Apr 24, 2019
The old way of onboarding employees doesn’t work
You’ve probably experienced it yourself.
It involved a lot of paperwork, setting up your new computer, struggling with many different passwords and meeting a lot of people whose names you couldn’t remember.
All these activities are an inevitable part of onboarding new employees.
However, they don’t make a great first impression of your company and its unique company culture.
How can you onboard your new employees in a more impressive, effective and yes, even fun way?
Onboarding is the process of welcoming and integrating new employees into your company and their new role.
Notice the stress on the words “process” and “welcoming AND integrating”. These highlighted words are the key to a successful employee onboarding.
A successful employee onboarding is not an event that takes place on your new employee’s first day at the office. It is a continuous process that starts at the moment your best candidate accepts your job offer.
The war for talent is raging.
If you want to make sure that your new employee will actually show up on their first day, you need to do your best to keep them engaged until their start date.
If you ignore them, don’t be surprised when they call you to tell that they’ve accepted a better offer or that their current employer won them back with a great counteroffer.
Let’s be frank - the old way of onboarding your employees is boring and everybody just wants to get it over with as quickly as possible. This is because it is focused on tasks, not on people.
But this is wrong!
According to research, the human touch drives onboarding success.
The secret of great onboarding is the fact that it makes your new employees feel welcomed and integrated into your company culture from the day one!
A great way to welcome your new employees is to throw a little welcome party.
It doesn’t have to be anything fancy - just make sure you take the time to celebrate their first day at your company. Showing your new employees how excited you are about them joining your team will make them feel valued and appreciated.
Although most people associate onboarding with HR, onboarding shouldn’t be solely HR’s responsibility.
It should be a coordinated effort from your HR, IT and finance department/teams. New employee’s manager should play a crucial role, same as the new employee’s team members. Your CEO should be included too.
Best practice is to have one designated person as a coordinator of your onboarding process. Usually, this person is someone from your HR department. This person takes on the role of onboarding coordinator and assigns tasks to all other people in different roles.
Make sure that this process is transparent and clear. You should also set deadlines for each task.
To help you get started, we created a timeline of successful employee onboarding and turned it into a handy checklist.
This onboarding phase actually takes place before your new employees come in for their first day on the new job.
The goal of this phase is to keep your new employee engaged until their first day at the office.
It is also very important to use this time to prepare your existing employees and your office for the arrival of your new employee.
Step 1: Send an email to your new employee
Sending an email to your new employees before their start date serves 2 main goals:
A welcome email for your new employees should include:
You can also attach documents or links to:
Step 2: Send an email to your existing employees
Don’t forget to send out an email to your existing employees to let them know a new person is joining the team.
Keep this email short with only basic information:
Step 3: Prepare new employees’ office, supplies and equipment
Before your new employee’s start date, there are many different things that need to be prepared and taken care of.
Here is the list of these tasks:
The big day for your new employee! And also for your company - you’ll want to leave your new employee with the best possible first impression of working for your company!
Here is the detailed step by step guide to organizing your new employee’s first day on the job!
Step 1: Welcome coffee
First things first - coffee! ☕
Step #2: Office tour
Step #3: Set up their desk, supplies and equipment
Take your new employee to their office and help them settle in:
Step #4: HR documents (paperwork)
Have your new employee meet up with your HR team.
Help new employee:
Step #5: Lunch
Take your new employee out for lunch. A lunch out will give your existing employees a chance to talk with your new employees and get to know them in a more relaxed, informal setting.
Step #6: Meeting with a CEO
Have your CEO personally welcome new employee and present:
Step #7: Meeting with new employee’s manager
Have your new employee meet up with their manager, who will:
Step #8: Team gathering
Dedicate the last half of hour of your new employee’s first day to the team gathering.
In the ideal case, new employee’s team members will take the new employee out for an informal after work drinks. If that is not possible, gather your team in the office for some coffee and cookies. This is a nice way to end your new employee’s first day on the job in a more relaxed and friendly atmosphere.
During their first week on the job, new employees will need your support to learn all the basics of their new role and your company culture.
During their first month on the job, help your new employees develop, learn about your company and build relationships.
Here is how you can help them:
In most cases, your new employees should by now begin to work independently and become acclimated to your company culture.
However, keep an eye on them and:
By now your new employee should be settled in and go about their daily activities and tasks.
However, it still important to: