Understanding the Onboarding Process for Employees

The process of employee onboarding is important to help your new employees transition into their roles and become effective team members.  This guide will not only define the onboarding process, but it goes into the standard checklist for you to be able to make sure you have all the points covered.

Defining Employee Onboarding: Employee onboarding refers to the process of introducing employees to an organisations culture, policies and procedures. This can be a task especially when there are employees joining at the same time. A strong onboarding system ensures that all newcomers are well prepared before starting their roles avoiding any difficulties and creating a positive first impression.

In this guide we provide a user checklist for employees to ensure they have everything they need to start their roles smoothly. When it comes to employee onboarding programs having a defined plan is crucial. This involves creating a list of information that every new hire should know about their role, in the organisation. The more detailed your plan is, the better. Additionally it’s important to set goals and objectives for each stage of the onboarding process. For example if the goal is to train hires, on using the companys software consider these steps;

Develop a training schedule.

Prepare training materials. Schedule training sessions, with the IT department to provide software access training. Having a defined plan with goals helps minimise errors and allows you to identify any knowledge gaps among your new employees. Every new employee wants to feel welcomed and valued by their employer. It’s important to personalise every aspect of their onboarding process. For example if the goal is to train them on using software you can start by sending a welcome email that explains how to access the software. Additionally consider scheduling a meeting to introduce yourself and clarify your role within the organisation.

Remember that employees appreciate being recognised as individuals than just another number. Make sure your approach provides the attention they deserve. When creating an employee onboarding checklist it’s crucial to have precise instructions regarding job responsibilities. Unclear instructions can lead to wasted time and resources. Ensure that new hires are well informed about their job tasks and have access, to all the information required for them to fulfil their assigned duties.

One aspect often overlooked is the failure to clearly define roles and responsibilities. To avoid the risk of hiring individuals who do not fit well within the teams structure it is important to outline the roles and responsibilities, for each position. This will enhance clarity by assigning duties to each role. One effective approach to helping new hires understand your organisations culture is to involve executives from your company in the onboarding process. Their involvement can effectively convey the companys values and expectations as they are well placed to offer insights into your companys culture. As technology continues to advance many companies are using tools to streamline the onboarding process. These tools facilitate efficient access, for employees to information. Consider consulting with a developer onboarding checklist to explore how these tools can be integrated.

Providing training materials and an onboarding checklist to new employees is considered a practice. This approach not saves time and money.  It helps employees familiarise themselves with the organisations products and services. It is crucial to create an comfortable environment for employees as soon as they join the company.

It is recommended to use these points as a guide in developing an employee onboarding checklist. A executed onboarding process sets the tone for employees and significantly influences their performance and productivity. Did you know that most employees make the decision to leave a job within their 18 months? By implementing a structured onboarding program that supports employees during their months with the company you can greatly increase the chances of retaining them.

Here’s a handy checklist to help you onboard employees;

Before the Employees First Day;

Prepare the Workspace;

Make sure the employees workstation or office is fully equipped with all the equipment and supplies.
Assign a mentor or another team member if applicable.

Documentation and Paperwork;

• Get all the essential employment documents ready, such, as contracts, tax forms and confidentiality agreements.
• Create a personnel file for the employee.

Technology Setup;

• Arrange for computer access, phone usage, email setup and software permissions.
• Ensure that login credentials and permissions are prepared in advance.

Training Materials;

• Collect training manuals, videos or any other materials required for the employees training.

Schedule Orientation;

• Organise the employees first day schedule with introductions and an orientation program in mind.

On the Employees First Day;

Welcome and Introduction;

• Warmly greet the employee. Introduce them to their team members and key co-workers.

Office Tour;

• Take them on a tour of the office premises highlighting areas, like restrooms, kitchen facilities and emergency exits.

Company Policies and Culture;

• Provide an overview of your company policies, values and culture to assist them with your organisations ethos.

Paperwork and Compliance;

• Go through any remaining paperwork or compliance forms that need reviewing or completing.

Technology and Tools;

• Assist the employee in getting their computer, email and any necessary software tools up and running.

Security and Access;

• Make sure the employee understands our security protocols and has the access permissions.

Training;

• Start off with training sessions as needed including safety training.

During the First Week;

Role and Responsibilities;

• Clearly define the employees job role and responsibilities.
• Establish performance expectations and goals.

Development;

• Schedule training sessions as required.
• Discuss opportunities, for growth.

Meetings and Check Ins;

• Arrange check in’s with the employee to address any questions or concerns they may have.

Ongoing Onboarding (First Month and Beyond);

Benefits and Compensation;

• Ensure that the employee comprehends their benefits package and how their compensation is structured.

Performance Reviews;

• Set a timeline for conducting performance reviews and providing feedback sessions.

Company Culture Integration;

• Encourage integration of the employee into our company culture.
• Organise team building activities if applicable or suitable.

Mentoring Support;

• Continue offering mentorship and support to the employee as needed throughout their journey with us.

Feedback Adaptation;

• Gather feedback from the employee, on their onboarding experience making adjustments if required.

Long Term Onboarding;

Career Growth;

• Engage in conversations, about long term career aspirations and possibilities for development.
• Promote enhancement of skills and knowledge.

Employee Retention Techniques;

• Adopt strategies to foster employee satisfaction and commitment to the organisation.
• Establish channels, for feedback and assistance.

Keep in mind that onboarding is not an event but a continuous process aimed at integrating employees into the company. Customise this checklist according to your organisations requirements and values. Learn more about the onboarding process with either a leadership and management course or a tailored training program to suit your HR needs.