In business, having a brand that people can easily identify and associate with is important, as having a distinct brand identity in business sets you apart from the crowd. Therefore, consistency in terms of your brand voice, messaging, logo, fonts, color, and essentially your brand elements is key.

Smilarly in the workplace, HR documents shared with both employees and external vendors need to show uniform branding, as this reinforces the company’s identity and instills trust in both employees and stakeholders. 

Introducing Form2Doc

The Form2Doc, formerly Document Merge, is a feature that allows you to incorporate branding elements into Formplus HR form templates. This way, you can customize any of our form templates to align with the look and feel of your brand and ensure your brand perception and voice are the same for all your HR documents. The Form2Doc feature allows you to customize your PDF or docx responses attachment such that you can include your brand logo, name, and other useful information. 

With this, you can create invoices, contract documents, or receipts with responses from your form, saving you the hassle of having to create a document for every response. With Form2Doc, a branded document is automatically generated for every response. Instead of manually adding your logo and brand colors, you can effortlessly infuse your branding elements into various HR materials, including offer letters, contracts, performance reviews, and more.

Steps To Do This

• To do this, you’ll sign up with Formplus to create your account.
• Select the form template you want 
• Go to the Settings > Form2Doc tab of your form.
• Download a sample document template by clicking on the Download Sample Template button. The sample template contains tags and internal IDs for each field on your form.
• Edit the sample template you have downloaded to suit your needs. You can add company logos, designs, and other useful information together with the provided tags. 
• You can remove any tag that you would not like to use on your customized document.
  
• Save the edited template, return to the Form2Doc page of your form on Formplus, and upload the edited template. 

Voila, your HR forms are ready in no time. With Formplus Form2Doc, you can streamline your workflow and save valuable time that would have been spent creating a template from scratch. With a few clicks, you can send out documents consistent with your brand elements with minimal effort.

Importance of Brand Consistency in HR Documents

In the business world, brand consistency is not only a matter of look or feel/aesthetics. It is much more than that, as it has an indelible impact on the success of a company. This is key, especially for documents that are critical points of interaction between employees and your organization. For example, offer letters, leave forms, and payslips, to mention a few.

Let’s discuss some reasons why  brand consistency in HR documents is important and explore some key examples:

Projects Professionalism and Credibility

Consistent branding across HR documents shows professionalism and builds trust. Employment contracts and offer letters should reflect logos, colors, and fonts. This shows employees that your organization values attention to detail. It also strengthens overall brand perception. This is especially important for new hires.

Imagine receiving an offer letter with attractive remuneration. The document contains no logo or brand elements. Such offers will raise red flags, as you’ll be able to believe that if this organization doesn’t pay any attention to details, what is the guarantee that you can believe that their offer is genuine?

Reinforcement of  Company Culture and Values

HR documents are not just administrative forms; they are powerful tools that communicate company culture and values.

For example, Google’s brand identity is so strong because of the brand consistency and the way it is depicted in everything that emanates from it. Even from their branding, anyone can tell that the values and culture are admirable. Their brand colors evoke hoos and haas, evoking a feel of innovation and creativity, and their language invariably reflects the company’s core values. This consistency in their branding helps to create a cohesive and unified employee experience.

Examples of HR Documents Where Branding is Crucial:

• Employment Contracts: Employment contracts or offers that seal or specify the relationship between the employer and employee reflect the professionalism of the organization, and a standard and set clear expectations for both parties. Beyond that, it created a good first impression, which bolsters the confidence of the candidates that they made a good choice by accepting the offer.
• Training Materials: Training materials used in employee learning & development, and onboarding. By infusing brand elements into training materials, you show the employees that you are fully involved in these training efforts, which invariably creates a cohesive learning experience for employees.
• Employee Handbooks: Employee handbooks are resources that record or document your company’s policies, processes, and expectations. Consistent branding in material like employee handbooks reiterates your company’s values and culture and aligns employees with the organization’s mission and vision.

