All businesses are unique. So, when it comes time to onboard new employees, new processes must be established to suit the company’s needs. Employee onboarding should be a seamless process that sets employees up for success throughout the organisation.
New employee onboarding can be daunting for both the new employee and the manager, but it’s crucial to get it right. Research shows that poor employee onboarding doubles the likelihood of an employee leaving a company.
But how can you ensure that your new employees hit the ground running and feel welcome from their first day on the job? Keep reading as we walk you through everything you need to know about the employee onboarding process.
What is employee onboarding?
Employee onboarding is the process of introducing new employees to their job, team, and company culture. It also involves acquainting the new hires with the information and tools they need to be successful in their role. The goal of onboarding is to help new employees feel comfortable and confident in their new position so they can hit the ground running and be productive as soon as possible.
Onboarding usually starts on the first day of work and continues for the first few weeks or months. However, experts recommend that the process take about one year.
This is enough time to help new employees integrate into the company culture and fully understand their responsibilities. Spending more time onboarding is also vital to ensuring that an employee stays with the company for the long haul. Otherwise, you’ll just have to start the process all over again with a new hire.
What is the onboarding process for a new employee?
The onboarding process for a new employee typically includes a series of activities designed to help the new hire adjust to their new role and workplace. These activities can vary from company to company. However, they include completing new hire paperwork, touring the workplace, and training on company policies and procedures.
The new employee onboarding process aims to help new employees feel welcomed and prepared for their new job. The onboarding process begins when an employee accepts a job offer. New hires should receive information about the company, their new role, and what to expect on their first day.
You can provide the new hire with this information through a welcome letter, email, or phone call from HR or their direct supervisor. The onboarding process continues on the new employee’s first day of work and for months after they settle into their new job.
One of the most effective ways to onboard new hires is through an online “ID” program. This allows them to quickly log in to any portal that requires employee identity authentication, such as login pages on software applications, this would be after their identity has been successfully verified.
Is employee onboarding only for new hires?
Employee onboarding isn’t limited to just new hires. While the term itself implies the integration process for new employees, onboarding can be beneficial for existing employees as well, especially when transitioning to new roles, departments, or projects within the company.
Here are some scenarios where employee onboarding can be applicable beyond new hires:
- Internal transfers or promotions: When employees move to different roles or departments within the company, they often need to acquaint themselves with new responsibilities, team dynamics, and possibly even a different company culture. Onboarding processes can help facilitate this transition smoothly, ensuring that the employee is equipped with the necessary knowledge and resources to succeed in their new role.
- Returning employees: Employees who return to the company after an extended absence, such as parental leave, sabbatical, or temporary assignment elsewhere, may benefit from a reintroduction to the organization. Onboarding can help them reacquaint themselves with any changes that occurred during their absence and update their skills or knowledge as needed.
- Changes in company policies or procedures: When significant changes occur in company policies, procedures, or technology, all employees may need to undergo onboarding to familiarize themselves with these updates. This ensures that everyone remains aligned with the company’s current practices and standards.
- Continuous learning and development: Onboarding doesn’t have to be a one-time event; it can be an ongoing process integrated into the company’s culture. Regular check-ins, training sessions, and resources can help employees continuously grow and adapt to evolving job roles and responsibilities.
By expanding the concept of employee onboarding beyond new hires, companies can promote a culture of continuous learning, smooth transitions, and overall employee satisfaction and retention. Investing in the onboarding process for all employees demonstrates a commitment to their success and development within the organization.
Why is employee onboarding important?
Employee onboarding is a crucial process for organizations, offering numerous benefits that extend beyond mere orientation. Here’s why it matters:
- Sets the tone for employee experience: Effective onboarding establishes the initial impression new hires have of the company, influencing their perception of the organization’s culture, values, and work environment from day one.
- Accelerates time to productivity: A well-structured onboarding process helps new hires become productive faster by providing them with the necessary resources, training, and support to navigate their roles and responsibilities efficiently.
