The Step-By-Step Guide to Employee Onboarding

Murtuza Topiwalla
Jan 17

Employee Onboarding Process InfographicAccording to Glassdoor’s research, the right employee onboarding process can improve new hire retention by 82%! 

People are the real assets of the companies, and employee retention has a direct impact on the bottom line. Replacing an employee is expensive and can cost from 15 to 200 percent of their annual salary, depending on their level & criticality to operations. 

Companies invest a lot of money and time to hire the best employees. Therefore it is surprising that they ignore employee onboarding, even though its advantages are well documented. Either the process is non-existent, or they squeeze the entire process in 2 weeks or sometimes even 2-3 days.  

It takes a reasonable amount of time for the new employees to get accustomed to the new environment, learn about the work culture of the organization, its rules & regulations, policies, and more. A solid & structured onboarding process will ensure that the motivation and enthusiasm of the new employees remain high and also help to increase productivity

Read this article to find out how you can design & execute an effective employee onboarding program.

Table of Contents
  1. What is Employee Onboarding?
  2. Why efficient employee onboarding matters?
  3. Employee Onboarding Process
  4. Improving employee onboarding experience through HR software
  5. Conclusion
What is Employee Onboarding?

New employee Onboarding means introducing a new employee to the organization and training them for maximum productivity as soon as possible. The new employee is given all the necessary information and tools to perform their job smoothly.

It is crucial to familiarize the new employee with the company’s mission, vision, and goals. It allows the employee to understand what is expected of them and where to channel their focus.

The duration of employee onboarding differs depending on several factors such as your organization’s size, industry, seniority level, etc. However, many HR staff says that the employee onboarding process usually lasts three months.

During these three months, the employees decide whether to continue working for your organization or quit. Unfortunately, due to the poor employee onboarding process, new hires start looking for other jobs within the six months of joining. In many cases, the new employees don’t last for even a year at an organization, owing to the unset employee onboarding process.

Your workforce is the core of your organization. From their first interview to exit interview, you must ensure your employees had a good experience. For this, the key is effective onboarding.

 The three significant benefits of effective employee onboarding are:

  • Increased productivity: It is said that when employee onboarding is done right, productivity can boost by more than 50%. Effective onboarding makes new employees feel happier about their jobs. 
  • Less employee stress: Beginning a new role can be stressful for many employees. Effective onboarding process helps employees to feel better about joining a new company. Business owners can make the new employees feel welcomed and assist them in reducing their stress.
  • Defined roles: Though the new employee is aware of their responsibilities and duties, onboarding brings those descriptions to life by explaining what is expected from the new employees. At the end of the onboarding journey, the new employee should know how their character fits into the team and the business.
Why efficient employee onboarding matters?

Onboarding is the process of integrating a new employee into an organization. It is critical to the success of any business, yet it is often overlooked or done poorly.

There are many reasons why efficient employee onboarding matters. First and foremost, it can help reduce turnover. A study by the Wynhurst Group found that 69% of employees with a lousy onboarding experience were more likely to leave their job within the first year.

Furthermore, effective employee onboarding can improve job satisfaction and productivity. A study by Aberdeen Group found that employees who went through a structured onboarding program were 58% more likely to be engaged with their work and 87% more likely to stay with their company for at least three years.

Finally, efficient employee onboarding can save company money. The cost of turnover can be high, and good onboarding can help reduce it. A study by the Society for Human Resource Management found that replacing an entry-level employee is about one-fifth of their annual salary, while replacing a mid-level employee is about one-third of their yearly salary.

In short, efficient employee onboarding matters because it can help reduce turnover, improve job satisfaction and productivity, and save company funds. When done well, it is a win-win for both employer and employee.

Employee Onboarding Process

The first step of an effective employee onboarding process is pre-boarding. It is the day before the new employee begins to work at your company. At this time, you must ensure that all the paperwork is done before the joining date.

