Many believe onboarding is the process by which new employees fill out new hire paperwork – they are set up for payroll and benefits and provided a quick overview of the systems they’ll be working on. While these activities are important, onboarding that results in maximizing performance and earning a greater return on your investment requires a little more strategic planning, which our clients have found to be well worth it. By viewing the onboarding process as an investment throughout a new hire’s introduction to the organization, you will greatly impact the new hire’s contribution to your organization and the timeframe in which they can make it happen. We recommend creating a process that focuses on integrating new employees into your culture and team and getting them up to speed and confident in what is expected of them from a conduct and performance perspective.
Here are some tips to consider as you build your organization’s onboarding process:
Allow technology to expedite the compliance portion of the process. Email the new hire all the required paperwork in advance of starting. Share relevant information upfront such as the organizations’ pay schedule, insurance options, any information that will affect their household. When they arrive on the first day, they’ll already have it completed or know questions they need answered.
- Create a schedule for their first day, week and month so they have clear steps on how to get to know the organization (culturally and procedurally) and give them opportunities to interact with teammates. Schedule meetings throughout the first month to engage with different levels of employees throughout the organization to allow them to hear about different teams and projects.
- Make sure there are lunch plans for their first day. They won’t know going into day one what they can anticipate for lunch, so plan that for them.
- Communicate to all team members what will be changing when the new employee starts and how the onboarding process will unfold. It will provide a greater sense of security around what they can expect and the importance and value of their role. It’s important to remember that while it is exciting to start a new job, it also means change, which can be a challenge not just for the new employee, but also for other team members.
- Make the process fun, interesting and productive! Don’t just provide a slide deck overviewing the organization’s mission, vision, and values. Ask other team members to provide the introduction and give them the freedom to be creative and provide anecdotes of the culture in action. Getting existing employees involved will get new employees excited about working with their new teammates.
- Set and communicate expectations. Let new employees know what the organization, team and individual’s goals are and how their contributions support those goals.
- Share how things operate and how different teams interact to support one another. Highlight, beyond an organizational chart, how the teams work together and who has accountability for which aspects of projects.
- Provide a tour of the organization and if it’s a large space, provide a map for future reference. Introduce the new employee to as many people as possible. Make sure they know the logistics of the workspace such as where the cafeteria/kitchen is, the bus routes are, where to park, where the bathrooms are, etc. In addition, show them what’s available off site such as where the nearest coffee shops are, which restaurants do take-out and delivery to the office and which are great when you need to go off site for lunch.
- Have the tools for their job ready, such as a computer and login information, mobile phone, if appropriate along with the information/instructions needed to get set up quickly and easily.
- Create a peer onboarding system so they have someone other than their manager to go to if they have logistical questions. Provide guidance to the peer to check in frequently in the initial days to ensure they have what they need or any cultural questions can be answered in a comfortable environment.
- Have their manager meet with them on the first day and throughout the first week to review and answer questions on expectations. Throughout the first 90 days, there should be frequent check-ins to ensure the new employee is on track, feeling comfortable with their role, and has the tools they need to perform their job.
- Be consistent. Use the same onboarding process for each new hire and make changes and additions as you get feedback from employees on what worked well and what would have been helpful for them to have during the onboarding process.