Onboarding, how to do it right? What should you remember about? What are the stages, types and forms of onboarding?
How to hire and keep the right employee in your company?
How to effectively train an employee and provide him with the necessary knowledge, minimizing costs and ensuring efficient work organization?
What can I do to make an employee stay in the company after the trial period is over?
You're looking for answers? That's where onboarding comes to the rescue.
What is onboarding?
How to implement onboarding in the company and how to do it right?
What should you remember about? What are the stages, types and forms of onboarding?
Is onboarding a good solution for large companies with a high level of employee turnover only or is it also beneficial for SMEs?
The word "onboarding" comes from the English language and freely translated means "everyone on board".
In aviation, the term "onboarding" refers to the procedures that are necessary for boarding a traveler. This concept has also caught on in the area of recruitment. A certain analogy can be noted. If we consider work in the company to be a journey or a sky adventure, appropriate boarding is essential, that is "onboarding".
Employee onboarding - important aspects
Employee onboarding can involve many different aspects. The process of effective onboarding should consist of four elements:
4C
- Compliance (procedures),
- Clarification (goals and responsibilities),
- Culture,
- Connection.
The first day in a new job is a very stressful and unique experience for each of us. A lot depends on the implementation processes for recruited employees that are used by the new employer. A good atmosphere and a pleasant reception by colleagues are what counts. On the new career path, we will learn about new rules and procedures as well as the specifics of a given company and industry.
Compliance (Procedures)
This is the administrative stage. The employee provides the appropriate documentation to the employer (e.g. employment certificates, diplomas), fills in the documents, signs the forms, and the employer allows him to start work. At this stage, it is worth properly preparing the workplace (position, desk, computer) and setting up an individual e-mail box and handing over business cards. If we prepare it in advance, the new employee's sense of worth will increase. This will wake him up to the realization that someone was really waiting for him.
Clarification (Tasks and Goals)
It is a presentation of tasks and expectations towards an employee. At this stage, the idea is that both the employee, the employer, and the team that the hired person has joined, understand the goals of the new employee in the same way.
Culture
It is the culture of the organization, showing how to work in the company to achieve the set goals.
Connection
It is an element of employee adaptation, associated with integration with the team and the sense of the company's mission. These elements make the newly hired employee identify with the company and feel so good in the environment that he willingly returns to it.
What can't be missing from onboarding?
The new employee should be familiarized with the structure and work culture prevailing in the company during onboarding. Provide him with comfortable working conditions, good organization of the position and the necessary materials that will help him better understand the tasks and goals set by the organization. At this stage, it is worth presenting an outline of the organization's strategy, its mission and vision. Company procedures, detailed scope of duties, development and promotion opportunities as well as instructions on the use of company equipment are to be handed over.
What is important in onboarding?
In the onboarding process, it is important to familiarize the newly hired person with the environment, as well as enable them to establish contacts with other employees in a friendly atmosphere and integrate with the team. Thanks to this, if we take into account his feelings and needs, a new, satisfied employee effectively performs his duties from the very beginning.
Who is responsible for onboarding in the company?
Most often, especially in large organizations, the HR department is responsible for onboarding. It is the HR specialist who presents the structure, values and social issues in the company. In smaller structures, onboarding is carried out by the supervisor or specialist from a given project team, who transfers knowledge about the tools and tasks of the new employee.
Onboarding stages (implementation stages)
In practice, in many companies the implementation is selective and is limited to selected elements, for example preparation of HR documents or guided tours around the office on the first day of work. Meanwhile, it is a complex process that should be treated comprehensively. Only then can it bring tangible benefits.
1. Pre-onboarding
Pre-onboarding is all activities aimed at introducing a new employee, undertaken before the first day of work. The positive reception of the company by the new team member will largely depend on pre-onboarding. "We will find a chair for you in a moment" or "when the IT specialist returns from vacation, we will set up an e-mail for you" will not have a positive impact on the image of the employer. What should you remember to avoid mishaps?
Referral for medical examinations, organization of health and safety training, reporting an employee to the Social Insurance Institution, or preparation of appropriate questionnaires is a task for the HR department. It is important that it works effectively. Implementation documentation, however, is not only HR documents, but also internal regulations, instructions, descriptions of procedures and recommendations.
Conversation with the supervisor
This is the time for a detailed discussion of the position, goals and projects, during which we will outline our expectations and familiarize the new employee with the company's mission and values.
