Guide to Best Employee Onboarding Practices
Author:
Clarisa Wong
Published:
July 19, 2024
Last Update:
October 23, 2024
Welcoming new employees to an organisation is more than just a formal process; it is the foundation for their future success and integration within the company.
Effective onboarding practices can significantly enhance employee satisfaction, retention, and productivity. Through best employee onboarding practices that ensure new hires feel valued, equipped, and ready to contribute from day one, it allows for organisations to create a seamless and engaging onboarding experience for each of their employees that could retain their best talents.
What Is Onboarding For Employees?
Employee onboarding, also known as organisational socialisation, is the process of introducing a newly hired employee to an organisation.
This crucial phase helps new hires understand their roles, job requirements, and how they fit into the company. Onboarding encompasses a range of activities: from the job offer and paperwork to team training and integration. While the duration of onboarding can vary, lasting from a few weeks to a year, the most effective programs usually extend for at least a few months.
Many HR professionals often advocate for a 90-day onboarding process, while others suggest extending it up to a year to ensure employees have ample time to acclimate, internalise their training, and feel confident and competent in their new roles. These factors depend on individual organisations as every company may have different requirements or business needs that are cascaded down to their employees.1
Onboarding Checklist
Most of the time, the onboarding experience begins once the new hire signs their job offer but before their first day at the company. This period, often referred to as preboarding, is crucial for setting the stage for a smooth transition.
Here is an employee onboarding checklist to consider during this significant period:2
- Send a Welcome Email or Letter: Express excitement about the new hire joining the team.
- Share an Employee Handbook: Provide basic policies such as dress code and working schedule.
- Complete Payroll Forms: Ensure the new employee signs necessary payroll documents before the start date.
- Engage on Social Media: Encourage the new hire to follow the company’s social media accounts.
- Discover Hobbies and Interests: Send a questionnaire to learn about the new employee’s hobbies and interests.
- Send Company Equipment and Items:Provide company equipment and branded items like coffee mugs, stickers, and t-shirts.
- Prepare the Team: Inform managers and employees about the new hire’s arrival.
- Grant Access to Tools and Software: Ensure the new hire has access to necessary company tools and software.
- Request Hiring Process Feedback: Ask for feedback on the hiring process to make improvements.
A Great Employee Onboarding Matters
There are a few crucial reasons why employee onboarding is significant within the company for hiring best practices.
For one, employee onboarding is the first interaction a new hire has with the organisation immediately following the interview process. If this experience fails to meet expectations, the employee may regret their decision to accept the job offer. A poor onboarding process can leave a negative impression, shape biased perceptions about the organisation, and ultimately lead to early resignations.
Secondly, a well-structured onboarding process is essential for helping new hires settle into their roles, understand the organisation, clarify their job objectives, and build positive relationships with colleagues. An exceptional onboarding experience not only makes employees feel welcomed but also helps them integrate with the company culture more quickly.
Last but not least, HR managers may already have numerous responsibilities, and the overwhelming paperwork involved in onboarding can be daunting. Streamlining this process not only impresses new employees but also alleviates the workload for the HR team.
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General Onboarding Processes
Ensuring a great onboarding experience often starts with the right onboarding processes:3
1. Releasing the Offer
The employee onboarding process begins immediately after recruitment. Once an employee is selected, the HR manager sends a warm welcome email along with essential documents such as the offer letter, digital onboarding forms, and policy documents. A transparent approach helps familiarise the new hire with the organisation’s culture and sets clear expectations.
2. Offer Acceptance
Upon accepting the offer, leading organisations schedule a quick call to review forms, benefits, policies, and set expectations. Keeping new hires engaged during this phase affirms their decision to join and helps build strong emotional ties with the organisation. This is also the ideal time to start planning the employee orientation agenda.
3. Waiting Period
During the waiting period, it is crucial to maintain good rapport and make the new hire feel valued. Planning activities and communications during this waiting period is a key part of the onboarding process.
