The Ultimate Guide to Onboarding New Hires
By Marta Gongos Employee onboarding carries significant weight as it lays the foundation for a new hire’s future success or failure. Any miscommunications or errors during onboarding can lead to detrimental repercussions that affect not only the individual but also the entire team and company.
The general goal of the new employee onboarding process is to facilitate the seamless integration of new hires into the organization. This welcoming process provides them with the necessary tools, knowledge, and support they need to fulfill their responsibilities in their new roles.
On top of that, an effective onboarding process fosters employee engagement and introduces company culture while communicating vital information. It sets your new team members up to build their career at your company.
During this phase of recruitment, HR professionals ensure that all documentation regarding regulations, compensation, perks, and policies is properly prepared, signed, and filed. Additionally, they oversee orientation sessions and provide supplementary resources to enhance the onboarding experience.
What We’ll Cover
In this comprehensive guide, we’ll delve into the intricacies of the employee onboarding process. We’ll explore various strategies and techniques that you can use to effectively set your new employees up for success.
This guide covers the period from a new hire’s first day on the job to the pivotal three-month mark and beyond. By implementing these practices, you can ensure a smooth transition for new employees and foster a productive and engaged workforce.
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Creating an Effective Onboarding Process
Identifying top candidates for a position is only the beginning. The onboarding experience plays a pivotal role in the success of a new team member. So what is the onboarding process and what does it entail?
Pre-Boarding
The hiring manager usually oversees the pre-onboarding and onboarding phases, with senior team members assisting as necessary. The former focuses on the time from job offer acceptance to the employee’s first day, performing administrative tasks like document verification, contract signing, and sharing essential details to orient the new hire within the company.
This is also when you would set up the new hire’s workspace with everything they need to successfully perform their job duties. Ensure all essentials, such as a desk, email credentials, and other necessary tools are ready for the new hire when onboarding begins.
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The First Day
The data has spoken: Employees are 69% more likely to stay with a company for three years or longer if they have a positive onboarding experience. The first day gives new hires a glimpse of future possibilities at a new job, so make it a good one!
Simplify the onboarding process by providing a guided tour of the office and facilitating introductions to your new hire’s new colleagues. Since they’ll be spending most weekdays in this workspace, encouraging familiarity with the space and relationship-building with colleagues is an ideal first step.
Orientation
While ongoing on-the-job training sessions will help smoothly integrate new employees, orientation is a singular event in the onboarding process to introduce the new hire to your company. Orientation gives them essential info to feel at ease in their new job.
When done properly, the orientation process helps employees smoothly adjust to their new work environments. Make sure not to overlook even the smallest details. Meeting colleagues, getting the scoop on company culture and values, and learning company policies and how things are structured, will help new hires feel at home in your organization.
Provide Resources and Support
Every job comes with its set of tools, software, and employee handbook. The work environment is new for your recruit, and they may use these resources for the first time. Explain everything in detail as you introduce it, and be ready for any questions they might have.
Sometimes, the best resource isn’t a computer or an app, but a person. Consider assigning a mentor or onboarding buddy to help answer questions, provide ongoing support, and address concerns that may pop up throughout the process.
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The First Week
Success in the first week at work comes down to how well your new employee adjusts to the work environment, and that’s up to you. This part of the new employee onboarding process is about getting a new hire comfortable with their new organization and role.
HR Procedures
Now is a great time to check in on the new hire paperwork from the first day. Double-check to ensure all essential info, such as emergency contacts and medical issues, is up-to-date.
You’ll also likely need this paperwork to set up payroll. Take time when onboarding new hires to get into the nitty-gritty of benefits, tax information, and other company policies regarding total compensation if it hasn’t already been covered.
Training and Development
Everyone is unique, so there isn’t a “perfect” way to train new hires during employee onboarding. While keeping the basis of your process the same, aim to customize training plans that help new employees master the ins and outs of their job descriptions and responsibilities. As you don’t want to overwhelm new employees with tasks in their first week, it’s an ideal opportunity to plan meetings and workshops.
In one study, 23% of people who quit their jobs within the first six months said they’d have stayed had their responsibilities been clearer. Ensure you make responsibilities crystal clear.
Social Integration
The workplace may be a professional environment, but that doesn’t mean there isn’t room for fun. When onboarding new hires, week one should balance work and play, showcasing the unique company culture that makes your employees want to work for you. Not only does this boost employee retention, it also boosts morale.
In the spirit of fostering a work environment where every team member is motivated, plan engaging social activities. Organize a day of fun, whether it’s a park day, fitness class, or even a group lunch. Choose a weekday rather than a weekend to win over your employees. Ultimately, everyone will benefit from this kind of employee engagement, but your new hire will especially appreciate connecting with other employees.
