Employee Onboarding Process: All You Need To Know
Whether you are a new employee or a HR manager, employee boarding can be a long and confusing process, especially if it’s your first time doing it, but before that let’s try and understand what Employee onboarding is.
The employee onboarding process is the most important and time-consuming task for the HR department. The employee onboarding process should encompass everything that an employee will need when they start work. It involves everything from completing paperwork, setting up workstations and computer access, introductions within the company, and a detailed explanation of their role. From legal paperwork to ensuring that the employee fits in well, the onboarding process must encompass everything.
Benefits of a good onboarding process
An effective onboarding process will ensure:
- High retention
- Good job satisfaction
- Productivity
- Good understanding of company culture
- Good understanding of the role expectations
- Improved team dynamics
An onboarding process is the most important process because it is the first encounter the employee has with the company and they form opinions of how the company treats their employees based on that. A company that has a good, efficient, friendly, and smooth onboarding process should be able to achieve the above benefits very easily.
Building an effective onboarding process
The onboarding process can be done manually but a lot of companies use software that makes it easier and condenses steps and makes everything at a single location. An interactive onboarding software not just reduces the workload of the HR personnel but also provides an engaging experience for the new employee. It is important to review the onboarding software available and choose one that fits your organization perfectly.
Determine the length of the onboarding process
Post the paperwork and administration, comes the training and orientation period. It should be determined how long the training module will last and how it will be administered. The training should be effective enough for the employee to get a good grasp of the role and perform it with very minimal assistance. In some companies, the onboarding lasts from six months to a year. This is because checking in on the employee’s performance and evaluation of their progress is as important as the initial onboarding process.
The Pre-boarding process
Sometimes there is a delay in an employee accepting an offer and the actual joining date. With proper planning, some administrative tasks can be completed in this time so that quality time can be spent on in-person tasks once employment begins. New employees could receive an email with dates, times, locations, contact information, instruction on what to bring and how to dress. This will help them to know what to expect and also reach out with any questions or concerns. It is also important to let the existing team know of the new arrival since they must make adjustments as well. Existing team members are sometimes required to orient newcomers and therefore may need to be forewarned before the arrival of a new member.
First day onboarding
New candidates will be both excited and nervous. The HR must put them at ease and facilitate their adjustment to their new physical and social environment. If the administrative tasks are completed during the pre-boarding period, the first day can be fun and relaxing for the new employee. You can keep a welcome kit ready which includes an employee handbook, information on benefits, policies and procedures and information related to technology they will use. An orientation schedule and checklist are also a must. Giving the employee a tour of the workplace and making introductions to their team and manager is very important. Take them to see their work desk and check whether they have any questions. This will help the new employee integrate with the team faster.
Detailed orientation
In the first week, you can go over job descriptions, expectations, performance goals and metrics and workplace culture with the new employee. Their job expectations must be unambiguous and in writing. The goals must be SMART (Specific, Measurable, Attainable, Relevant and Time-bound) and they must know how they are going to be evaluated. This will give them time to absorb everything and ask any relevant questions that they may have.
Check-ins
Ongoing feedback and support to an employee is important. You can decide at what frequency you would like to check-in with a new employee. Personal meetings to discuss their progress will give you valuable insights as to how they are performing and what you can expect in the future. Continues support and feedback help with improving retention levels and improved job satisfaction levels. When employees feel that their supervisors are invested in their growth and care for their well-being, they are more likely to stay on with the company.
Revisions and improvement
Not all plans are perfect. You may have to keep a track of what went right and where improvements can be made. Some alterations may need to be done although most companies have a standard process for onboarding. You have to have a process that works well for your organization and make changes so that everyone is benefitted.
Summary
Onboarding is a time-consuming and expensive task for the HR personnel. Creating a process that works well for your organization and helps your new employees integrate well and make happy and successful employees is a challenging task. A customized approach from your company is better than a standard approach that you can take.
