10 Key Steps for a Successful Employee Onboarding Process in HR

The first day of your new work within a new organization is usually structured around introducing employees to the new work environment and company beliefs and fundamental culture. Additionally, you are usually asked to fill in the long list of human resources forms as new employees are asked to fill them very occasionally, in order to know how they hear about the organization they are planning to join. Also, typically new employees study the company’s founders, their values and why they ought to be proud to be a neighborhood of the organization. The overriding goal is to point out to new employees “how things are done around here” and to instill in them a way of pride in their new affiliation. It is very common that within many organizations, employee onboarding processes have a standard theme to start from introduction to the organizational culture. As a result of that, there is no surprise that human resources professionals discuss how to build and retain talent by stressing how important it’s to urge employees to understand and plan the companies’ values starting on “day one.”

However, as it was found in practice the traditional methods of onboarding through the introduction of company culture is not always as effective as it is believed by many organization’s. This might be because organisations believe that organizational values are important and it is essential to be taught on them, to ensure a good adaptation for newcomers, which could cause issues as newcomers are expected to downplay their own identities. Moreover, newcomers actually may not internalize the organizational values, as a result, leaders need employee engagement if they want employees to contribute on their own and in ways that are not programmed for a specific situation. All of it brings us to the essential 10 Steps to ensure a flawless employee onboarding process in HR.

Top 10 steps to ensure a flawless employee onboarding process in HR

1. Map out the whole Onboarding Process
2. Creation of an Orientation Program
3. Assistance of a Peer Mentor
4. Assign Proactive Manager
5. Regular routine Check-Ins
6. Onboarding feedbacks
7. Remote Onboarding standard procedures 
8. Distribute the Employee Handbook
9. Promotions of the Personal Development
10. Onboard in cohorts (if applicable in your situation)

1. Map out the whole Onboarding Process

Spend enough time to go through the agenda of the week with the new hire. See if they’re clear and whether or not they have any questions. A difficult part about onboarding is that it all seems straightforward to you, but attempting to remember what previously it had been when you joined the corporate could potentially help you to imagine the situation from another side. The small things that you simply consider so natural now are what makes the difference to the experience of the new worker.

Ensure that new employees have a transparent understanding of the daily, weekly and monthly processes of the corporation. A capability to visualize what the experience of labour will entail facilitates the worker onboarding to achieve a greater awareness of what’s expected of them in their role. From outlining dates for training sessions to times for team video calls, new employees significantly enjoy having a well-planned onboarding program. HR professionals which will provide an efficient onboarding checklist will usually make the first 90 days much more enjoyable for newcomers.

2. Creation of an Orientation Program

When you start a new job,  it is common that you will want to find out about the specifics of the job role and therefore the expectations they need to fulfill. Make certain to send over documents covering areas like the employee onboarding process, the company’s work policy and other information which will be important and useful for them to understand .

Employee orientation is significant to providing the worker with a real opportunity to succeed with the corporate .

A new employee very likely will want to understand about the corporate culture and history, therefore create some sort of document or presentation that they will read as a part of the onboarding process flow. This may give the remote employee onboarding a more rounded appreciation of the corporate . Employee orientation is significant to make sure the new hire feels aligned with the company’s goals. It also compensates for what they could not be ready to easily interpret regarding the work environment when working remotely.

A precise and informative employee orientation is significant to presenting an employee with the required guidance to approach their new role. Without preparing the new hire for his or her role, it’s highly likely that they’re going to become disengaged. 

3. Assistance of a Peer Mentor

Appointing a colleague to be the new hire’s friendly face and go-to guide is a simple task to make a newcomer feel welcome, and provides them a relaxed space to ask questions and find out the corporate culture at their own pace. It is usually recommended that you simply consider assigning a peer mentor to new hires, as they will help to support them as they settle in.

Peer mentors are sometimes managers, but it can work better to assign an employee at an equivalent level. This is often an excellent way to create a social, supportive environment within your organisation.

4. Assign Proactive Manager

Looking at the foremost effective approach for the worker onboarding process, the optimal onboarding strategy must entail a comprehensive breakdown of the employee’s role within the company. On top of that, the manager must be assigned to oversee and ensure that the worker has truly completed the varied tasks within his or her onboarding process. As the ‘onboarding manager’ is going to be liable for browsing the employee’s onboarding checklist and running routine check-ins to trace their progress.

It is important for a manager to be proactively engaged in an employee’s onboarding. This is often not only beneficial for the worker to possess a reliable source of data , but it also distributes the responsibility of completing the online onboarding process across the worker and therefore the manager. 

An employee that lacks support when first joining a corporation is way more likely to become disengaged. This is often being overwhelmed by the uncertainty of their position within the organization which could cause low levels of employee engagement hence higher turnover rates which could lead to inefficiency. 

In the real world, when the corporation assigns a proactive manager to the worker onboarding process they’re much more likely to become engaged with their work as they need opportunities to find out about the corporate culture and their team members through their own experience.

5. Regular routine Check-Ins

Usually onboarding doesn’t all happen on day one or maybe even a first week. Which could lean to the multi-week onboarding program with many check-ins to urge new hires fully immersed within the business, their surroundings, colleagues and their objectives.

