The onboarding process - a guide

Onboarding is the first step to having happy, productive employees; it lays the foundations for a successful and productive business. If employees feel unsupported from day one it’s likely they won't stick around for long.

More than 25% of new hires have quit a job specifically because they weren't onboarded or trained correctly. You need to engage with your team members and make sure your onboarding process is fit for purpose.

But how? It’s simple - you need to establish a process that sets the tone for a new starter's entire career.

Not sure where to start. Here's an example of a good onboarding process:

New employee attraction

Attracting the best talent can often be overlooked in the onboarding process. You need to attract the best candidates by showing off all the unique things about your company that will excite and lead people to want to work with you and your team.

HEATS top tips:

●      Make sure your website is up to date. Does it showcase all the great things that you and your team do?

●      Are your job ads clear and accurate? Do they include something unique about your company and the role that will help you stand out from a competitor?

The first visit

First impressions count. You need to provide an authentic glimpse of what it's like to work for your company day in and day. Cultural fit is critical for both an employer and employee, so you both must get a feel of what it would be like working together.

HEATS top tips:

●      Introduce candidates to everyone in your organization.

●      Potential employees will feel valued and will be able to picture themselves in the role if you show them where they'll be working and what resources and facilities will be available to them.

●      And don't forget the less formal areas, like the break room and kitchen. Even show them practical places like the car park. The more that they feel that they know about your organization, the more invested they'll feel.

●      Everyone must be comfortable with the role expectations, so prepare a test for employees to see how they work and give them an early insight into how your organization does things.

Interview

We often forget how much of a big deal the interview stage is for a potential candidate. You may be interviewing lots of candidates, but for them, it's a one-off pivotal moment. A well organized and positive interview process will give a clear indication to candidates of how your organization works and what they're likely to experience if they worked for you.

HEATS top tips:

●      Ensure all of the interview details are appropriately communicated with follow up emails and information to always keep them in the loop about what happens next.

●      Always remember your potential candidate's names and have all their notes prepared before their interview.

●      Think of some personalized questions that apply only to them and their skills and experiences.

Sending an offer letter

Great news! You've found the perfect candidate; now you need to let them know how excited you are about them joining the team. Make it thoughtful and tell them why you thought they were the perfect choice for the role.

HEATS top tips:

●      Clearly outline their job responsibilities, requirements, and expectations. The letter may be your last chance to prevent surprises or any confusion before candidates officially join your team.

●      And don't forget to tell them what's next. We can often go quiet after the initial excitement of offering new roles and leave the candidate a little vague about the finer details.

●      If a candidate hasn't been successful, still take the time to send a personal message. They took the time and effort to prepare and attend the interview, and it's only polite to let them know properly. Also, you never know when your paths will cross again. A positive reputation is vital, and word will get around that you and your company treat people well.

Early onboarding

The time between a job offer and start date can be a strange one, and let's face it; we've all been guilty of allowing communications to drop a little during this time. But this is an essentia period in which to engage your new starter and get them excited about the role. You want to make sure they feel like they've made the right decision to take the job and ease any doubts.

HEATS top tips:

●      As soon as you can connect your new starter with the team, they'll be working with and start the conversation. This way, everyone will have a chance to meet each other, and the prospect of meeting lots of new people on the first day will feel less daunting.

●      Share all the role-relevant information and documentation, including background details on specific assignments the candidate might take when they officially start. (Explain how you don't expect your new hire to review anything if they don't have the time, but that you want to share information for clarity and visibility.)

●      Share an itinerary for the first week to let them know what to expect and prepare for. Good planning will also show that you're organized and prepared as a company.

●      Ask them if they have any questions. After the whirlwind of interviews and job offers, they will now have had time to think about the role and might have some concerns that can quickly be addressed before they start.

●      Ask them to fill in a quick questionnaire about themselves so you can introduce them in your next newsletter or team meeting.

Day 1

It's important to remember that new starters will be nervous and unsure of what to expect. Having a clear structure in place will reassure them that they're supported.

HEATS top tips:

●      Plan plenty of personal meetings so they can meet everyone and feel that they're part of the team.

●      Mix up the activities - don't just give them a long list of administrative tasks that will have them bored to tears before they've even been with you a week.

●      Schedule bookend meetings to check in with your new starter. Employees can often front-load the day with lots of engagement and interaction at the start of the day but forget about the end. Plan in 30 minutes for an end of day debrief.

●      Schedule a team lunch or virtual lunch with your new starters team, so they can get to know each other in a more casual setting.

●      Everyone loves a gift. Provide your new starter with a welcome kit with lots of helpful swag.

●      If you're onboarding remotely, we have lots of tips in our Onboarding Remote Employees article. Take a look here.

The first few weeks

After the first day companies can often forget about onboarding and candidates slip into the daily grind of day to day duties. But the first few weeks are crucial, particularly if you want to retain new employees. Now's the time to start sowing the seeds for what a future at your organization will look like.

HEATS top tips:

●      Schedule regular "meet and greets" with collaborators, clients and teams across the company.

●      Establish a list of recurring tasks and goals for the first year, stretch goals, and key performance indicators.

●      Plan regular catch up meetings with their team leader.

●      Invite new hires to shadow people across the company to give them a bigger-picture view of your organization.

Employee engagement and team building

Provide lots of opportunities for new employees to build critical relationships. 

HEATS top tips

●      Organize regular team-building events, so employees have a chance to connect away from their daily tasks.

●      Complete 1-week, 30-day, and 60-day check-ins to find out how new hires feel overall and find out if they have the specific support, resources, and equipment they need to work efficiently and effectively.

●      Delivering honest and transparent communications is vital to creating a positive working environment. Plan an 'ask the Director' session where employees can ask senior staff members anything they like about their role or the organization.

●      Everyone likes to feel that their efforts are appreciated. Offer recognition and rewards for outstanding work to ensure employees know that their contributions are valued.

●      Send out regular surveys and find out what your employees want and need.

As you can see, onboarding doesn't just start and finish on Day 1. Having a process in place will work wonders for showing your candidates and potential employees that they are valued and that you have a plan in place to ensure that their career with your organization is a fruitful one.

HEATS top tips

●      Carefully document your processes so you can define and enhance every aspect of your company's onboarding program.

●      Collect feedback from everyone involved in the onboarding process, including new hires, hiring managers, and even co-workers, to get ideas for improvement.

●      Make the experience personal. Listen carefully, remember key details, and be perfectly honest throughout the entire process.

If you need any help with onboarding or finding the perfect employee for your business, don't hesitate to contact the HEAT team today.