4. The Day of Joining
On their first day, new hires often experience mixed emotions – anxiety, excitement, and nervousness. HR managers should focus on making them feel welcome and comfortable to foster a sense of belonging and commitment. Having an onboarding checklist can help alleviate the stress for HR staff. The key tasks can include:
- Preparing the orientation schedule
- Assigning IT assets (workstation, email access, etc.)
- Providing necessary office supplies (furniture, keys, access card, etc.)
- Setting up a salary account
- Assigning a mentor or go-to person to help the new hire settle in
5. Coordinating with Other Departments
Coordination with key stakeholders, including co-workers and managers, is essential. Inform them of the new hire’s start date and enlist their help in welcoming the new employee. This can include decorating the new hire’s workspace, organising one-on-one welcome meetings, and scheduling orientation sessions.
6. Training and Orientation
Orientation sessions provide new hires with an overview of the organisation’s culture, goals, and policies. This phase also includes setting role-based goals and objectives for the next 30, 60, and 90 days – outlining what new hires need to focus on. Essential training programs are often scheduled to bring new employees up to speed quickly. Conducting a skills assessment helps tailor a personalised, role-specific training plan.
7. The First Quarter
The primary objective of the first quarter is to ensure that the expectations of both the organisation and the employee align. This period should be filled with active dialogues about the new hire’s progress and ongoing efforts to become an integral part of the organisation. Key tasks for HR staff and managers include:
- Discussing the employee’s experience to see if it matches their expectations
- Reviewing their performance and providing feedback
- Addressing any concerns or issues
- Talking about career planning and progression
- Gathering feedback on the onboarding process and any suggestions for improvement
- Identifying any additional training needs
Optimising Your Onboarding Processes
Creating a seamless onboarding experience is crucial for integrating new hires effectively.
Here are five strategies to enhance your onboarding process:4
1. Equip Them for the Role
Managers have the deepest understanding of job requirements and team dynamics. Ensure new employees have all the necessary tools and information right from the start. Providing clear, essential details will help them grasp their roles better and integrate smoothly.
2. Craft a Comprehensive Job Description
Develop a detailed job description that outlines tasks, responsibilities, and expectations for the first three months. Use the initial job description as a base and refine it with new insights. This document offers clarity on the role and serves as a benchmark for future performance evaluations, helping new hires understand what is expected of them.
3. Set Performance Metrics
Establish performance metrics that are measurable, relevant, and achievable, aligning with the job description. These metrics could include completing training, meeting deadlines, and accomplishing tasks. Clear metrics provide a roadmap for new hires to understand what success looks like and allow for objective performance assessments and constructive feedback.
4. Implement a Progressive Training Schedule
Design a training schedule that gradually introduces new hires to their responsibilities and goals. Include a combination of on-the-job training, workshops, and mentorship programs. This method reduces the risk of overwhelming new employees, boosting their confidence and competence by familiarising them with their roles step by step.
5. Maintain Regular Follow-Ups
Conduct frequent check-ins with new employees to monitor their progress, address challenges, and offer support. Weekly check-ins or feedback sessions enable you to promptly resolve issues and provide continuous support, enhancing the new hire’s learning experience and job satisfaction. These follow-ups also allow you to assess the effectiveness of your training approach and make necessary adjustments.
Bonus Point: If a new hire raises concerns or feels the onboarding process isn’t going well, it’s essential to listen actively and take their feedback seriously. Make sure they feel heard and understood, ask clarifying questions if needed, and show your commitment to addressing their concerns. Proactively resolving issues can greatly improve the onboarding experience and foster a positive work environment.
In a nutshell, optimising your employee onboarding process is essential for creating a positive first impression and building a foundation for long-term success. By equipping new hires with the necessary tools, providing clear job descriptions and performance metrics, implementing a progressive training schedule, and conducting regular follow-ups, you can ensure that they transition smoothly into their roles. Investing in a robust onboarding process not only boosts employee satisfaction but also fosters a motivated and loyal workforce. Ultimately, a well-crafted onboarding program is a vital component in driving organisational success and retaining top talent.
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