In recent weeks we have had clients seeking guidance on how to improve their onboarding process and improve employee retention. Over the years, we have seen it all. We’ve witnessed the benefits of an effective onboarding process as well as the cost of a poor one.
“Onboarding’ refers to the processes in which new hires are integrated into the organization. It includes activities that allow new employees to complete an initial new-hire orientation process, as well as learn about the organization and its structure, culture, vision, mission and values. For some organizations, the onboarding process consists of one or two days of activities; for other organizations, this process may involve a series of activities spanning one or many months.” (Source)
Before we get into the tips, let’s look at some real-life examples using two of our clients.
Company A: Global Digital Media Organisation
You have accepted a job offer from Company A.
On the week of acceptance, you will receive an email from the TA team welcoming you to the team and providing you with all your login details, passwords, contracts, employee handbook etc.
The following week, you will receive a phone call from HR to check in with you and let you know how excited they are for you to come and start. This is an opportunity for the candidate to ask any questions they have or express any concerns. This ensures that the candidate has everything they need, all of their questions are answered, and concerns are resolved. This will leave the candidate feeling valued, reassured and with increased morale.
The week before starting, you will receive an email outlining the plan for your first day, again reminding you that the company have not forgotten about you and are anticipating your arrival and that there is a plan in place when you arrive.
Over the course of your first day, you are introduced to all of your new co-workers, given a warm welcome and all of your equipment is prepared and waiting for you.
Over the coming weeks and months, there will be regular check ins to ensure that you are settling in and acclimatising to your new role and workplace.
The result is a seamless and repeatable process that, out of the 30+ candidates we have placed, has led to 0 onboarding issues and increases job satisfaction and employee retention for the employer.
Company B: B2B Focused Traditional Industry
You have accepted a job offer from Company B.
The week of acceptance, you receive no contract and have no communication with the employer.
The second week, after some back and forth, you eventually get the contract. You have emailed numerous times with questions around equipment/software and get no reply.
You receive no communication from the employer until a couple of days out when all of a sudden everything is a panic and a rush to get everything in place.
So, what are the key learnings?
1. Communication is Key
Your candidate has just accepted your job offer and generally have circa one months notice. The worst onboarding mistake, which we still see happen, is the employer not having any communication with candidate until their first day.
Just like the recruitment process, momentum and communication are key to getting things over the line and keeping the candidate engaged.
2. Preparation
As highlighted in the previous paragraph, employers must take the time to ensure that everything is prepared for the new hire well and there is a plan in place for their integration well in advance.
This means that all of the new hires IT equipment, email, office keys and supplies should all be ready and waiting. On the first day, they should also have pre-planned meetings with co-workers, managers and Senior Management.
All expectations and duties should be clearly defined so the new hire knows exactly what they are there to do and can get to work.
Regular check-ins should be scheduled over the coming weeks to ensure a seamless transition.
3. Process
The successful onboarding process, once clearly defined, should be easily repeatable and the same level of care taken for every new hire into the business.
It only takes one bad experience to tarnish your employer brand that you’ve worked so hard to build, therefore, consistency is key to overall success.
