Employee onboarding best practices call on employers to follow a structured process for the onboarding process. Best practices for onboarding require the employer to tick all the boxes in a structured onboarding process.
The new hires and the organization’s success depend on the onboarding process. Ineffective onboarding can also have a detrimental influence on employee morale, productivity, and attrition.
According to a 2017 Society for Human Resource Management (SHRM) survey, one in twenty-five employees quit their new position due to a poor onboarding process.
Adherence to best practices is essential to ensure your onboarding process is successful.
In this comprehensive guide to employee onboarding best practices, we will delve into the essential components of successful onboarding, offer professional guidance, and provide helpful suggestions for creating and implementing an efficient onboarding program. This guide will give you the information and resources you need to develop an extensive onboarding program that prepares your employees for success.
Employee Onboarding Best Practices
- Establish clear goals
Setting clear objectives is a crucial component of efficient staff onboarding. Clear objectives make it easier for new hires to comprehend what is required and what they must accomplish in their position. Here are some top tips for setting specific objectives during the onboarding procedure:
λ Define specific and measurable goals: Give new hires clear, concrete, and quantifiable goals so they know what is expected of them and how their performance will be evaluated.
λ Align goals with company objectives: Be certain that the objectives established for new employees are consistent with the corporate vision and goals.
λ Prioritize goals: Set the most important objectives for new hires to accomplish in their first few weeks and months on the job in order of importance.
λ Communicate goals clearly: To ensure that new hires understand what is expected of them and why, convey the goals and expectations.
λ Provide feedback and guidance: New hires should receive regular feedback and direction to help them stay on track and make necessary course corrections.
λ Celebrate achievements: Once new hires accomplish their objectives, it is important to celebrate and recognize their accomplishments, as this will encourage them to keep improving.
New hires will clearly grasp their responsibilities and how their work contributes to the firm’s success by setting clear goals during the onboarding process. This will result in increased productivity, more job satisfaction, and higher retention rates.
- Provide a warm welcome
A warm welcome is crucial to employee onboarding since it helps new hires make a good impression. Throughout the onboarding process, the following are some best practices for extending a sincere welcome:
λ Assign a point of contact: Give a dedicated point of contact the responsibility of welcoming new hires and showing them around the workplace on their first day. This might be their manager, an HR representative, or another worker who can put them at ease and respond to any early inquiries.
λ Personalize the welcome: Provide a welcoming kit with corporate merchandise, office supplies, and other necessities for each new hire and set up their workstation before they arrive to personalize the greeting.
λ Introduce the team: Introduce the new hire to coworkers and teammates. To help them understand how their role fits into the larger organisational structure, schedule meetings for them to have with various departments or teams.
λ Schedule a team lunch or coffee: Plan a team lunch or coffee break to greet the new employee and give them a chance to get to know their teammates in a more informal atmosphere.
λ Provide a welcome message: Have the CEO, department head, or another senior leader give the new employee a welcoming message emphasising the significance of their position and how it contributes to the company’s success.
Warm welcomes during onboarding can make new hires feel appreciated and encouraged, which boosts engagement, output, and retention. Companies can create the conditions for a successful and good employee experience by taking the time to customise the onboarding procedure and make new hires feel welcome.
- Develop A Comprehensive Orientation Programme
Creating an extensive orientation programme is a crucial best practice for efficient staff onboarding.
The organisation’s culture, regulations, processes, and employment requirements are outlined in orientation seminars for new hires. The following are some best practices for creating a thorough orientation program:
λ Cover all necessary information: Ensure the orientation programme includes all pertinent details about the business, such as its purpose, vision, values, organisational structure, products or services, and the sector it serves.
λ Communicate company culture: To help new employees understand how to engage with their coworkers and clients and how to contribute to the success of the firm, clearly communicate the organisation’s culture, expectations, and values.
λ Address policies and procedures: Discuss corporate policies and practices, like attendance, dress code, and safety regulations, to make sure new hires are aware of the obligations and demands of their position.
λ Provide information about benefits and perks: To help new hires comprehend the overall remuneration package, including information about employee perks, including health insurance, retirement plans, vacation time, and other perks.
λ Offer training on systems and tools: To help new employees quickly catch up and be productive, provide training on the systems and tools used at work, such as email, project management tools, and other software.
λ Provide a handbook or manual: Provide new hires with a guidebook or handbook so they may refer to key facts and regulations once the orientation event is over.
λ Use interactive and engaging training methods: Use interactive and fun training techniques, like role-playing, gamification, and team-building exercises, to keep new hires interested and help them retain vital knowledge. To make sure the orientation programme is efficient and fits the needs of new workers, ask new hires for their comments on it and make any required adjustments.
