The Step-By-Step Guide to Employee Onboarding

Murtuza Topiwalla
Jan 17

According 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. Employee Onboarding Process
  3. Improving employee onboarding experience through HR software
  4. 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.
Employee Onboarding Process
Pre-boarding

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.

Goals
  • 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.
Actionables
  • 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.

Goals
  • 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.
Actionables
  • 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.

Goals
  • Understand their strengths and weaknesses, and assist them in overcoming their weaknesses.
  • Track employee performance.
Actionables
  • 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.

Goals
  • 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.
Actionables
  • 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.

Goals
  • 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. 
Actionables
  • 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.
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.

Conclusion

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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