Employee onboarding
Employee onboarding

Employee Onboarding Steps: How To Effectively Onboard Employees

Organizations around the world today are rethinking their onboarding strategies. Advanced technologies use new onboarding methodologies to design a better welcome for the new hires. An effective and positive onboarding experience can bring incredible advantages to the organization.

So What Is Employee Onboarding?

Employee onboarding refers to the process through which the new recruits become integrated into the organization. It consists of the activities like the new hire orientation and initial onboarding tasks. The onboarding process introduces newly joined employees to the organization. It helps them learn about the mission, vision, culture, environment, and core values of the organization. In the onboarding process new hires are informed of their roles and duties and the regulations they need to follow during their tenure. Onboarding also makes them familiar with the company’s operation and structure. It can last for one or two days or a series of planned onboarding activities may continue for a month or more.

The onboarding process should be:

  • Standardized to offer the common experience to all the team members
  • Designed according to the employee role to provide a better overview and understanding of the role and the process.
  • Consists of the welcoming ceremony and team-building activities to introduce the new recruit and build better rapport with the team.

The onboarding process is more about creating a personal connection with the new hire and engaging employees, rather than completing paperwork and informing them of the policies. So preparing an onboarding plan for a specific period is essential to offer a holistic onboarding experience.

Pre-boarding

The onboarding process starts as soon as the candidate accepts the offer. Once the offer is accepted by the candidate preboarding phase begins. In this phase, some organization does not contact the employees until the first-day orientation. But it is better to start communicating and engaging candidates from this stage, as many candidates may accept the offer but decided not to appear on the first day. HR can send a welcome email. Also, sharing an overview of the company policy, benefits, etc with these new hires is a wonderful idea. HR may also share the materials for the payroll and legal compliances that are needed by the finance and legal teams. In this period, HRs can begin the process of the necessary paperwork as well as keep interacting with the newly hired employee. It will help them to bond with the employee.

These activities will prevent the candidates from dropping out. This is the time when managers prepare the workstation for the employee and create access credentials. Also, HR or onboarding professionals design the first-day schedule and get ready to welcome the new hires.

 The First Day

In the onboarding process first day holds enormous importance in the cycle of employee experience and the entire journey. So planning the events of the first day beforehand is a good choice. Furthermore, lots of tasks and activities are needed to be done on the first day. Proper preboarding can reduce this burden and HR or the onboarding personnel can concentrate more on how to engage and motivate the hires.

On the first day, new hires are introduced to the team. They meet their colleagues and the supervisor they will be working with and in addition to a formal meeting, it is a good idea to arrange an event or fun occasion to break the ice. The workstation should be ready with a sitting arrangement and a new computer. Access to the official email and login credentials should also be immediately provided to the newly hired employees. These might need assistance and coordination from the IT and other departments. Generally, access with a log-in ID and password for the shared software and communication platform is also provided on the first day. Often network access and other activities are done before the first-day employee joins the office to offer them the access and credentials right away.

New hires may start familiarizing themselves with the software and tools on the first day or may do it later through the training program. These employees can provide important documents and signatures and learn about the essential rules and regulations on the first day.

The First Week and First Month

The employee onboarding process may last from a month to longer. With a better onboarding plan and implementation, there is a significant rise in employee performance and retention rate. With the long list of tasks and actions on the first day, the new joiners may find it exhausting. Also, the chief objective of creating a positive onboarding experience at the start might not be accomplished. So distributing these activities in the coming week can help to achieve better onboarding outcomes. In this period, you can enroll new hires for training or appropriate learning and development opportunities. Also, new employees can directly join the production and learn about the tools and technologies used by the team.

They reach out to the associates and people from the other departments with whom they need to coordinate later for work. They enroll themselves for the other benefits and services, such as health care plans, credit card, and smartphone plans, business cards, travel expense accounts, company car, etc. But more importantly, they get used to the company environment and obtain a better understanding of their role and responsibilities during this period. They begin to get accustomed to the work environment and company culture. As they start to interact more, engaging employees and integrating them into the organization start from this period. Companies with a large number of newly hired employees often organize weekly orientation programs. On a particular day, they might hold an orientation or a meeting with the new joiners for a month.

The First Year

During this period, you can obtain training plans and a 360-degree view of the employee performance. Supervisors and managers can assess the learning and training needs. They can identify if there is a risk of attrition and can take appropriate measures to prevent it. Employee productivity and performance reveal the state of employee engagement and the success of the onboarding process.

HR Onboarding Software and Tools

HR onboarding software can help the HR professionals to accomplish lots of activities, such as sending automated emails with predefined formats according to the occasions and need. A comprehensive HR onboarding software may send the welcome email with documents automatically as soon as a candidate accepts the offer. Also, HRs and onboarding professionals can use the HR onboarding software or applications to hold online meetings and interact with new recruits. Some HR onboarding software or tools allow sending the documents to the employees. Not only that, onboarding solutions often have options for digital signatures. Many standalone onboarding applications or HR suites have FAQs, How TOs, and knowledgebase to help employees. HR onboarding software is the perfect tool for remote onboarding and even if the employee is physically present it can aid the onboarding process.

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