A thorough orientation programme can help new hires succeed in their roles by giving them a thorough understanding of the company, its culture, policies, and processes. Also, it can speed up new hires’ transition to productive team members and create a favourable first impression.
- Assign a mentor or buddy
Designating a mentor or buddy is a helpful best practice for onboarding new employees. A mentor or buddy can assist new hires to navigate their role and the corporate culture more skillfully by offering advice and support. The following are some top guidelines for pairing new hires with a buddy or mentor:
λ Select an appropriate mentor or buddy: Choose a mentor or friend who is familiar with the company’s culture, policies, and practices and can advise on what is expected of the position. Think about pairing up new hires with mentors or friends employed in the same division or performing comparable duties.
λ Provide mentor or buddy training: To ensure they comprehend their position and obligations, offer mentor or buddy training. Topics like communication, active listening, coaching, and feedback should be covered in training.
λ Set clear expectations: Clearly define the expectations for the mentor or buddy and the new hire, including how frequently they will meet, how they will communicate, and the particular areas in which they can provide support.
λ Encourage relationship building: Establishing regular meetings and social events will help the mentor or buddy and the new employee build a solid bond. Following this process could foster trust and improve the working atmosphere.
λ Provide ongoing support: Provide the mentor or buddy ongoing support, such as recurrent check-ins, feedback, and appreciation for their assistance to new employees.
This can ensure that the mentor or buddy stays enthusiastic and involved in helping new employees.
λ Evaluate the effectiveness of the mentor or buddy program: To ensure the mentor or buddy program is fulfilling the needs of new hires and promoting their success inside the company, regularly assess its effectiveness. New hires can experience less stress and anxiety by being paired with a mentor or buddy, which can help. Also, it can quicken the onboarding procedure, boosting engagement and productivity.
Companies may guarantee that new hires have a happy and fruitful onboarding experience by offering continuing support and assessing the success of the mentor or buddy program.
- Encourage Feedback
To successfully integrate new employees, it is crucial to encourage them to give you feedback.
By asking new hires for feedback, businesses may enhance their onboarding initiatives and better serve the needs of recruits. New hires may have insightful observations and points of view on the onboarding process.
Following are some best practices for soliciting new hires’ opinions throughout the onboarding process:
λ Create a safe and open environment: Create an open and safe space for new employees to express their views. Let them know you value their opinions and will use them to enhance the onboarding procedure.
λ Solicit feedback at key points: Get feedback at critical junctures in the onboarding process, like the end of the first week or the end of the first month.
This can assist in pinpointing problem areas and enabling real-time software modifications.
λ Use surveys and other tools: Use focus groups, surveys, and other techniques to gather input from new hires. To promote honesty and transparency, ensure that the questions are precise, on the onboarding process, and that the responses are anonymous.
λ Act on feedback: Use the suggestions made by new hires to enhance the onboarding procedure.
λ Follow up with new employees: Inform new hires of any modifications to the onboarding procedure and how their feedback was used by following up with them.
Encouraging new hires to give input can contribute to a successful onboarding process and develop a culture of continuous improvement. Companies may enhance their onboarding procedure, lower turnover, and boost employee engagement and productivity by offering opportunities for feedback and acting on that feedback.
- Set up regular check-ins
An essential best practice for efficient staff onboarding is scheduling regular check-ins.
Frequent check-ins ensure that new hires are completely engaged and motivated, help them keep on course, and allow them to address any issues or problems. When setting up frequent check-ins during the onboarding process, consider the following best practices:
λ Establish a schedule: Have a plan for frequent check-ins with new hires. Depending on the employee’s and the business’s requirements, this might be done weekly, biweekly, or monthly. Ensure the new employee understands the schedule and knows when to anticipate the check-ins.
λ Use a structured format: Use a structured format for the check-ins to ensure that they are productive and focused. This can include reviewing progress on goals, discussing concerns or questions, and identifying areas where additional support or resources may be needed.
λ Be proactive: Be proactive in scheduling check-ins. Follow up with new employees. Show them you are committed to their success.
λ Tailor the check-ins to the employee: Adjust the check-ins to the employee’s requirements and preferences. While some workers might choose more infrequent check-ins, others could favor a more hands-off approach. Be adaptable and mindful of the employee’s demands.
λ Provide feedback and recognition: Give the new employee praise and feedback at the check-ins. This could encourage good conduct, boost self-esteem and motivation, and improve onboarding.
By keeping in touch regularly, you can guarantee that the onboarding process is efficient and enjoyable for both the new hire and the business.
Companies may boost retention and productivity by creating a timetable, adopting a structured style, being proactive, customizing the check-ins, and giving feedback and acknowledgement.
