Guide to Onboarding New Employees: A Step-By-Step Process

The process of onboarding is a strategic process that can significantly impact employee retention and keep them engaged as the months go on. By implementing effective onboarding programs, organizations can effectively create a strong company culture that also helps older employees with morale. Studies have shown that companies with structured onboarding processes also experience increased job satisfaction and lower turnover rates. Conversely, poor onboarding can lead to a steep learning curve, decreased productivity, and a higher likelihood of employees leaving within the first few months: Another study showed that 41% of new employees believed a bad onboarding experience could lead to a bad engagement with the company overall. 

Furthermore, the costs associated with poor onboarding can be substantial. These costs include lost productivity, increased training expenses, and the time and resources required to replace departing employees. For all these reasons, it is imperative that organizations mitigate these risks through a robust onboarding process, with the aid of solutions like Omind’s Workspace QMS. Let us learn more about onboarding new employees, in this article. 

Preboarding Phase

The preboarding phase sets the stage for a successful onboarding experience. It involves a few administrative tasks to make sure that the new hire is ready to start on their first day. Before the first day, gather necessary paperwork, such as employment contracts, tax forms, and other employee documents. 

• Welcome Kits: Prepare welcome kits containing essential information about the company, its culture, and the new hire's role. Include items such as employee handbooks, company policies, and contact information for key personnel.
  
• Setting Up Accounts: Create necessary email accounts, online system access, and any other required accounts to ensure the new hire is ready to hit the ground running. 

The Offer Stage

Once a job offer is extended, it's crucial to communicate the details clearly and effectively. This includes discussing the start date and any specific requirements or expectations. Make sure that all the terms and conditions of your offer, including the CTC, job roles and responsibilities, etc are outlined in the document clearly.  

Also ensure that the offer letter includes all relevant terms and conditions such as probationary periods, termination clauses, and non-compete agreements. If applicable, be prepared to negotiate salary and benefits. Approach negotiations professionally and respectfully, focusing on the value you bring to the organization.

Day of Arrival

The first day of work sets the tone for the new hire's experience and can significantly impact their initial impressions of the company.

• Welcoming the New Hire: Greet the new hire warmly and make them feel welcome. Assign a mentor or peer to guide them through their first day and introduce them to key team members. Provide a tour of the office, including common areas, break rooms, and the new hire's workspace.
  
• First-Day Agenda: Plan a structured agenda for the first day, including introductory meetings, training sessions, and a review of company policies and procedures. Ensure that the new hire's workspace is set up and that all necessary equipment and accounts are ready to use.

First Week Onboarding

The first week of employment is where you can establish a strong foundation for a new hire's tenure. By providing focused training, facilitating introductions, and assigning appropriate tasks, organizations can help new employees acclimate to their role, understand the company culture, and build relationships with their colleagues.

• Initial Training: Conduct focused training sessions to cover essential skills and knowledge required for the new hire's role. Ensure that new hires understand the company's policies, procedures, and expectations. Don’t forget to mention the company's mission, vision, and values.
  
• Team Introductions: Once the company background sessions are over, Introduce the new hire to their immediate team members and department. It’s also a good idea to facilitate introductions to key personnel in other departments. Assign a peer to make sure that the new hire has someone to rely on.
  
• First-Week Tasks: You can now begin to assign tasks to the new employee. Make sure you assign tasks that are directly related to the role and can be completed within the first week, in order to give a sense of accomplishment (but at the same time, give reasonable insights into what work will actually be like). Provide regular feedback and support to ensure the new hire is on track and understands their expectations.

First 90 Days Onboarding Plan

A 90-day (3 month) plan for onboarding and acclimatizing can help new employees contribute effectively to the team much faster. By creating a personalized plan that outlines key milestones and expectations, organizations can provide a clear roadmap for new hires to follow. Regular check-ins at 30, 60, and 90 days allow for the review of progress and addressing of any challenges since starting. 

As new hires demonstrate their capabilities, their responsibilities and level of autonomy can be gradually increased to encourage some development. Regular feedback sessions provide an opportunity to address performance issues and celebrate successes, further reinforcing the new hire's integration into the team.

Ongoing Development and Check-Ins

Onboarding can be a bit of a process, but it supports employee development and engagement. After the initial onboarding period, transition to ongoing development programs that provide opportunities for learning, growth, and career advancement.

• Regular Performance Evaluations: Conduct regular performance evaluations to assess progress and identify areas for improvement.
  
• Continuous Learning Opportunities: Offer ongoing learning opportunities, such as training courses, workshops, and conferences, to support employee development and keep them up-to-date on industry trends.
  
• Mentorship Programs: Consider implementing mentorship programs to pair new employees with experienced employees who can provide guidance, support, and career advice.

Conclusion

By following the steps outlined in this guide, you can ensure that your onboarding program is effective, efficient, and tailored to the specific needs of your organization. If you’re looking for a helping hand with onboarding new employees, Omind’s Workspace QMS is a comprehensive solution that lets you monitor and tweak parts of the employee experience in your organization, which also includes onboarding. Employees can be monitored with QMS, and reported to accordingly. Even better, employees can periodically assess their own performance by themselves, eliminating the need for multiple calls and assessments. 

To get a demo for Workspace QMS to help you in onboarding new employees, click here. 

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