  • To complete all the paperwork beforehand.
  • To clarify any doubts or questions regarding the job profile.
  • To pave the way for a smooth first day of the new employee.
  • Provide the employee with all the necessary documents to fill up, like employee details and employment contract.
  • Provide access to the company’s online portal, essential tools required to complete tasks regularly.
  • Establish the guidelines and specify the expectations from the employee.
  • Set a time frame for the orientation and onboarding process.
  • Answer all the employee's questions before they join the company.
First Day

The day is here, and the new employee might be anxious. You must make the new employee feel welcome to the organization. The first day of work should be fun and memorable for every employee - and it is your responsibility to make that happen.

  • To make the new employee feel welcomed into the organization.
  • To ensure the new employee doesn’t feel stressed or anxious.
  • To give the new employee a hint of the kind of tasks they will be doing.
  • Send a welcome kit/package to the new employee with the company’s merchandise and gadgets required for working.
  • Give them access to necessary documents and dashboards.
  • Introduce the new employee to all the fellow employees and tell them who to contact for specific purposes.
  • Provide the new employee with necessary training material related to their responsibilities.
  • Introduce them to their immediate supervisor or manager.
First Week

The first week at work should be planned to understand their assigned tasks, but there isn’t too much pressure. Instead, the first week must give a glimpse of the organization's work culture, expectations from the employee, and goals.

  • Understand their strengths and weaknesses, and assist them in overcoming their weaknesses.
  • Track employee performance.
  • Assign the new employee some basic tasks, keep track of their performance and progress.
  • Conduct a meeting every morning before the work begins to get a recap on the work done the previous day and answer the queries of the new employee.
First Month

It is crucial to understand where the new employee stands after one month of joining - whether they are comfortable with the work culture and tools provided to them or are they burdened with too much information. If you cannot assess your employee’s standing and continue to make them work, you are setting them up to fail while your business will suffer too.

  • Help them understand where they need to focus and improve.
  • Evaluate the new employee’s position in the organization.
  • Assess the new employee’s expectations.
  • Conduct a review meeting to provide your feedback to the new employee.
  • Don’t just criticize them for tasks not done correctly in the first go, but also appraise them for their efforts and dedication.
  • Continue to conduct one-on-one meetings with the employee after one month of joining in tracking their progress.
  • If required, motivate them to sign up for a course related to their job role or provide them with necessary training material.
Three Months

Three months into the job - the onboarding process ends here. Now the new employee isn’t a new hire anymore. The employee now knows the ins and outs of the organization, is well aware of the work culture, deadlines, goals, mission & vision, and what is expected from them.

  • As an organization or HR, it is your responsibility to understand its employees’ experience and expectations. 
  • Motivate the employee to give their inputs and try creative ideas. 
  • Motivate them to think out of the box and execute their ideas for their and the organization’s benefits.
  • Ensure that you sit down with the new employees’ immediate supervisors or managers to discuss their progress.
  • Take their feedback on the employees' performance to understand the scope of their growth regarding accomplishing the company’s goals.
Tips for properly onboarding new employees

Onboarding new employees can be a daunting process, but with the right tips and guidance, it can be smooth sailing. First and foremost, encourage team collaboration and communication to make sure everyone is on the same page from day one. Have everything you need ready beforehand - paperwork, forms, etc. - so that the process runs as smoothly as possible. Next, make sure to have a process in place for onboarding new employees. This will help minimise surprises and ensure that everyone is oriented correctly and up to speed with their duties. Finally, let new employees know what their job responsibilities will be from the start. This will help to minimize any confusion or misunderstandings. Overall, a well-planned onboarding process will help ensure that new employees are onboarding smoothly and with minimal disruption.

1. Start with the basics

It is important to make onboarding new employees as smooth and easy as possible. By following a few simple tips, you can ensure that their first day on the job is good. Ensure you review their performance reviews regularly and give them feedback when needed - this will help them grow into their role effectively. It's also important to celebrate successes so new staff members know they are part-of-the-team from day one!