- Enhances employee engagement: Engaging onboarding experiences increase employee satisfaction and commitment to the organization, fostering a sense of belonging and loyalty from the outset.
- Aligns expectations: Onboarding clarifies job expectations, performance objectives, and organizational values, aligning new hires’ understanding with the company’s mission and vision.
- Reduces errors and rework: Thorough onboarding reduces the likelihood of errors and the need for rework by ensuring new employees understand processes, procedures, and quality standards from the beginning.
- Facilitates cultural integration: Onboarding helps new hires acclimate to the company culture, promoting collaboration, teamwork, and a shared sense of purpose among employees.
- Supports diversity and inclusion: Inclusive onboarding practices ensure all employees, regardless of background or identity, feel welcome and valued, contributing to a diverse and inclusive workplace culture.
- Improves retention: Effective onboarding programs increase employee retention rates by fostering positive relationships, job satisfaction, and a sense of investment in the organization’s success.
- Boosts employer brand: A reputation for positive onboarding experiences enhances the employer brand, attracting top talent and positioning the organization as an employer of choice in the competitive job market.
- Mitigates costs of turnover: Investing in comprehensive onboarding strategies helps reduce turnover rates, minimizing the financial implications associated with recruiting, training, and replacing employees.
By recognizing the multifaceted benefits of employee onboarding, organizations can create a positive and impactful experience for new hires while simultaneously driving organizational success.
Employee onboarding process
Onboarding is usually a comprehensive process that involves different components. When designing an effective onboarding process, you should think about various factors. These include:
● When you will start onboarding
● How long employee onboarding will last
● The impression you want to create on the first day
● How much new employees know about the company
● The goals to set for the new employee
You can then develop a plan to ensure that you deliver on the needs of both the business and the new hire. The goal should be to help the employee assimilate your company’s workflow, culture, and policies.
New employee onboarding process
The new employee onboarding process will take several steps. These include:
Preboarding: You should start linking the new employee to your organisation immediately after they accept your offer. Invite them to tour your company, email them the essential details, and assign them a buddy
Orientation: On the first day, give the employee an overview of your company’s history, mission, values, and policies. You should also introduce them to their team and ensure they complete the necessary paperwork. It is a crucial part to verify their age and identity.
Foundation building: In the coming weeks and months, you should help the new hire learn about your organisation’s mission, culture, brand, and vital foundation. You should acquaint them with your overall goals to help them understand how their role contributes to the organisation.
Mentoring: You should connect the new hire with a mentor or a buddy to guide and support them as they transition into their new role. The buddy will be responsible for answering any questions and helping the new hire feel comfortable in their new job.
Reboarding: The onboarding process doesn’t end on the first day or even the first month. You should continue to check in with the new hire and help them assimilate into your company culture.
Employee onboarding checklist
An employee onboarding checklist lists activities and tasks you should complete during the employee onboarding process. The checklist helps you keep track of the different steps involved in onboarding and ensure that nothing is left to chance.
New employee onboarding checklist
Your onboarding checklist should contain several items outlining all the activities you should complete before the new employee reports to work and after they join your company. It can include the following:
Pre-onboarding checklist
● Verify their identity and age
● Request for their signed job acceptance letter
● Send them a welcome email
● Send them a welcome package
● Announce the new employee to the other organisation members
● Plan how the new hire will meet other employees
● Order work equipment
● Set up a workspace
● Enrol the new employee in the HR system
● Send the necessary forms to the new employee
First-day checklist
● Have an office tour
● Review the responsibilities and job description
● Introduce the employee to the team
● Introduce the mentor
● Show the new hire their workspace
● Ensure everything in the workspace is working
● Have a one-on-one meeting at the end of the day
● Complete the necessary paperwork for new employees
● Provide them with an employee handbook
● Show them where they can find important information
● Review work hours and schedule
● Explain benefits and compensation
Weeks and months onboarding checklist
● Hold team-building and social events
● Have one-on-one check-ins
● Set performance goals for the new employee
● Conduct training on procedures and policies
● Introduce the employee to the company’s culture
● Enrol the employee in benefits
● Gather feedback
● Review goals
Employee onboarding best practices
Implementing effective employee onboarding practices is crucial for setting up new hires for success and maximizing their potential contributions to the organization. Here are key best practices to consider:
Align the job description and the onboarding plan
Ensure that the onboarding process reflects the expectations outlined in the job description. Aligning the onboarding plan with the job responsibilities helps new hires understand their role and how they contribute to the organization’s goals from day one.
