Employee Onboarding- A Detailed Checklist

Employee Onboarding- A Detailed Checklist

Without employee onboarding, companies lose 25 percent of all new employees within a year.

(Source: Allied Workforce Mobility Survey)

Both you and your new hires have to go through lengthy and laborious processes to hire and get hired. You have to sort through the long list of candidates and find those whose expectations align with yours. Therefore, it only makes sense if you can retain these employees.

Onboarding plans are intended to make new employees familiar with the overall goals of a company and support them as they embark on early projects all in an effort to achieve the perception of success (and productivity) quickly. – Peter Vanden Bos of Inc

Employee onboarding refers to the process of hiring a new employee and making them familiar with the organization’s culture. It is about making them comfortable with their new environment, job function, and their new peers. It is done so that new employees can understand their daily tasks and become contributing members to the organization.

But Employee Onboarding Is Different From Employee Orientation

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Within orientation, all employees are given a formal introduction to the company’s mission, vision, and values. Employee orientation

  • Is usually held in the first few weeks of hiring an employee.
  • Company leaders give presentations, narrate stories and hold question-answer sessions to bring the company culture to life.
  • New hires learn about the company’s policies, the benefits they’ll get and so on.

An employee onboarding process, on the other hand, is the in-depth and thorough introduction of each individual employee into the organization.

  • Onboarding is an ongoing and continuous process. It can go on for 90 days or even extend up to an entire year.
  • The individual gets assigned to their departments, team members, mentors and who they’ll be reporting to.
  • Orientation falls under an employee onboarding program.

The 5 Benefits of Employee Onboarding

Employee onboarding can help the business achieve a lot of things. Below mentioned are some of those.

Drives Employee Engagement

Let’s understand it this way. Each person in the organization has their individual employee lifecycle. Onboarding is the beginning of that lifecycle that will help you reach your final goal of making your employees feel engaged.

Supporting new hires on their projects, involving them in the workings of the organization are some ways to engage them. Letting them know about their career growth options and how they can achieve it can also pave the way for employee engagement.

(Related: Top Employee Engagement Trends for 2019

Improves Retention

Turnover costs heavily to an organization. A study by SHRM says that replacing an employee costs 50-60 percent of that employee’s salary. Moreover, when employees leave, it affects the business in terms of recruitment costs and training efforts. When they leave, it sometimes even affects the entire team’s morale and productivity.

But an effective onboarding program will help you attract and retain top talent. With good onboarding programs, there will not be any scope for miscommunication or misunderstandings. Employers can converse with new hires at quarterly and half-yearly intervals to explain the company’s history, performance management metrics and more.

Encourages Communication from Top Down

New hires might feel unsure or intimidating to voice their concerns and feedbacks initially. But an effective onboarding program provides new employees the platform to merge this gap and converse freely with their leaders. Doing this from the beginning will encourage employees to communicate frequently with their leaders. This will result in an exchange of ideas and suggestions. It will also help strengthen the employer-employee relationships.

A good way to do it is to assign mentors to employees. Research shows that high performing companies are 2.5 times more likely to encourage mentoring during their onboarding process.

(Related:Business Communication as a building block of Employee Engagement)

Boosts The Bottom Line

Every individual employees’ productivity affects the bottom line. So, when they don’t fully understand their daily tasks, it’s going to take them more time to finish a task. This can slow down the business’ functionality and the pace at which it generates revenue.

Therefore, the more time it takes for an employee to perform, the more it costs an organization. And a comprehensive onboarding program will help your employees reach their potential.

Reduces Stress

Of both the employer and the employee. New employees are jittery before starting work. They are unsure about the work culture, how their boss will be and their peers’ co-operative spirit. Employers too are worried if the new hire will be able to perform and produce.

Onboarding takes care of it all. When you lay down daily tasks for employees and provide them with the tools to upgrade their skills, things become clear. This clarity helps in achieving targets in time and to do it in abundance.

Must Haves In An Employee Onboarding Program

An employee learns from the first day of his work. Therefore, it is up to human resources to provide them with a fulfilling onboarding experience.

Hires who are onboard look forward to their first day at work. To avoid onboarding mistakes, go through this onboarding checklist-

Pre-boarding

You needn’t wait for an employee to actually start coming to work to make them feel like they’re a part of the organization. Here are a few things that can be done before their first day at work:

  • Send them regular emails to check in, notify them about the new things happening at work.
  • Pre-define their responsibilities and their daily tasks.
  • Send them personalized welcome messages/emails to let them know that you’re excited to work with them too.
  • Set up their workstation before they join.

First Day

Now that the new hire is here, it’s time to make them feel welcome and show that you genuinely want to make their first day memorable. Here’s what you can do:

  • Personalize the experience. You may add a personalized welcome kit on their workstation which can have their team members’ names, badges, and the company’s acronyms.
  • Introduce them to their team as well as those they won’t be working with directly.
  • Assign them mentors whose ideologies you feel might match with theirs.
  • Provide them with e-learning kits and other necessary resources.

First 90 Days

Now that your employees know who their peers and mentors are, it’s time to bring them up to speed.While the first few 30 days are about learning, the next 60 and 90 days are about building on and executing that learning.

  • The first 30 days are about learning from mentors, understanding how the organization functions, who the key stakeholders are and what and how they’re supposed to fulfill goals.
  • The second month is less about training and more about doing actual work. This will involve handling clients, managing workload and executing tasks. This is also where you assign accountability to the new hires’ work.
  • By the third month, your employees should be allowed to handle projects and tasks on their own. This is when you assign them with actual responsibilities. Give them the power and autonomy to make decisions and tackle situations. This will result in them being more involved in the company and performing better.
  • Conduct continuous feedbacks to understand how they’re settling in and their relationships with their peers and managers.
    Regular check-ins between the managers and new hires should be conducted in order to understand the expectations set between these two parties. Doing this will help the organisation take hold of whether expectations are being fulfilled and if not then what can be done to improve the situation.

Bottom Line

Therefore, to provide your new hires with a satisfying employee experience, you have to build a comprehensive and effective onboarding program. How your hires feel in the initial months of joining will show in their performance and productivity. It will also impact their work ethics and most importantly, their willingness to continue at your organisation.

This article is written by Shreya Dutta who is a content writer and marketer at Vantage Circle. She is passionate about all things literature and entrepreneurship. To get in touch, reach out to editor@vantagecircle.com