Various stakeholders should come together to prepare before new hires join officially, so they can have a seamless onboarding experience.
Here are the following items:
1. HR and managers should come together to review the new employee onboarding plan
41% of employers believed the lack of a structured employee onboarding process had negative impact on their organizations.
These negative consequences include: lower productivity, higher employee turnover, lower employee morale, lower employee engagement, lower employee confidence, etc.
It's important to have a streamlined onboarding plan with clear tasks and responsibilities.
✓ Lay out milestones for the new hire (e.g: Day 1, Day 14, Day 30 like outlined in this content)
✓ Determine specific goals to achieve at each milestone
✓ Identify the stakeholders to be involved for each milestone and goal
❌ Rely solely on templates (not even this one!). It's important to consider your organization's structure and processes, and tailor your onboarding accordingly
❌ Use the same approach for all new hires. For example, a new hire in Sales would require a different training than a new hire in the Engineering team. Leaders, managers, and HR should discuss how to better personalize onboarding plans for different roles
2. HR and IT department to set up all the necessary access
Prior to a new hire's joining date, HR and IT department should enable their access to office, hardware and software. This step is important to avoid confusion and frustrations on the first day at work.
Send out or prepare welcome packages for new hires would during this period.
You also need to set up necessary software and digital tools (e.g., communication platforms). Provide employee handbooks, onboarding guides, etc. to detail required tools and installation process. Logins and access codes can be included as well.
💼 For on-site employees:
• Remember to share physical building access to them, along with instructions if required
• They should either find physical equipment (e.g., laptops) and/or welcome packages at their desks or be given clear instructions on how to collect them
👩💻 For remote employees:
• Physical equipment and/or welcome packages should be sent to their doorstep in advance of the first day
Copy this best practice in logistics planning 👇
Kimly Construction ensured that proper logistics planning was done in advance so that employees had the appropriate equipment to start their work. It created a seamless remote onboarding experience despite being one of the most badly hit industries during the Covid-19 pandemic.
It created a seamless remote onboarding experience despite being one of the most badly hit industries during the Covid-19 pandemic.
Copy this best practice in welcoming new hires 👇
New hires in Salesforce are warmly received with a welcome pack - that includes laptops, headphones, etc. - which is customized to suit different teams and reviewed to update the contents.
3. HR to prepare for employee onboarding survey and/or data collection
Onboarding survey helps to capture new hires’ sentiments across onboarding milestones starting from Day 1.
Schedule surveys to be sent out automatically when each new hire hits a new milestone. This ensures efficiency and punctual survey delivery without missing any milestones.
“An onboarding survey allows you to identify each new hire’s needs and address them. The personalized attention will help you hold on to top talent."
- Reuben Yonatan, founder and CEO of GetVoIP. Source: Business News Daily
Copy this best practice in setting up onboarding surveys 👇
MyRepublic’s (Best Onboarding Experience from EngageRocket's Workplace of the Year 2022 Awards) onboarding surveys measure multiple aspects of onboarding, including operational effectiveness (e.g., whether new hires feel welcomed by managers on Day 1), experience (e.g., being valued at work, empowerment) and productivity (e.g., understanding of role, building connection).
💡 Know exactly what to ask your new hires, at the right time
Our Ultimate Employee Onboarding Checklist covers key questions to ask your new hires at different milestones, so you can keep improving your onboarding process.
4. Manager to schedule welcome (and introduction) team meetings for new hire
Copy this best practice in scheduling welcome meetings 👇
Clef (now Rublon) provides guidelines for these 3 meetings to be scheduled in advance on the whole team’s calendar: 1. New hire’s first day, 2. Team lunch to welcome the new hire, and 3. Team celebration.