Related Resource: How To Motivate Employees as a Manager
The First 30, 60, and 90 Days
Setting SMART Goals
The first week was the new hire’s introduction to the organization, but the subsequent 30, 60, and 90 days of the employee onboarding program are a learning phase. At this point, your new hire will benefit from clearly defined expectations and job-specific key performance indicators that will determine their success.
This information will be useful as a guiding framework for daily tasks and responsibilities. Moreover, having a clear understanding of the evaluation criteria for performance reviews can significantly benefit individuals in effectively preparing and showcasing their contributions within the workplace.
Help them set SMART goals that are meant to be Specific, Measurable, Achievable, Relevant, and Time-Bound (SMART!). Establishing attainable objectives within a defined timeframe boosts an employee’s confidence and demonstrates belief in their abilities. This approach not only provides them with a framework for learning, growth, and overcoming obstacles but also fosters a sense of accomplishment. Brilliance at work!
Related Resource: How to Succeed at Work in the First 30/60/90 Days
Schedule Frequent Check-Ins
Whether your new hire works on-site or remotely, schedule regular check-ins. Exchanging feedback is a collaborative process that proactively addresses performance issues and recognizes achievements.
You might find that a weekly check-in works well, or perhaps biweekly if they’re already getting into the swing of things. The key is striking a balance between showing you care and not coming across as too overbearing in the employee onboarding process.
Related Resource: 6 Steps to Create a Performance Improvement Plan
Performance Review
Conclude the first 90 days with a comprehensive performance evaluation. As a manager, ensure your employee onboarding process wraps up with commendation and constructive insights. Provide a clear and succinct assessment, with actionable recommendations and guidance for the road ahead.
Discussing the past and present is valuable, but staying future-focused is key. It’s important employees gain actionable insights for their roles. First and foremost, ensure they understand the evaluation criteria and the timing of the next performance review.
Related Resources: 6 Steps to Create a Performance Improvement Plan
Tips for Onboarding Remote Employees
The rise of remote work during the COVID-19 pandemic saw many companies going virtual. With more and more employees working from home, effective remote onboarding has become more important than ever.
In addition, it’s vital to consider this aspect when hiring individuals who will be operating in international settings. This practice has gained significant prevalence as organizations increasingly extend their operations on a global scale, incorporating remote team members into their workforce.
Assign an Onboarding Buddy
Just like in-person onboarding, it’s a good idea to assign your new hire an onboarding buddy. This first contact sets the tone for a new employee’s integration and introduces important information about organizational culture, company policies, job expectations, and responsibilities. Especially in a remote onboarding program, this support allows new hires to seek clarification on any work-related challenges and ensures a smooth transition into their new roles.
The individual responsible for remote employee onboarding should ideally possess a wealth of experience in the area or department. Additionally, they should be adept at providing not only practical guidance but in cultivating a welcoming and supportive environment by providing resources and assistance.
Related Resources:
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📝The Pros and Cons of Employees Working From Home – Employer’s Take
Contextualize Their Work
Working remotely is convenient and efficient in more ways than one, but it does come with the potential downside of feeling disconnected from the physical aspects of being part of a company. This can be especially noticeable in the onboarding process and can greatly impact a new employee’s experience.
Ensure you place their work in the context of the bigger picture. Each employee plays a vital role in the smooth operation of a company’s processes. Therefore, it’s your responsibility to illustrate to them how their efforts directly contribute to the company’s success.
Set Up Tech Before the Onboarding Process
If your new remote employee requires office equipment, such as a computer, webcam, or printer, consider shipping them before their first day on the job. Next, offer to have your IT manager hop on a call with them to install all the necessary software.
Preparing everything in advance will remove unnecessary stress, ensuring that day one (and beyond) flows smoothly. This is key, especially when working remotely!
Facilitate 1-on-1 Meetings
To foster a sense of teamwork that transcends the four walls of a digital workplace, make it a point to have everyone meet their new colleague. There are multiple ways to organize this.
One of the most efficient ways is to set up a spreadsheet for meeting appointments or simply add calendar invites to Outlook for Zoom calls. Another effective method is to send a group email to encourage everyone to say hello. Just be sure to follow up!
Onboarding —> Company MVP
A successful onboarding sets the stage for a better employee experience. As a manager, you’ll reap the rewards of improved performance, increased job satisfaction, employee retention, and a healthier company culture. The good news is that Ad Culture is here to help with the onboarding process—and the hiring, too!
We’re a reliable recruitment agency happy to do all the heavy lifting. Not only can we help you find amazing talent, but we can help with onboarding new hires into your organization so you can focus on doing your job.
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