Employee onboarding is a comprehensive process that seamlessly introduces new employees into an organization, providing them with the necessary knowledge and understanding of the company’s culture, policies, and procedures.
A strong onboarding process is crucial for the success of any company as it sets the tone for the employees’ tenure, influences their job satisfaction, and impacts the company’s bottom line. Employees with favorable onboarding experience are more likely to exhibit higher job satisfaction and have a greater tendency to stay with the company for an extended period of time, contributing to better overall performance.
Gartner reports that a successful onboarding process can lead to a more than 20% increase in an employee’s discretionary effort and up to a 15% increase in performance. A well-designed onboarding program provides employees the necessary tools and resources to succeed in their roles and helps them feel valued and invested in the company’s success.
4 Key Elements of a Strong Employee Onboarding Process
The onboarding process shapes every new hire’s first impressions of a company. There’s more to it than showing someone around the workplace and having them fill out forms. A strong employee onboarding process ensures new hires feel welcomed, prepared, and confident in their new roles. This section will discuss the key elements of a strong new employee onboarding process.
- Pre-Boarding Activities Pre-boarding activities are essential to ensure that new hires are fully prepared for their first day on the job. These activities may include sending welcome emails, providing access to necessary software and resources, and scheduling orientation and training programs.
Pre-boarding activities also help to build excitement and anticipation for the new hire’s first day. A video message from the company founders or the new employee’s manager or team is recommended as it adds a personal touch to the onboarding process.
- Orientation and Training ProgramsOrientation and training programs are critical components of any employee onboarding process. Orientation programs give new hires an overview of the company’s culture, values, and goals. It is also an opportunity to set expectations, introduce company policies, and clarify job roles and responsibilities. Creating a 30-60-90-day plan outlining the employee’s responsibilities, performance expectations, and SMART goals with clear success metrics is imperative. This clarifies the new hire and compels the direct manager to specify expectations.
New employees acquire the skills and knowledge necessary to perform their duties effectively through training programs. Train new hires on daily work software such as Zoom, Slack, Asana, Trello, MS Teams, Google Docs, or Basecamp. Provide basic email training, set professional signature and out-of-office reply policies, and cover other software essential to the role. These activities take 4-6 hours on the first day, leaving room for system familiarization, shadowing a colleague, or starting the first project.
- Integration and Socialization Activities Integration and socialization activities are designed to help new hires feel like part of the team. These activities may include team-building exercises, mentorship programs, and introductions to key colleagues. These activities are an opportunity to build relationships, foster collaboration, and promote a positive workplace culture.
Assigning a designated onboarding team, a buddy or a mentor to guide new hires throughout the process, is important to ensure a smooth and successful onboarding. This individual should greet new hires, address their queries, and help as required.
- Ongoing Support and Feedback Continuous assistance and feedback are required to ensure that new employees succeed in their positions. Regular check-ins, performance assessments, and professional development opportunities may make new hires feel supported and involved in their career development.
Metrics such as time-to-productivity, retention rates, and employee satisfaction can also help assess the effectiveness of the onboarding process. Use this information to make data-driven decisions and continuously improve the onboarding process.
Best Practices for Developing Strong Employee Onboarding Process
A successful employee onboarding process should go beyond paperwork and orientation and aim to create a positive, lasting impression on your new employees. Here are some best practices for developing a robust employee onboarding process.
- Provide a Personalized Welcome Kit: A welcome kit can include company swag, handbook, and any other materials to help new hires get up to speed quickly. This can also include a welcome note from the organization’s CEO or senior leaders.
- Assign a Team Member to Show them Around: On their first day, assign a team member to show the new hire around the office, introduce them to colleagues, and help them acclimate to their new work environment. This will help new hires feel more comfortable and included from the start.
- Schedule a Team Lunch or Happy Hour: Scheduling a team lunch or happy hour can help new hires get to know their colleagues in a more relaxed setting. This will help new hires feel more connected to the team and the organization.
- Provide a Clear Roadmap for the First 90 Days: The first 90 days are critical for new hires, so provide them with a clear roadmap for what they should focus on. This can include specific goals, milestones, and training opportunities.
- Conduct a Performance Review After the First 90 Days: At the end of the first 90 days, conduct a performance review with the new hire to provide feedback and discuss their progress. This will help new hires understand where they stand and what they must focus on going forward.
- Encourage Open Communication: Encourage new hires to ask questions and provide feedback throughout onboarding. This will help them feel more comfortable and engaged and help organizations identify areas for improvement in the onboarding process.
Conclusion
Employee onboarding is a critical process that integrates new employees into an organization, familiarizes them with its culture, policies, and procedures, and sets the tone for their tenure. A strong onboarding process is essential for the success of any company, as it influences job satisfaction, impacts the company’s bottom line, and increases employee retention rates. By incorporating the key elements and best practices discussed in this blog post, organizations can build a strong onboarding program that supports any new employee’s success and contributes to the company’s overall success.