In order to offer the worker the maximum amount of assistance as possible, the hiring manager should schedule a daily time to possess a check-in with the new hire. On the primary day, at the top of the primary week and every month for the primary 3 months are going to be extremely constructive for the worker . These meetings will provide the worker with the chance to air any of their concerns. Moreover, these meetings are going to be beneficial for the manager to track newcomer integration throughout the onboarding.

Through the check-ins, the hiring manager is going to be ready to determine how happy the worker is to be working for the corporation . Tracking employee engagement and satisfaction will provide great insights for HR teams to know and improve the onboarding experience. Without employee feedback, it’s impossible to enhance the online onboarding process. As the check-ins provide a singular and secure moment for the brand to push new hires to increase their productivity figure.

6. Onboarding feedbacks

Linking back to the routine check-ins, another enhancement of this step is the possibility to debate the onboarding experience thus far. At these milestones check-ins, the worker can give feedback on anything they have to do or to deal with. Whether or not they have a personal issue or if they need to shed light on their onboarding experience thus far , the feedback always gives a fresh perspective of the company’s activity.

It is important to collect feedback from the workers themselves as this may give the foremost veritable reflection of the efficacy of the onboarding process flow.

To continue improving the onboarding process, it’s necessary to collect insights from onboarding newcomers. Building on what you learn from their onboarding experience, you’ll avoid making the same mistakes or you can become more conscious about potential issues. Through the feedback collection it is possible to ensure better employee engagement which is the main aim of the employee onboarding process.

7. Remote Onboarding standard procedures

As evermore companies have resorted to remote working, the onboarding experience creates new barriers for the remote employees to beat .Proper preparation and handling of this new onboarding process will have significant benefits while maintaining a high level of employee retention under online setting. 

Remote new hires are in an unenviable situation. As they usually never meet their co-workers face to face . They’re more anxious to form an honest first impression but may find it difficult to precise their personality over Zoom. The standard icebreakers of the office environment just aren’t available anymore.

Luckily for us, HR professionals have worked in inventive ways to create community within the remote work environment. HR and managers must be intentional about creating opportunities for team building – especially for newcomers.

In the busy remote workplace, it’s easy for brand spanking new arrivals to travel under the radar. Confirming everyone knows when there’s a replacement employee – an announcement on a slack channel that everybody can see works well.

Create a profile for brand spanking new hires on internal social media. Ask them for a photograph and a brief bio that outlines their interests and hobbies. This suggests that even during a large organization, new hires become familiar faces for everybody.

Schedule a meeting during the training week, where newcomers can introduce themselves. You could possibly organize a virtual group lunch, where employees are given vouchers to order tasty food together.

There is a quicker time-to-productivity when new hires start to add supportive communities. Building team relationships from the primary week creates an environment for collaboration and group learning.

8. Distribute the Employee Handbook

On arrival, it can often be unclear how a newcomer should set about their daily practices. Creating an employee handbook with useful tips to follow, which could potentially urge the foremost from their work is an excellent idea to assist within the initial phases of onboarding.

Within the employee handbook, you’ll also want to write down the details of conditions of employment and useful information about your company. Providing your employee with the channel to understand the corporation which could encourage them to learn more productively. Making it easier to access this information will inevitably help them to appreciate the company’s mission.

An employee handbook should contain all of the knowledge that an employee must know. Within the first 90 days, this handbook should be a useful resource to help the new hire learn about the company-wide policies, including advice on communication with the team, when to share personal information and an entire host more

9. Promotions of the Personal Development

Start to create encouragement which can ensure their future development to become more involved in their learning and development plan from the primary day. This sets a tone for the understanding of labor – as a process of self and organization-wide is extremely vital.

If we emphasize the importance of career development by promoting the beneficial outcomes, not only for ourselves, but also for the organization. Humans are maximizing machines built to always strive for subsequent challenges. If you would like to retain your best talent and grow your organization you would like to supply your employees with space for development and a transparent career path. Otherwise, they’re going to go and appear for it elsewhere .

We can all enjoy being stretched by development plans that encourage us to form our aspirations actionable. Many employees attend work, complete equivalent tasks a day and go home without feeling challenged. consistent with Gallup, only 35% of the workforce are engaged – this is often unsurprising once we consider what percentage folks lack learning or training opportunities.

Development plans provide a possible cure. HR leaders and managers can draft plans that bring stretch and challenge into employee’s work lives. However, when you’re working with someone who’s really struggling, or with unengaged employees, it is often difficult to understand where to start out . As a result, establishing a routine of learning from the employee’s first day will facilitate an efficient onboarding program and beyond.

10. Onboard in cohorts (if applicable in your situation)

Why undergo an equivalent onboarding process five times a year once you could simply run through the entire onboarding program in one fell swoop? On top of saving time and energy, establishing a replacement team also encourages new employees to make bonds with the remainder of the distributed team. This system also will improve employee retention because it is a smaller amount likely that a replacement employee will feel isolated within the onboarding process.

Furthermore, the workers are going to be ready to communicate with these other team members through video calls or social media to find out and grow their confidence within the role. Creating a piece environment where new employees don’t feel disconnected from the remainder of the team is crucial for employee wellbeing. An employee’s first day is going to be far more reassuring when shared with others within the same position.