One of the biggest challenges for businesses is getting new hires to fit in. In this sense, the onboarding process is paramount. It’s essential to support new hires well beyond their initial orientation.
The efficiency of onboarding procedures influences business success directly. Whether your team will work in cohesion relies on previous training and frameworks.
Before we move on to more complex matters, let’s take a look at the ideal onboarding checklist:
- Provide new hires with specific information about their jobs, responsibilities, schedules, and compensation
- Assemble the necessary paperwork for new hires
- Send a job requisition document to the managers in charge
- Give new hires access to all tools and apps
- Set up the required logins and accounts for new hires
- Schedule orientation sessions for every new hire
Once you’ve taken care of all these steps, you may safely move on to drafting an onboarding strategy. There are a couple of things to observe in this step, which we’ll discuss immediately below.
Offer Continued Learning and Training
Every person is unique; this much should be clear to anyone. While onboarding programs usually rely on Standard Operating Procedures (see below), it is recommended to customize the materials for every new hire.
In essence, this is to say that each new employee should receive a personalized onboarding plan in addition to the basic corporate orientation. After all, different people have different goals when it comes to their careers and aspirations.
Further out, consider eLearning. Continual learning is one of the most sought-after perks employees are looking for in an employer. With new tech creating exciting opportunities, every business can pick the right learning model and adjust it to its needs.
As a rule, preparations for training sessions are challenging and time-consuming. Because of this, it’s best to consider a straightforward approach: developing Standard Operating Procedures (SOP).
A SOP should include training manuals, how-to videos, and short and clear online courses. For best results, draft a project management checklist that all new hires should mark off as they complete each stage.
A couple of apps can be used for this purpose, many of which are free (e.g., Asana and Trello).
Provide the Management Team With the Right Tools
In addition to simplifying learning, new tech is also helping with other processes. E.g., highly effective job management software can simplify many a procedure.
Google Workspace is the usual choice. Other popular tools include Microsoft Teams and Airtable. The abovementioned apps can also prove rather helpful.
The key is to find the best combination of apps without triggering app fatigue in employees.
Make Sure They’re on Track to Be Paid
Rely on certified payroll to ensure that your employees have been paid in compliance with wage laws. Industries like construction and government contracting require employers to submit certified payroll reports that detail employee wages, fringe benefits, and other relevant information.
HR tools automate payroll processes, ensuring accuracy and compliance. Automated workflows and reporting save time, provide employees with their payroll information, and maintain a detailed audit trail.
Many HR tools seamlessly integrate with accounting and financial systems, reducing the need for
Help With Any Important Documents
Assisting new hires with important documents is an integral part of the onboarding process. This step ensures that employees have all the paperwork they will need.
Depending on the company and the role, requirements may vary, so we’ll hereby list only the documents all employees need to gather:
- Offer letter
- Employment contract
- Form I-9
- W-4 Form
- Emergency contact information
- Health and benefits enrollment forms
- Non-disclosure agreements or confidentiality agreements
- Company contact list
- Tax forms
Make sure to help employees fill out the tax forms, which can be difficult for inexperienced hires. Also, assist them with tax deadlines for 2024.
Ensure Your HR Team Remains Available
HR teams need to be mindful of HR challenges – and stay vigilant. New hires need assistance beyond onboarding.
Actually, there are a couple of established steps HR teams can undertake to ensure a smooth transition. Here are our top picks.
Assign a Mentor to New Hires
Merely providing efficient onboarding training won’t do much to help new hires learn the practical ropes. E.g., when employees need additional information or practical experience, they should know who to go to.
That’s why it is crucial to assign a mentor to each new hire.
While nothing is set in stone, it is common to go for a 90-day mentor program. Adjust the schedule as necessary. Choose an employee who isn’t on the same team as the new hire for best results. This step will help new hires integrate faster and meet more people from day one.
Define goals as soon as new hires start onboarding training. It helps the trainees focus and boosts their productivity. Nothing motivates people more than knowing future prospects.
Mind one important fact, though: the goals need to be clear and coupled with objectives and expectations.
Allow for individual career plans, and establish open lines of communication with new hires right away.
Introduce Key Staff Early On
New employees must fit into the corporate culture as soon as possible. Therefore, make sure to set up meetings with important staff early on.
Keep in mind that introductions matter. Don’t let the new hires’ introductions go unattended. Instead, encourage them to communicate with key staff and thus the unavoidable stress newbies are customarily prone to.
Help New Hires Build Meaningful Connections
Be inventive in your search for new strategies to assist new hires in building deep connections. To achieve this, it is crucial to encourage efficient communication.
As mentioned above, providing cutting-edge communication tools is a priority. This is extremely important for remote hires, as they don’t get to mingle.
There are many ways to help new hires build meaningful connections. Even team-building activities have evolved with the rise of new tech. E.g., consider setting up virtual classes (choose topics in line with employees’ preferences), online meet-ups, etc.
As for the rest, rely on feedback. This is the fastest and most certain way to learn what troubles new hires.