How to Onboard Employees

How to Onboard Employees

The complete 2021 guide to onboarding employees.

Recruiting can be one of the most intense tasks that HR Managers face. With 21% of Millennials switching jobs in the last year, we are seeing a constant change.

Now more than ever, finding the right candidate is crucial, however, the real challenge comes afterwards. With new employees, you run the risk of them being out of their element and overwhelmed in their new environment or looking for something new.

After spending time and resources to recruit new talent, the likelihood of them moving on and switching roles is increasing. All that hard work will have been for nothing, leaving you back at step one. Even worse, they could even back out at the last minute.

Enter onboarding, the solution to your problems.

But what is onboarding? Why is it important? What are the four phases of onboarding?

In this article, we will cover all you need to know. From the basic definition leading to the processes involved as well as tips on how to make it more efficient for your business. So, let’s take a look.

What is Onboarding?

Onboarding employees is the process of introducing newly hired employees to their new company. It is a human resources term that is used to define the integration process, ensuring new staff are seamlessly introduced to the role.

Sometimes referred to as organisational socialisation, onboarding can last from a couple of weeks to a year, however, the most efficient processes last a few months. It focuses on making the individual more confident and competent in their new position.

Why Is Onboarding Important?

It is important because employees are given space and time to acclimatise to their new job. This not only means the duties and responsibilities involved but also learning the company’s values and philosophies.

Onboarding helps to engage the employee and aims to help them feel more committed to the company’s success. On the other hand, poor onboarding can result in staff leaving, with 1 in 10 leaving a company due to a poor onboarding experience.

Who Does Onboarding?

It can be done by numerous members of the employer, such as a supervisor or member of HR. Often, there will be a collaborative effort from different parts of a workforce to help introduce the new employee to the company.

Sometimes, newly hired staff will be issued a peer mentor to ease the learning process, as well as someone to talk to about their new experiences. Peer mentors should be someone with a positive attitude, in addition, have the characteristics you’d want reflecting.

What Are Onboarding Activities?

There is no specific definition of what exactly onboarding activities are. Different companies will have different methods and tools, each being effective for their own brand. Below are some examples of common activities:

  • Job training
  • Facility tours
  • Team introductions
  • Team building exercises
  • Handbook training
  • Policy and culture training
  • Health and safety courses

What Is The Onboarding Process For A New Employee?

Most HR professionals will agree that the onboarding process begins as soon as the job offer is accepted, ending when the new employee is meeting expectations.

Research has shown that the onboarding quality will dramatically impact performance as well as other important factors. The best onboarding processes will have some sort of method that aims to deliver the following:

  • Setting expectations
  • Building relationships with other employees
  • Creating confidence and trust
  • Creating a clear definition of roles and boundaries

What Are The 4 Phases Of Onboarding?

So, we know the benefits of onboarding, now let’s break it down into four phases. It starts with pre-onboarding and ends with the transition into the new role. Below is a table explaining the four phases.

1. Pre-onboardingFirstly, we begin with pre-onboarding. This starts when the job offer has been accepted. Many employees could be uncertain and anxious about the new role, not knowing what to expect.    That is why it is so important to begin the process early. Simply keeping candidates updated and informed of developments about the role will make them feel better about their decision.    Be sure to help employees with any paperwork, giving them time to finish these tasks and not rushing them. If they need help with relocation or transport to the new role, this is the time to one as helpful as possible.
2. WelcomingNext is the welcoming phase, where orientation is used to help new staff become used to new surroundings. Remember, new employees won’t know the ins and outs of what happens on a daily basis.    Before joining, give them a clear picture of what exactly is involved. The first day should be as simple as can be, not overwhelming them with information and tasks.    Exercises such as understanding organisational culture and talking about topics like attendance and payroll policies will help to settle individuals in. Also, direct them to parking spots and cafeterias, as well as introduce teammates and other members of staff.
3. Role-specific trainingOne of the most important phases is role-specific training. This is a time to allow employees to help employees get to grips with your way of working and the duties involved.    There are different types of training to use, such a video training, self-paced learning, shadowing and many others. It will all depend on your industry and what would be most beneficial to the role.    New staff should feel comfortable in this environment, not pushed too far where they want to leave. All learning material should be stored too, allowing staff to easily access at any time and be able to refer back to if needed.
4. Transition and integrationLastly, this is the time to put all the training to the test. From early beginnings, the employee should have a solid understanding of the role and now can become one of the team.
 
Before being let loose, there should be clear expectations of the responsibilities and role within the industry. For the first few weeks, their progress should be closely monitored.

Keep smart goals that are easy to track so that staff can visualise what good, quality work looks like. From there, goals can be adjusted to meet productivity targets and at the end of the month, a performance review should be organised to help analyse and improve their performance.

How Long Does Onboarding Take?

When it comes to onboarding, there isn’t a set time of how long it takes. However, remember that the process should be thorough to ensure employee engagement is maximised.

From a couple of weeks to as long as a year, it will all depend on the industry and environment new hires will be working in. You don’t want them feeling unconnected and overwhelmed with their new responsibilities.

On average, most HR professionals say that it should last around 90 days, making sure that employees have the resources they need to feel confident in the duties they now undertake.

How Do You Onboard A New Employee Quickly?

You may want to speed up the process and get new staff up and running as soon as possible. Remember, this shouldn’t be rushed, as you may find new hires stressed out and looking to leave. However, here are some tips to make it more efficient.

Give clear explanationsBy giving out clear information, there is a solid understanding of what is expected in various areas of your business. Vague, unclear explanations will only result in more time delays and more time explaining what is required.
Use peer mentorsAs mentioned earlier, peer mentors can be a great way to introduce new hires to the business. They can provide someone to talk to, as well as reflect what exactly is required of the team into the new employees.
Encourage questionsNew employees should feel comfortable asking questions, even if they sound obvious. There is no such thing as too many questions and they should feel welcome to ask anything. Explain that there are no such thing as bad questions and that you have an expectation of them asking questions.

Why Does Efficient Employee Onboarding Matter?

Finally, why is an efficient process important? Well, with it being the first interaction that the new employee has with your company, you want to make a good impression. Here are some other reasons why it matters:

  • The quicker you can get employees feeling comfortable, the quicker they will be able to integrate into the full team.
  • There may be regrets about their decision to join your company if the experience is poor.
  • It will also save you a lot of money. By getting staff onto proper tasks earlier, you can speed up production, as well as not have to look elsewhere for new staff.
  • Efficient processes help new hires to settle down and create solid bonds with other employees, making your business grow and expand.
  • HR staff have enough on their plate as it is. By having an inefficient onboarding process, you are only adding more work and stress to their workload.
  • Poor experiences could result in an increased risk of staff leaving early. First impressions are key, make a good one.