6 Rules for Effective Onboarding of New Employees
Posted: Sat Dec 07, 2024 10:31 am
Discover a list of best practices that will help you efficiently onboard new team members.
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Roś
Natalia Roś,
a journalist from Laba
Finding the right people for positions in the company is just the beginning of the journey in the process of building a team. A proper start in work is crucial for both new employees and the organization. That is why it is so important to find the time, first of all, and the right tools to help introduce the employee to the new environment. Therefore, it is essential to conduct the onboarding process efficiently.
What is onboarding?
According to the glossary of key HR terms created by Gartner, onboarding is the way new employees or contractors learn the necessary skills, knowledge, behaviors and get to know the vision georgia telephone number data mission and values of the organization . All in order to become effective and engaged team members in the company.
The process may concern the formal side, such as completing the necessary documents, or more practical aspects related to the new position, such as training in tools, as well as an introduction to the social life of the organization in order to get to know the company culture.
It is important to distinguish between onboarding and orientation . Employee onboarding is a much longer process (it can take more than a month) and concerns a broadly understood introduction to duties. An orientation meeting, on the other hand, focuses on a tour of the office, introducing co-workers and the team, familiarizing yourself with the company's policy and safety in the workplace.
Onboarding is essentially the first extended and comprehensive experience a new employee has with the company’s vision and culture , and it provides an opportunity to establish an emotional connection. That’s why it’s so important to provide all the tools and resources necessary to help a new employee become an effective employee as quickly as possible, while making a good impression.
What does the onboarding process look like?
Getting new hires acclimated to your company culture and equipped with the knowledge and resources to get them started depends on an effective onboarding strategy . It’s key to retaining employees, reducing turnover, and maximizing productivity. Learn the step-by-step process to give new hires the start they deserve.
#1. Preboarding
This is the stage where employee onboarding begins, even before the first day on the job. It’s a kind of sneak peak that arouses curiosity, interest, excitement and makes the new employee can’t wait to start. Contact the new team member and let them know, for example, that the rest of the team can’t wait to meet them.
Company gadgets such as a water bottle, a thermos for hot drinks, a notebook, a calendar, etc. are ideal at this point. If possible, send them an email with an onboarding schedule so they know what to expect during their first days on the job, as well as documents for review. Give the new employee time to calmly read the details. This is also an opportunity to ask questions.
#2. Documents and workspace
Welcome the new employee with a ready workspace and equipment (computer, phone, configured email address). A previously prepared workstation shows that you already see the new employee as part of the team . Take care of preparing the start-up documents. Fill out everything you can before the new employee arrives. You don't want to waste time on paperwork. It is also a signal that you treat the new person with respect. It will be necessary to prepare, for example, forms regarding the contract, health care, method of payment of remuneration, NDA.
#3. Team
Successfully onboarding a new employee is a collective effort. This means that onboarding should involve various members of the team and the company, not just one person delegated to the task , such as the hiring manager or HR department. It is crucial that other employees, especially managers, supervisors, and senior leaders, understand the process and are part of it.
You can also ask the rest of your employees to share their thoughts on their first few days on the job, what was helpful and what could use some more work. This will help new employees feel more comfortable and familiar with an open workplace. After all, starting a new job can be stressful, especially when no one knows who the new employee is or what their role is on the team. It’s a good idea to send an email introducing the person and how they’ll fit into the dynamics of the company.
#4. Buddy from work
Assign a teammate to meet regularly and answer any questions. Choose someone who is engaged, open, and positive. The ideal environment for sharing concerns is with someone who is on the team but is not the new person's direct manager or supervisor. This encourages the new employee to interact freely. A teammate is someone who will introduce the new person to formal or informal rules (e.g. who is first in the office makes coffee, etc.)
#5. Meetings with the team leader
Onboarding employees doesn’t end after filling out paperwork, getting to know the team, and completing training. It’s a process that requires weekly, monthly, or quarterly one-on-one meetings with your manager. The time spent is for support, assistance, bonding, and getting to know each other better. It’s an opportunity to talk about short- and long-term goals and career plans. It’s also a good time to share your company’s vision and values. This will show where your company’s roots lie and where the organization is headed. Find values that are common to both the company and the new employee. Propose more involvement. If the company communicates CSR activities and the employee volunteers in their free time, it’s a good idea to combine these elements to strengthen the bond between the organization and the employee. Finally, invite new employees to a joint lunch. This will help new employees start making connections and building relationships with their coworkers.
#6. Gradual introduction to work
No one wants to start the onboarding process by being overwhelmed with work. You need to strike the right balance between introduction and dosing. Gradually increase the level of responsibility so that there is time for problem solving, translation, analysis and making corrections. It is worth remembering that the definition of success may vary depending on the organization. That is why it is very important to define goals, expectations, priorities from the very beginning and use specific examples, not abstract values (e.g. "quality is the most important thing for us").
How to familiarize new employees with the organizational culture?
Gartner’s 2021 report identifies three ways HR leaders can connect new hires to the culture during onboarding. Especially in hybrid and distributed work environments, HR departments should be constantly updating and improving any initiatives that will help ensure employees’ success in their new jobs and, in turn, organizational effectiveness.
