focuses on effectively managing the device lifecycle. A big challenge that we see in the JML process is getting the right laptop that is correctly configured for their role into a staff member’s hands. Organisations tell us that this process is often time-consuming and expensive, so being able to quickly and easily procure and assign devices, without consuming large amounts of IT time, is a huge benefit. Ensuring recovered or end-of-life devices can be refurbished and reissued, helps to reduce waste and achieve sustainability targets.

The benefits of a mature JML process

Accuracy and compliance: manual handling of JML processes is prone to errors, leading to compliance issues and security vulnerabilities. Automation ensures accuracy and consistency in the processing of JML activities, reducing the risk of oversights and mistakes. This is particularly crucial in industries with stringent regulatory requirements, where compliance is non-negotiable.

Talent retention: manual JML processes are time-consuming and resource intensive. This costs time and money and can also have a significant impact on employee experience and talent retention. IT professionals who are frequently required to perform mundane and repetitive tasks are more likely to look for more rewarding roles elsewhere. Automating these tasks frees up their time for more impactful and engaging projects, keeping IT team members happier in their role.

Improved employee experience: you never get a second chance to make a first impression! When coupled with automation, a mature JML process contributes to a positive employee experience. When employees witness a well-organised and efficient process for onboarding, transitions and departures, it fosters confidence in the organisation's professionalism and commitment to its workforce. This positive perception can have a lasting impact on employee morale and retention.

Data-driven decision-making: automation not only expedites processes, but also generates valuable data and analytics. Leveraging insights from JML data helps organisations to make informed decisions about talent management, resource allocation, and organisational development. This data-driven approach is instrumental in staying ahead of the curve in a competitive business environment.

In conclusion, the importance of a mature JML process cannot be overstated. When it is designed for automation and deploying the latest technology, this process becomes a business enabler, driving efficiency, accuracy, and a positive employee experience. In a rapidly evolving business landscape, organisations that invest in and prioritise a mature JML process with automation are better positioned to adapt, thrive and lead.

Softcat is the optimal choice of partner to deliver JML change and improvement. Internal expertise, industry-leading technology and consultancy partners enables Softcat to deliver smooth, efficient integration of new technologies into your existing workflows, facilitating a more robust and agile JML process. Speak to your Softcat Account Manager or contact our Sales team to find out more about mastering JML.