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Employee Onboarding Process

Ivan Kolarić

When a new employee first walks into an office of his new workplace, they will have a lot of new faces to meet, paperwork to fill out, a personal computer to set up and new processes to learn. By having planned onboarding steps, a company will give them all the information and tools they need to make them feel comfortable in their new environment and the confidence to perform outstandingly.

The following are tips and tricks that will help you set up an employee onboarding process:

 

  1. Recruitment

Your companies recruitment process should make it clear to a candidate what your company expects from an employee, what your company's mission, vision, and culture are.

Tips:

  • You should do a review of your website, the clarity of job descriptions, and questions that are being asked during the job interview. The goal here is accuracy, clarity, and tone.
  • Prepare a task or a test for candidates that will help you understand how they work and so that they can see your expectations.
  • You have to be transparent about company policies. Company policies deeply impact candidates. Let them know your companies vacation policies, dress code, and work from home policies.
  • Have your HR Team review your employment processes and procedures and give you feedback on what can be improved.

 

  1. First time at the office

Your companies work environment can have a big impact on candidates. If candidates are not happy and compatible with the workspace you provide, it could greatly impact their performance and even the will to work for you.

Tips:

  • Let your candidates see the workstation intended for them, and the equipment they are supposed to work with.
  • Give your candidates a full tour of the office space, let them see the kitchen, conference rooms, leisure room, restroom.
  • Introduce your candidates with everyone you meet when you stroll through the office.
  • Introduce them to places they might want to visit outside the office building such as nearby restaurants or coffee places.

 

  1. The Offer Letter

Let your candidate know that you are excited they chose to work for your company. Build warmth and excitement to drive the sentiment that you are excited to work with them.

Tips:

  • Send your new employee a message and tell them you are excited that they accepted the offer.
  • State their responsibilities and your expectations.

 

  1. Early Onboarding

The first few weeks after the candidate signs the offer letter is the time to officially start their onboarding. Make the most of this engagement opportunity.

Tips:

  • Make sure managers focus on getting the new employee excited for work.
  • Share all relevant information with your new employee. Share details on assignments the employee will take on when they officially start. Share their email address, phone number and grant access to any tools your company is using (communication channels, phone numbers, colleague email addresses, time tracking software, etc.)
  • Assignments for at least the first week of work.
  • Inform your new employee if your company has any upcoming celebrations such as work anniversaries or other events that your company might have.
  • Let your new employee know you are available to answer any questions or concerns they might have.

 

  1. Day 1

Help your new employee feel welcome. Make their first day feel personal, not overly planned out.

Tips:

  • Use the first 20 minutes in the morning to welcome your new employee.
  • Use the last 20 minutes of the day for a debriefing.
  • Invite your new employee for a lunch break with the team the new employee will be working with. Keep the conversation informal, focus on small talk, and not on work-related topics.

 

  1. The first week

Get your new employee excited about what the future might bring. Help your new employee imagine possible future roles they might be given at your company.

Tips:

  • Send out an email to let your existing employees know about the new hire.
  • Try to schedule a meet and greet with people the new employee might collaborate with.
  • Let the new employee meet the company leaders.

 

  1. Employee engagement

Help your new employee build relationships within the company.

Tips:

  • Invite your new employee to previously scheduled team-building events.
  • Schedule one week and one-month check-ins with the new employee, find out how they feel in their new work environment, and if they have any specific concerns or questions they need addressing.
  • Offer your new employee recognition for tasks they have finished and the goals they have accomplished.

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