Challenges in Branding HR Documents

Time-Consuming/Manual Editing of Each Document:

As HR professionals, one thing you can all attest to is the number of man-hours expended on creating and editing documents to align with brand elements. Sometimes you’ll have to add logos and adjust fonts and colors manually to ensure consistency across all materials. With a large volume of HR documents to manage, this manual editing process can be extremely daunting, time-consuming, and inefficient.

Risk of Errors and Inconsistencies:

Typos and errors are some of the challenges faced in the manual editing process. Sometimes forgetting to update a logo or font can cause branding inconsistencies. These inconsistencies can undermine the organization’s professionalism and credibility. They may also create confusion among employees.

Limited Resources for Design and Customization:

Budget is a big deal in HR departments, and sometimes this constraint in terms of resources may make it difficult to outsource design work. So it becomes a struggle to create visually appealing HR documents that reflect your company’s brand.

Utilizing Form2Doc;

This is where the Form2Doc comes to play. It is an intuitive feature used to create a seamless process of generating branded HR documents from form responses. With our intuitive drag-and-drop builder, you can create customized documents based in no time. This feature is so seamless to use with: 

• Robust Customization
  One of the beautiful and effective features is that, irrespective of your unique needs or preferences, it provides a very robust customization for PDF or DOCX responses, allowing you to tweak documents to meet your specific branding requirements. You can add company logos, colors, videos, and images to ensure consistency across all documents. With our advanced formatting tools, like the ability to add headers, footers, and watermarks, you have full control over the appearance of your documents.
• Integration with Email Notifications
  Form2Doc provides the option of email notifications and autoresponders, allowing HR professionals to set up email notifications to be triggered automatically whenever a new document is received, submitted, etc. This way, relevant stakeholders are promptly informed of new submissions. 
• Ease of Use and Convenience:
  The most compelling aspect of Form2Doc is its ease of use and convenience. The intuitive drag-and-drop interface makes customization easy for everyone. HR interns and professionals can edit templates without design experience. An extensive library of pre-designed templates and themes is available. Users can create documents for any HR process with ease. That’s not all. The user-friendly interface and seamless integration with existing workflows make Formplus Document Merge an unmatched ease and convenience for HR professionals.

Read more about Form2Doc

Benefits of Using Form2Doc for HR Professionals

This Form2Doc feature has numerous advantages for professionals in the HR space, such as eliminating the need for efforts spent on repetitive tasks and allowing you to focus on more strategic functions in the HR space.

• Consistency in Branding Across All HR Documents:

Effortless Consistency in branding across all HR documents is vital for projecting professionalism to employees and stakeholders alike. With Formplus Form2Doc, all HR materials, such as offer letters, contracts, and training materials, are branded consistently with logos, colors, and fonts. This consistency validates the company’s brand identity and enhances the overall employee experience and brand perception even for external partners.

• Reduction in Errors and Manual Labor:

With a document, you are sure of an error-free document, even if it does need any double-check, even when it’s created by an intern or newbie alike. This is because Form2Doc automates the document generation process, which ensures accuracy and consistency across all materials. With FoMergerge, you can be sure iis error-freeee each time, all the time.

• Scalability for Large-Scale Document Management:

Formplus Form2Docis designed to scale with the needs of the organization, so when you evolve from a start-up to a Fortune 500 company. Formplus Docuemerge can take care of your document generation needs without compromising on quality or efficiency.

Conclusion

Form2Doc does more than create documents. It ensures brand consistency across all HR document touchpoints. HR teams often face document creation challenges. They may lack resources to outsource design. They also spend significant time on manual editing. Manual processes increase the risk of errors.

With Form2Doc, your document creation process is automated, with extensive customization & a robust library of templates to choose from. The ease and convenience of the Fromplus document allows any form newbie or a professional to create forms. 

Enjoy all of these features and infuse your company branding into HR documents.

Sign up here to get started.