Create effective onboarding workflows
Develop structured workflows that outline the steps involved in the onboarding process. Clear workflows help streamline onboarding, reduce confusion, and ensure that no essential tasks are overlooked.
Use onboarding checklists
Utilize comprehensive onboarding checklists to guide both new hires and onboarding facilitators through the process. Checklists ensure that all necessary paperwork, training, and introductions are completed in a timely manner, enhancing efficiency and organization.
Ensure consistency
Maintain consistency in the onboarding process across all new hires and departments. Consistency helps establish clear expectations, fosters a sense of fairness among employees, and reinforces the organization’s values and culture.
Communicate
Maintain open and transparent communication with new hires throughout the onboarding process. Provide regular updates, clarify expectations, and encourage new hires to ask questions and seek support as needed. Effective communication fosters trust and engagement from the outset.
Evaluate
Continuously evaluate and improve the onboarding process based on feedback from new hires, managers, and other stakeholders. Solicit input on areas for improvement, identify bottlenecks or challenges, and implement adjustments to enhance the overall onboarding experience.
By implementing these best practices, organizations can create a positive onboarding experience that promotes employee engagement, productivity, and long-term retention. Effective onboarding sets the foundation for employee success and contributes to the overall growth and success of the organization.
How to improve employee onboarding process
If you want to improve your employee onboarding process, you should look for ways to enhance and streamline your process to be more efficient and effective.
Start by automating where you can to save time and ensure you complete all the necessary steps. You’ll find plenty of employee onboarding software and onboarding tools on the market that can do all the heavy lifting and ensure you have all the information you need in one place.
You should also look for ways to personalise the process. By tailoring the onboarding process to everyone, you can ensure they have all the support they need to succeed in their new role.
You should also look for ways to make the process more engaging and interactive. Give the new hires opportunities to ask questions and get feedback, so they feel comfortable in their new role. Finally, don’t forget to measure the results of your onboarding process so that you know where to improve.
Who is responsible for employee onboarding?
Before getting to who is responsible for employee onboarding, it’s vital to understand the industries where onboarding is essential. These are usually highly regulated industries where a single mistake could have costly consequences. Such consequences include employee fraud, data breaches, and health and safety risks.
Employee onboarding is crucial in the following industries:
● Banking
● Gaming
● Cryptocurrency
● Healthcare
● Governmental entities
● Telecommunications
● Transportation
In most organisations, the responsibility for onboarding falls on the HR department. However, there are some companies where other departments take on this role. For example, in small businesses, the owner or manager is often responsible for onboarding new employees.
Sometimes, the onboarding responsibility may be shared between different departments. For example, the HR department may be responsible for handling the paperwork and benefits enrolment while the IT department sets up the new employee’s computer and email account.
The damaging effects of weak onboarding strategies on small business
Weak onboarding strategies can significantly harm small businesses:
- Decreased productivity: Inadequate onboarding leads to longer adjustment periods, reducing new hires’ productivity. This can result in missed deadlines and decreased efficiency.
- Higher turnover rates: Poor onboarding experiences drive employees to seek employment elsewhere, resulting in costly turnover. High turnover disrupts team dynamics and requires resources for frequent recruitment.