2. Set new hires up with a mentor

Setting new hires up with a mentor is one of the best ways to help them get acquainted with the company culture and learn from the best practices. A good way to achieve this is by having them shadow an experienced employee for a period of time. This will help new employees understand how things work at your workplace, and gain practical experience in their field. Make sure you keep communication open with your new hire- it's important for their development as well as yours! You need to know what they're doing well and where they could improve, so that both of you can move forward together successfully.

3. Hold regular 1:1 sessions
  1. It's essential to hold regular 1:1 sessions with new employees so that you can stay in touch and make sure they are happy with their position. 
  2. You should also introduce them to the team and give them a basic overview of their role - this will help build trust between you and the new hire. 
  3. Make sure to thoroughly discuss company culture and expectations with new hires before they start work - this will set the tone for the whole experience at your company!
4. Create and strengthen connections

Making sure new employees feel welcome and comfortable from the start is essential in retaining them. Positive reinforcement will encourage them to stay with your company for a long time, while giving them a clear understanding of their job and outlining their responsibilities will help boost productivity. Encouraging feedback both publicly and privately is also important as it helps employees learn and grow professionally.

5. Check in on a regular basis

It is important to check in on new employees regularly to ensure they are comfortable and meeting the company's expectations. Make sure you have a clear job description that the employee can understand and follow, as well as training on company policies and procedures. Introduce new employees to your team as soon as possible so that everyone has an introduction to one another. Encourage feedback from new employees - this will help you identify any issues early on while they are still relatively fresh in the workforce. Do not rush things - ensure the process is smooth for both employee and employer alike by taking enough time for adjustment.

5 Best Practices for Employee Onboarding

Employee onboarding is essential for a company's success. It's important to provide new employees with the training and resources they need to be successful and comfortable in their new role. Furthermore, creating a welcoming and positive environment from the start is important to ensure a smooth transition. When disciplinary actions need to be taken, be sensitive and professional to ensure new employees feel respected and supported. Lastly, be proactive in communicating any changes or updates to the job to new employees so they feel informed and in control. By doing this, you'll help new employees to feel at home and motivated to be successful.

1. Integrated HR practices

Integrated HR practices are essential to ensure that new employees get the most out of their time with the company. A good onboarding process should include all employee needs such as HR, training, and development. Additionally, make sure you have an induction period where you introduce new employees to the company culture and values. Ensuring they know everything about your policies is vital so that they can hit the ground running smoothly from day one!

2. Make use of checklists

Onboarding a new employee is a necessary process that should be handled with care and precision. By following some essential checklists, you can make sure that the process runs smoothly and that there are no hidden surprises. Be patient with the new hire - it can take some time for them to adjust to company culture and norms. In addition, make sure to cover all areas of the job during their training period- from onboarding paperwork to on-the-job training. Having checklistified the entire onboarding process will go a long way in ensuring good employee retention rates while minimizing HR headaches down the line.

3. Consistent onboarding

Onboarding is an essential process that new employees need to go through in order to be successful. Employers need to provide the necessary tools and resources so that their new hiree feels welcomed and understood from day one. Furthermore, it is crucial to have a clear process that everyone understands and follows. This way, there are no gaps or misunderstandings, which could lead to employee frustration or even quitting the company altogether!

4. Continual evaluation

Continual evaluation is an important part of the employee management process. It helps to ensure that employees are meeting company expectations while providing training and development programmes that will help them grow and develop as professionals. Reviewing employee performance regularly can be done through performance reviews or other forms of observation such as feedback sessions. The key is ensuring these evaluations are objective and fair, without bias or favouritism.

5. Make efficient workflows

Creating an efficient onboarding process is essential to get new employees up and running as fast as possible. By doing this, you will reduce the amount of time they need to learn about their new role and company culture. Be sure to reward your new team members for their hard work - this will encourage them to stay with you for a long time. Also, use workflow systems that help every employee know what's expected from them clearly and concisely. This way, there won't be any confusion or unnecessary delays when starting working on day one!

