Paper Trails

How do I onboarding new employees?

In today’s ever-changing economy, the key to success lies in acquiring and retaining top talent. The initial phase of seamlessly integrating a new addition into your organization commences with a well-structured onboarding process. When welcoming new team members, it is crucial to swiftly and effectively familiarize them with your practices, procedures, and personnel. Let’s explore the essential steps to onboarding new employees.

What is employee onboarding?

Employee onboarding is the process a company follows when an applicant is hired by an organization. In fact, this process helps integrate a new hire into an organization. Since the Internal Revenue Services requires certain paperwork for each new hire, every business follows some sort of onboarding process. Steps in an onboarding process can include:

  • New hire paperwork (application, W4, i9, etc)
  • Benefits enrollment
  • Handbook and policy overview
  • Company orientation
  • Employee trainings
  • Team building exercises
  • Weekly, monthly, or quarterly follow-ups

What steps should be in my onboarding process? 

When it comes to bringing new employees on board, whether they work on-site or remotely, it’s crucial to establish a streamlined onboarding process. To ensure that your workers receive the necessary resources at the right time, consider breaking down these steps into distinct stages. Take a look below at some key factors to consider during each phase of the onboarding process.

Step 1: Before the new hire’s first day

  • Disseminate necessary notices, forms, and comprehensive information on company benefits.
  • Furnish a copy of your employee handbook.
  • Reveal insights about your company, its’ distinctive culture, and unwavering mission.
  • Prearrange laptops, phones, and other essential tools for new hires in advance.
  • Conduct an engaging HR orientation session to review any essential new hire paperwork.

Step 2: The new hire’s first day

  • Provide a guided exploration of the office space, showcasing the unique aspects of your building.
  • Facilitate a warm introduction for the new team member, fostering connections with their colleagues.
  • Designate a dedicated buddy or onboarding liaison, acting as a reliable point of contact for any needs or questions.
  • Empower your employees by equipping them with the necessary tools to seamlessly collaborate and excel in their roles.
  • Delve into the intricacies of your day-to-day operations, offering a comprehensive list of essential contacts to address any IT-related concerns.

Step 3: The first week

  • Ensure your availability to address any questions or concerns they may have.
  • Offer comprehensive education and resources to enable their success as they embark on their new role.
  • Assign engaging projects, including collaborative group tasks, to facilitate introductions to team members and foster a spirit of teamwork.
  • Clearly communicate your expectations to provide a solid foundation for their performance.

Step 4: The first month

  • Offer a diverse range of training opportunities that cater to various learning styles.
  • Create a sense of community by connecting new hires through cohorts, Slack channels, or online forums.
  • Assist new employees in prioritizing and achieving quick successes to boost their confidence.
  • Establish a solid foundation for continuous development.

Step 5: The first 90 days

  • Gauge employee satisfaction and emotional well-being through conducting surveys.
  • Maintain regular communication to give feedback on their work performance and ensure they have the necessary resources for success.
  • Develop a comprehensive plan for the initial 6 months, detailing their objectives and how they contribute to the company’s vision and goals.

Best practices for onboarding new employees

When developing a comprehensive plan for successfully onboarding new employees, it is crucial to consider a range of key strategies that will undoubtedly contribute to an efficient and seamless process. By incorporating these strategies, you can guarantee that your onboarding program is not only effective but also sets a strong foundation for your new hires to thrive within the organization.

  1. Use checklists. It can be challenging to keep track of everything that needs to be done when onboarding employees so use checklists and automated reminders to help workers stay on track.
  2. Connect. Be sure to include a wide variety of individuals – leadership, managers, and coworkers – to expand a new hire’s exposure to your culture, make them feel welcome, and lay the foundation for relationships.
  3. Lean on technology. All of the activities a hire will complete during their onboarding can be done using technology.  Be sure you’re leveraging the best platforms to make everyone’s lives easier.
  4. Ask for feedback. Whether you use surveys or less formal ways, check in with employees about their  onboarding experience. This type of feedback can help you understand what’s working with your current processes and where there are opportunities for improvement.