- Negative impact on company culture: Weak onboarding undermines company values, morale, and team cohesion. A negative culture can lead to increased conflict and decreased employee engagement.
- Missed opportunities for growth: Inadequate onboarding limits employee development and hampers innovation. Employees who are not fully integrated may not contribute ideas or solutions effectively.
- Legal and compliance risks: Insufficient onboarding may lead to legal violations, fines, and reputational damage. Failure to comply with regulations can tarnish the company’s image and lead to loss of trust.
- Negative customer impact: Ineffective onboarding can lead to poor service quality, dissatisfied customers, and damaged reputation. Negative customer experiences can result in loss of revenue and difficulty attracting new business.
To mitigate these effects, small businesses should prioritize developing and implementing robust onboarding strategies tailored to their needs and resources. Investing in effective onboarding yields long-term benefits, including improved retention, productivity, and growth.
Benefits of onboarding employees
There are many benefits to onboarding employees for both the organisation and the employee. The key ones include:
- Attracting and retaining the best talent
A well-run onboarding program sets new hires up for success by providing them with the tools, resources, and information they need to be successful in their role. This increases job satisfaction and reduces turnover, which saves the organisation time and money. Proper onboarding also communicates to prospective employees that your company is committed to their success.
- Improving employee engagement and performance
Onboarding helps new employees understand the company culture, values, and mission to be engaged and productive team members. It also sets clear expectations for their role and provides them with the necessary resources to succeed. When done properly, onboarding can help new employees hit the ground running and positively impact the organisation from day one.
- Forging better connections with employees
Onboarding allows you to connect with new employees on a personal level and build relationships that will last throughout their time with the company. It also allows the new employee to connect with other team members for better collaboration.
- Reducing new employee anxiety
Starting a new job can be a stressful employee experience. Onboarding can help reduce this stress by providing new employees with the information they need to feel comfortable in their new roles. It also allows them to ask questions and get feedback to ensure they are on the right track.
Our employee onboarding solution — Udentify
You can’t take proper employee onboarding out of the equation if you want to improve your company’s performance. At fraud.com, we understand the importance of getting a good onboarding process right from the start.
That’s why we have Udentify, a solution that helps you know the real identity of your employees in seconds. Udentify uses AI-powered facial verification and passive liveness detection to match your employees to their valid identification documents. Identity verification during the onboarding process is vital in ensuring that the person you’re hiring is who they say they are.
We’ll help you make your employee onboarding process simple, easy and fast for your new employees.
Learn more about the power of Udentify and start leveraging it for a seamless employee onboarding process.
FAQs about employee onborading
| FAQs | Answer |
|---|---|
| 1. What is the recommended duration for employee onboarding? | While onboarding typically starts on the first day of work, experts suggest that the process should ideally span about one year. This duration allows new employees to fully integrate into the company culture and understand their responsibilities, leading to higher retention rates. |
| 2. How can employee onboarding benefit existing employees? | Employee onboarding isn’t just for new hires. It can also be beneficial for existing employees, particularly when transitioning to new roles, departments, or projects within the company. Onboarding helps familiarize them with new responsibilities, team dynamics, and company policies, ensuring a smooth transition and continued growth. |
| 3. What are the consequences of weak onboarding strategies for small businesses? | Weak onboarding strategies can have detrimental effects on small businesses, including decreased productivity, higher turnover rates, negative impact on company culture, missed opportunities for growth, legal and compliance risks, and negative customer impact. |
| 4. Who is typically responsible for employee onboarding in organizations? | In most organizations, the HR department is primarily responsible for employee onboarding. However, in some cases, other departments may also be involved, such as the IT department for setting up computer systems or the manager for providing job-specific training. |
| 5. What are the key benefits of implementing effective employee onboarding practices? | Effective employee onboarding practices can lead to various benefits, including attracting and retaining top talent, improving employee engagement and performance, forging better connections with employees, reducing new employee anxiety, and ultimately contributing to the overall success of the organization. |