Improving employee onboarding experience through HR software

Irrespective of the size of a company, HR leaders always have a lot on their plate. They already spend a tremendous amount of time looking for suitable candidates; they already have a lot on their plate - completing the paperwork, processing payroll, updating policies, maintaining employee records, and much more.

Amidst so many tasks, HR cannot invest all their time in the manual onboarding process - onboarding is a time-consuming task. The automated onboarding process can reduce their workload by a considerable margin, and the onboarding process will also be conducted without any errors.

Using HR software can say goodbye to the employee onboarding checklist and forms and eradicate manual reliance in the new hire onboarding process. With such software, the complicated approval process is simplified and efficient. Also, it takes care of everything from onboarding to notifying employees about their tasks, so HR leaders don’t need to worry about anything. Instead, they can focus on building relationships, whereas the HR software can do mundane jobs and day-to-day activities.Frequently Asked Questions

1. How do I effectively evaluate new employees during the onboarding process?

The onboarding process should include giving new hires guidelines and instructions about how to reach out for help if they encounter any issues during their tenure with your company. Additionally, assess candidates based on their skills and cultural fit for the job. 

Interviewees should be asked questions about how they would handle certain situations at work. Finally, make sure to have a set process for evaluating new hires so that everyone in the company is familiar with it. This way, you can avoid any potential clashes or misunderstandings during the onboarding process.

2. How can I help my new hires become more engaged and committed to their work responsibilities?

One of the best ways to help new hires become more engaged and committed to their work responsibilities is by ensuring regular communication. Keep them updated on company news, changes within their department or organization, and any important developments that may affect their work. 

In addition, make sure to provide a welcoming and friendly environment for them. This means setting a good example and respecting their time and privacy. It is also essential to create an environment where new hires feel like they are part of a team and know what's happening. Providing ample training and development opportunities is another great way to help new hires succeed in their roles quickly. By providing them with the training they need to stay current with changes within their department or organization, you'll help them be successful in the long run.

3. What should be included in an onboarding package?

An onboarding package should include many important things, such as: 

  1. Introducing yourself to your new employee: Make sure to introduce yourself and let them know your role within the company. 
  2. Explaining how the company operates: Explain the company's culture, team members, and how the company works. 
  3. Setting expectations for work: Let your new employee know what their job duties are and what expectations you have for their performance. 
  4. Providing training on the job duties: It's essential to provide new employees with adequate training to be successful within their role. 
  5. Make sure communication goals are set and met: Keep in mind that communication is key between team members, so set up call times and agendas to ensure that all communication is managed effectively. 
  6. Creating a positive onboarding experience for new employees: This will help to create an excellent first impression and promote employee retention rates.
4. How can I create a positive and productive working environment for my new employees?

Creating a positive and productive working environment begins with setting clear expectations. It would help if you were upfront with your new hires about the company culture and the expectations that are expected of them. Communication is also essential, especially early in their company tenure. This way, everyone stays up-to-date on company events and knows their role within the team. 

Celebrating team successes is also essential - it sends a message to recruits that this company is an excellent workplace and encourages employee loyalty and camaraderie. Praising employees for doing a good job will encourage others to follow suit. Ultimately, it will create a healthy culture and environment for all.

5. How can I help my team members develop strong work habits quickly?

Here are a few tips that can help your team members develop strong work habits quickly: 

  1. Always communicate with your team members clearly and concisely. This will help ensure everyone is on the same page and understands their expectations. 
  2. Provide feedback opportunities so each team member can grow and learn from their mistakes. This will help them to improve as individuals and professionals. 
  3. One of the best ways to onboard new employees is by setting clear and concise expectations. This way, new team members know what to expect and learn how to reach you if they have any questions or concerns.

The employee onboarding process starts an employee’s relationship with the organization. You can practice new hire onboarding with the steps mentioned above to establish your organization’s customized onboarding process.

Carbonate HR software is the solution to all your new hire onboarding problems. See how we can make your troubles fade away; drop us a message.

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