Companies spend millions on hiring their employees since they know what the right talent can add to the organization. But an equally important process that is often ignored is employee onboarding.
After scrounging through hundreds of applications and following the tedious task of selecting the right candidate, several organizations scamper through the onboarding process in a rush to make the latest recruit productive almost instantly.
But studies have shown that employees who go through a more structured onboarding process become proficient four months faster than those who undergo shorter onboarding processes.
What is the onboarding process?
Most organizations consider the time from when an employee is hired to the time they become productive as a part of employee onboarding. Employee onboarding is one of the most important HR processes. It involves introducing the latest recruits to the culture and work environment of the company and its expectations and deliverables from the employee.
This process helps new hires to settle down in the new work environment, get familiar with the company, obtain more clarity about their new position, and develop a strong work relationship with their colleagues. In addition, a structured onboarding process also helps employees feel welcomed and increases their immediate output.
This is why every organization needs to have a robust employee onboarding process. Here are a few conventional employee onboarding processes:
• Releasing the offer letter: Once the selection process is over, companies provide an official offer letter, policy documents, onboarding forms, etc.
• Offer acceptance: The employee accepts the offer letter to come onboard. Active response from the company is a must to make the employee feel enthusiastic about joining.
• Waiting period: This is when the employee accepts the offer and joins the company. Organizations must ensure that they keep in touch with the employee during this period.
• The joining date: The first days usually are full of nervous energy. HR managers must ensure that the employee feels comfortable.
Here are a few important steps to follow during the employee onboarding process
A poor onboarding process can lead to reduced productivity, failure of expectations, or even change an employees’ perception of the company. That’s why companies should adopt the best employee onboarding practices such as:
1. Prepare fellow employees for the latest recruit
Ensure that other employees are informed about the new hire. They should know about their prior experience, role in the organization, and what is expected from them. It will give the other employees a sense of familiarity when the new hire comes onboard on the first day. It will also encourage them to assist and welcome the latest recruit warmly, creating an instant connection.
2. Keep their workstation ready
Keeping their workstation ready, having their official email IDs made, and keeping other tools in place will enhance their onboarding experience. It also makes them feel valued by the company and increases their productivity.
Preparing welcome gifts is also a good way to help new employees arrange their new workstation. Everyone loves a gift especially when they are starting a new job. Some platforms like PromoMerch provide a fantastic range of promotional merchandise and apparel that would be a great gift for any new starter. From branded headphones to custom branded notebooks, there is a wonderful range of gifts to choose from for new team members.
3. Provide access to essential programs, files, and software
Please make sure that the fresh recruits are provided with all the necessary access to things like electronic files, software, and other programs important for them to start their work. The absence of these important features can impact the employee’s first impression of the company.
4. Introduce them to others
Take time to introduce them to all the key team members and department heads. It will give them an idea about the company’s structure and who to get in touch with when needed. In addition, knowing the crucial people in the company makes the employees feel empowered right from the beginning, which increases their commitment to the company.
5. Plan a team get-together
Having a team get-together in an informal environment will create a stronger bond amongst the team members. One great way is arranging a team lunch within the office premises. It will break the ice amongst the team members who can get to know each other beyond their work profiles. Having a personal connection always builds a stronger team that can increase overall productivity.
6. Provide necessary training and orientation
Providing proper training and orientation programs is an essential part of the employee onboarding process as they help make them acquainted with the company’s policies, processes, procedures, and expectations. Assigning a mentor can also help them become more aware of how the organization works. They can reach out to the mentor whenever they feel stuck.
7. Always follow-up
Never forget to follow up with the new employee. Set up a meeting and ask them how comfortable they feel, is there anything they need, or any issues they have been facing. You can get honest feedback about the company’s onboarding process, helping you make it even better.
Staff onboarding is one of the most critical processes every organization must master. It is the process through which an organization can ensure that the new hires feel comfortable, welcomed, valued, and encouraged to give their best.
While these are various other processes that should not be overlooked like attendance management, payroll management, leave management, etc. Using a powerful HR software can resolve all your HR-related issues and challenges. Carbonate HR can help you do that. Their experienced team can streamline all your HR-related processes – from hiring to exits and everything in between.