Preparing the workplace
These are not only basic elements, such as a desk, chair and computer (or other - necessary depending on the position), but also a telephone, office supplies, badges, or providing shelves and drawers that the employee will be able to use.
Accounts and access
Prepare in advance, among others: a business e-mail address with a footer, installation of key programs and setting up appropriate accounts for a new user in them, accounts for company messengers, access cards, alarm codes, as well as a Wi-Fi password .
Necessary information
Dress code, time of arrival to work, parking space, front door, person to report to, etc. Let us make sure that the new employee is prepared and avoids unnecessary stress.
2. The first day
The first day in a new job is one of the most stressful moments in an adult's life. Thanks to a well-thought-out onboarding strategy, we will make it go smoothly and without chaos.
Getting to know the employees
Let's introduce the new employee to the rest of the team. Let's explain what the new person will be doing and tell briefly about the tasks / functions of individual people / departments. It is a good practice to prepare a list of all employees along with the name of the position and work e-mail address.
A walk around the company
Let's show the employee around the most important rooms. Let's take care of his comfort and sense of security - let's show him where he can store and eat a meal, rest during a break, or find the necessary materials and tools.
Acquainting with organizational culture
How to communicate with clients? What do we say when we answer the phone? Are we together on you? Is it appropriate to knock on the president's door? There are a lot of questions and opportunities for mistakes, so let's dispel as many doubts as possible.
Appointing a guardian (mentor)
Leaving the new person alone is not nice and will not speed up the implementation. It is worth indicating to the new employee who he can go to for help in case of questions and doubts. Let's make sure that the indicated mentor does not find out about his role as the last one!
Assignment of the first tasks
This is what a new employee is waiting for. The sooner he can prove himself in his new role, the better! Let's make sure that we have already equipped it with all the necessary materials and tools (a list of key customers, scripts, regulations, access).
3. The first week
This is the time when the new employee begins to gain wind in his sails. Let's make sure nothing is stopping him.
Proper order in documents
The first week is a great time to make sure that our employee's documents do not contain any deficiencies, and if there are - to fill them in immediately.
Assignment to the first project
Time for serious tasks and long-term goals. Already in the first week, the independence of an employee in a position may grow dynamically, even if he or she carries out some activities with the help of others.
Expectations and work plan
Let us outline the expectations of the employee in the first month of his work. The employee already knows the general outline, but this is a good moment for details and assigning such tasks from which we will be able to settle him / her.
Dispelling doubts
It is worth giving a newly hired person a space to share their questions and doubts, which are certainly not missing at the beginning. You can also ask for ideas and insights about the company - there is nothing more valuable than a fresh look at the processes.
4. The first month
Feedback
We should not leave the employee alone and provide regular feedback. Constructive criticism and emphasizing strengths are valuable tips in the first month of work.
Indicating development direction
Most employees appreciate the opportunity to develop within the company. Let us present the employee with long-term goals and a possible career path. It is also a good time to propose interesting industry readings or participate in training courses.
Evaluation of onboarding
Let's go over each of the steps above. Let's check what worked and what did not work. Did we remember everything? It may turn out that no one has explained to the employee the rules for granting bonuses or has not presented them with vacation limits, and the welcome pack with company gadgets is still dusty in the drawer. Fortunately, thanks to evaluation, the onboarding strategy can be improved.
Statistics
- 17% of candidates believe that the first day of work did not prepare them for new tasks
- 24% of candidates declare that on their first day of work they could only count on themselves
- 33% of senior managers rate their onboarding as poor
- 50% of employees leave the company during the first 4 months of work
- 50% better employee productivity in organizations with smart onboarding
- 54% of employers with good onboarding enjoy higher employee engagement
- 60% of employees connect their first year results with onboarding
- 69% of employees want to stay with the company for a minimum of 3 years if they have experienced a good and complete onboarding program
- 76% of Polish companies declare that they use onboarding to some extent
- 213% of an employee's salary is the cost of recruiting the worker's successor
| Companies with onboarding | Companies without onboarding | |
| % of employees staying in the company | 91 | 30 |
| % of employees hired in the last 12 months who achieved their first goals within the set time | 62 | 30 |
|
Annual increase of % in the level of recruiting manager's satisfaction |
33 | 3 |
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