According to Lauren Smith, vice president of HR at Gartner , the key is to redesign the onboarding process to focus on building relationships rather than just quickly achieving employee productivity, as well as connecting the organization's value to decisions that take place in the office and supporting the development of various types of cross-functional networks.
cover-6-rules-of-effective-onboarding-6476564a86b02334533388-min-64cce9bd8c2f2241358290.jpg
Roś
Natalia Roś,
a journalist from Laba
Finding the right people for positions in the company is just the beginning of the journey in the process of building a team. A proper start in work is crucial for both new employees and the organization. That is why it is so important to find the time, first of all, and the right tools to help introduce the employee to the new environment. Therefore, it is essential to conduct the onboarding process efficiently.
What is onboarding?
According to the glossary of key HR terms created by Gartner, onboarding is the way new employees or contractors learn the necessary skills, knowledge, behaviors and get to know the vision georgia telephone number data mission and values of the organization . All in order to become effective and engaged team members in the company.
The process may concern the formal side, such as completing the necessary documents, or more practical aspects related to the new position, such as training in tools, as well as an introduction to the social life of the organization in order to get to know the company culture.
It is important to distinguish between onboarding and orientation . Employee onboarding is a much longer process (it can take more than a month) and concerns a broadly understood introduction to duties. An orientation meeting, on the other hand, focuses on a tour of the office, introducing co-workers and the team, familiarizing yourself with the company's policy and safety in the workplace.
Onboarding is essentially the first extended and comprehensive experience a new employee has with the company’s vision and culture , and it provides an opportunity to establish an emotional connection. That’s why it’s so important to provide all the tools and resources necessary to help a new employee become an effective employee as quickly as possible, while making a good impression.
What does the onboarding process look like?
Getting new hires acclimated to your company culture and equipped with the knowledge and resources to get them started depends on an effective onboarding strategy . It’s key to retaining employees, reducing turnover, and maximizing productivity. Learn the step-by-step process to give new hires the start they deserve.
#1. Preboarding
This is the stage where employee onboarding begins, even before the first day on the job. It’s a kind of sneak peak that arouses curiosity, interest, excitement and makes the new employee can’t wait to start. Contact the new team member and let them know, for example, that the rest of the team can’t wait to meet them.
Company gadgets such as a water bottle, a thermos for hot drinks, a notebook, a calendar, etc. are ideal at this point. If possible, send them an email with an onboarding schedule so they know what to expect during their first days on the job, as well as documents for review. Give the new employee time to calmly read the details. This is also an opportunity to ask questions.
#2. Documents and workspace
Welcome the new employee with a ready workspace and equipment (computer, phone, configured email address). A previously prepared workstation shows that you already see the new employee as part of the team . Take care of preparing the start-up documents. Fill out everything you can before the new employee arrives. You don't want to waste time on paperwork. It is also a signal that you treat the new person with respect. It will be necessary to prepare, for example, forms regarding the contract, health care, method of payment of remuneration, NDA.
#3. Team
Successfully onboarding a new employee is a collective effort. This means that onboarding should involve various members of the team and the company, not just one person delegated to the task , such as the hiring manager or HR department. It is crucial that other employees, especially managers, supervisors, and senior leaders, understand the process and are part of it.
You can also ask the rest of your employees to share their thoughts on their first few days on the job, what was helpful and what could use some more work. This will help new employees feel more comfortable and familiar with an open workplace. After all, starting a new job can be stressful, especially when no one knows who the new employee is or what their role is on the team. It’s a good idea to send an email introducing the person and how they’ll fit into the dynamics of the company.
#4. Buddy from work
Assign a teammate to meet regularly and answer any questions. Choose someone who is engaged, open, and positive. The ideal environment for sharing concerns is with someone who is on the team but is not the new person's direct manager or supervisor. This encourages the new employee to interact freely. A teammate is someone who will introduce the new person to formal or informal rules (e.g. who is first in the office makes coffee, etc.)
#5. Meetings with the team leader
Onboarding employees doesn’t end after filling out paperwork, getting to know the team, and completing training. It’s a process that requires weekly, monthly, or quarterly one-on-one meetings with your manager. The time spent is for support, assistance, bonding, and getting to know each other better. It’s an opportunity to talk about short- and long-term goals and career plans. It’s also a good time to share your company’s vision and values. This will show where your company’s roots lie and where the organization is headed. Find values that are common to both the company and the new employee. Propose more involvement. If the company communicates CSR activities and the employee volunteers in their free time, it’s a good idea to combine these elements to strengthen the bond between the organization and the employee. Finally, invite new employees to a joint lunch. This will help new employees start making connections and building relationships with their coworkers.
#6. Gradual introduction to work
No one wants to start the onboarding process by being overwhelmed with work. You need to strike the right balance between introduction and dosing. Gradually increase the level of responsibility so that there is time for problem solving, translation, analysis and making corrections. It is worth remembering that the definition of success may vary depending on the organization. That is why it is very important to define goals, expectations, priorities from the very beginning and use specific examples, not abstract values (e.g. "quality is the most important thing for us").
How to familiarize new employees with the organizational culture?
Gartner’s 2021 report identifies three ways HR leaders can connect new hires to the culture during onboarding. Especially in hybrid and distributed work environments, HR departments should be constantly updating and improving any initiatives that will help ensure employees’ success in their new jobs and, in turn, organizational effectiveness.
According to Lauren Smith, vice president of HR at Gartner , the key is to redesign the onboarding process to focus on building relationships rather than just quickly achieving employee productivity, as well as connecting the organization's value to decisions that take place in the office and supporting the development of various types of cross-functional networks.