- Provide Ongoing Training and Development
A vital best practice for efficient employee onboarding is offering continuous training and development. Throughout the onboarding procedure, the following are some ideal practices for continuing training and development:
λ Develop a comprehensive training plan: Provide a thorough training program that addresses every area of the new hire’s job and any additional knowledge or skills they might require.
The organization’s aims and objectives should align with this plan, which should also be customised to meet individual needs.
λ Provide on-the-job training: Provide new hires with the opportunity to learn by doing by providing on-the-job training.
This may entail participating in real-world situations, shadowing experienced employees, and getting immediate feedback.
λ Offer formal training opportunities: Conduct official training by hosting webinars, workshops, and online courses. These chances can give new hires a more structured learning environment and can support the reinforcement of important ideas and abilities.
λ Encourage self-directed learning: Provide new hires access to pertinent materials, like books, articles, and videos, to encourage self-directed learning.
This may encourage a culture of lifelong learning and improvement.
λ Provide ongoing support: Throughout the onboarding process, continue to support new hires. Regular check-ins, coaching, and mentoring are examples of this.
Companies can assist new hires in developing the skills and knowledge necessary for success by offering ongoing training and development during onboarding.
- Use technology
Technology use is a crucial best practice for a smooth staff onboarding process. Technology can help to improve efficiency, simplify the onboarding process, and improve the entire experience for new hires. The following are some top tips for utilizing technology in the onboarding procedure:
λ Use an onboarding software platform: Make use of an onboarding software platform that can streamline and automate many operational operations related to onboarding.
This can involve filling out forms, submitting paperwork, and setting up payroll and benefits.
λ Provide access to online resources: Access to online tools like an employee portal that can provide details about the business’s policies and processes should be made available to new hires. This can assist in ensuring that new hires get access to the information they require at the appropriate time.
λ Use video technology: Create training films, welcome messages, and other materials using video technology to support in-person training and onboarding. No matter where they are located, this can help to provide new employees with a consistent and interesting experience.
λ Use virtual reality (VR) and augmented reality (AR): Provide immersive training experiences with VR and AR that can assist new hires in learning and developing skills in a more fun and interactive way.
This can be especially helpful for professions like manufacturing or healthcare that require practical training.
λ Leverage social media: Create a social media community for new hires to interact with one other and more seasoned workers.
This can lessen the feeling of isolation during the onboarding process and promote a sense of community.
Utilising technology during onboarding allows businesses to increase the process’s effectiveness and efficiency while giving new hires a more enjoyable and tailored experience.
This can help the organisation succeed by increasing productivity, improving staff retention, and both.
- Monitor progress and adjust as needed
An essential best practice for efficient employee onboarding is tracking progress and making necessary adjustments to the onboarding procedure.
Instead of being viewed as a one-time event, the onboarding process should be considered dynamic and iterative. The following are some best practices for tracking the development and modifying the onboarding procedure as necessary:
λ Set clear goals and metrics: Establish precise objectives and criteria for the onboarding process, and monitor your progress toward achieving them. Metrics like staff happiness, turnover rates, and time to production can be included in this.
λ Conduct regular check-ins: Ask new hires for input on the onboarding process at frequent check-ins. This can help highlight areas for development and guarantee that brand-new hires are receiving the required assistance.
λ Collect data and analyze results: Get information on the onboarding procedure, then utilize it to evaluate its efficiency. This can assist in detecting trends, patterns, and potential improvement areas.
λ Get feedback from managers and mentors: Get feedback from managers and mentors on the onboarding process. They can provide valuable insights into how the process works from a different perspective.
λ Continuously adjust the process: Continuously adjust the onboarding process based on the feedback and data collected. This can help ensure the process is as effective and efficient as possible.
By monitoring progress and adjusting the onboarding process as needed, companies can ensure that the onboarding process effectively achieves its goals. This can help improve employee satisfaction, increase productivity, and contribute to the company’s overall success.
Conclusion
Finally, successful employee onboarding is critical to the success of any business. Companies can create a positive onboarding experience for new hires by following best practices. Best practices follow a comprehensive and structured program. A good onboarding process can result in increased productivity, improved employee retention, and a stronger corporate culture. Businesses may build the foundation for a productive workforce by investing in employee onboarding.
Remember that onboarding is a continuous process that calls for continuous improvement and modification. Companies can create a solid and engaged staff that contributes to the firm’s overall success by taking a deliberate and thoughtful approach to employee onboarding.
This article was written by Nicholas Mushayi, a consultant at the Industrial Psychology Consultants. He can be contacted at nicholas@ipcconsultants.com
