How to Create an Effective Onboarding Process

Effective onboarding of new employees is more than just conducting an orientation. Though the two are often confused.

An employee orientation introduces the employee to the company's culture, values, mission. It is a part of onboarding and covers administrative tasks – filling out forms, office tour, details of security access, safety procedures – and meet and greet (team introductions, learning about the company culture, hierarchy). Employee orientation is typically conducted by the HR team.

What is an onboarding process?

The onboarding process, on the other hand, is a long-term, extended process designed to integrate the new employee into the organization. Its goal is to provide the resources, knowledge, and information, the new hire needs to succeed in their role. A well-planned onboarding process can help new staff fit into their roles faster and become productive members of the team.

An effective employee onboarding process accomplishes several things:

• Gives new hires a positive impression of your company, culture, and core values
• Sets clear expectations for new employees
• Keeps new hires motivated and engaged
• Reduces turnover rates of new employees and helps retain them for the long term

What to include in an employee onboarding program?

You should always design an onboarding process based on the needs of your business and what is required for new employees to succeed in their roles.

Here's a breakdown of what to include in a new employee onboarding program:

Orientation

Introduce the company's culture, values, mission, and overall vision to the new employee. This sets the tone for their role within the organization. The orientation should also instruct employees on proper workplace conduct, responses to certain health and safety incidents and emergencies, and how to report hazards.

Mandatory paperwork and documentation

Employees can use the onboarding process to complete all necessary paperwork, including tax forms, benefits enrollment, and company policy agreements, such as non-disclosure agreements (NDAs).

Meeting the team

Introduce team members, supervisors, key personnel, and staff to the new employee. This will help them understand team dynamics and encourage them to collaborate with their colleagues.

Employer expectations

Provide your new employees clarity on their duties and responsibilities. Include a detailed breakdown of their daily tasks in the onboarding program. You should also provide the employee with the key performance indicators on which success in their role would be measured.  

Role-specific training

Use the onboarding period to provide training specific to the employee's role. This may include covering technical skills, software usage, safety protocols, and any other relevant skills or knowledge they need to do their job well. Set up a training schedule that includes coaching, mentoring, and on-the-job training. Proper training will help the employee transition into the new role with confidence.  

Buddy system

Assign mentors or buddies to guide new hires. These mentors can offer support, answer questions, and help newcomers integrate into the workplace more smoothly.

Feedback and evaluation

Regularly follow up with the employee on their progress through weekly or monthly check-ins. Gather feedback about their onboarding experience and address any concerns that may arise.

Continuous improvement

The onboarding process should be regularly evaluated and improved. Ideally, you want to make updates and refinements based on your organization’s changing needs and employee feedback.

What are the benefits of onboarding employees?

A proper onboarding process adequately prepares new employees for their new workplaces and job responsibilities. Here are some of the benefits of having an effective onboarding process in place:

Positive first impression

Onboarding is an employee's first impression of your company. A well-structured process ensures that new hires feel welcomed, valued, and excited about their new roles. They’ll also feel more engaged with your organization.

High productivity

A proper onboarding process accelerates the time it takes for new employees to become fully productive in their positions. It minimizes any learning curves, gets them up to speed in their daily tasks faster, and saves time and costs by letting new hires contribute to projects right away.

Increased retention rates

Employees who had a positive experience with an onboarding process are more likely to stay with the company. With proper introductions and orientations, new employees feel included in your organization and their work environment. By having a well-planned onboarding process, you can reduce the turnover rates of new employees and save unnecessary costs and business disruptions that come with frequent employee exits.

How to onboard a new employee remotely?

With the increased availability of remote work options, employers need to have a process in place to onboard new remote staff. It’s just as important to onboard remote workers as you would an onsite employee since remote work can feel isolating and lonely. Remote employees who don't feel supported or connected to the organization may become disengaged, which can affect their productivity.

Here are some steps you can take to onboard a remote worker:

Send an onboarding e-package

Welcome your new employee with a digital onboarding package that includes:

• Employee handbook
• E-forms for direct deposit, tax, benefit enrollment information
• Resources on the company history, brand values, leadership team
• A virtual onboarding induction plan & guidance on remote working best practices
• Company-branded merch, like coffee mug, stationery, water bottles

Provide proper equipment

Ensure that all necessary equipment, software, and accounts are set up before the employee's start date. Their laptop should have all necessary software installed and all essential accounts set up and be shipped to the remote employee before their first day of work. 

Virtual welcome meeting

Host a virtual welcome meeting via video conferencing. This meeting should include introductions to team members, a brief overview of the company culture, and an explanation of the remote work setup.

Technology orientation and IT support

Schedule training video calls to help the new employee become familiar with the tools and software they would be using for work. As well, offer remote IT support for technical issues the employee may encounter while setting up their remote workspace.

Regular check-ins

Schedule regular one-on-one video calls with the new employee to check their progress, address any concerns, and provide feedback. Encourage them to pitch ideas, voice issues, and offer suggestions related to their work.

Provide feedback

Give constructive feedback to help the remote employee improve and grow in their role. You can use this opportunity to set clear performance goals, expectations, and establish a timeline for regular evaluations.

Do you need help creating an effective employee onboarding process?

Peninsula Canada is your HR partner in creating an effective employee onboarding process. Our experts can help you develop workplace policies, essential HR documentation, and ensure compliance with employment legislation. Contact us today at 1 (833) 247-3652 to learn more about our services.