The first few days of a new job can be both exciting – and overwhelming. For your new hires, they’re stepping into a new environment, learning about their roles, and trying to absorb as much as possible. For your company, the goal is clear – set the stage for success. But how do you ensure that the onboarding process is as smooth and effective as possible and that it allows your new employees to hit the ground running?
A successful employee onboarding process does more than introduce employees to the team. With the right process, you can help new hires feel confident, engaged, and ready to contribute. However, to achieve that, you have to build a foundation that integrates new hires into your company culture. Moreover, the same process should empower them to perform their jobs at a high level from day one.
In this post, we’ll walk you through the key steps to mastering employee onboarding and explore how partnering with a professional employer organization (PEO) can streamline this process so you can focus on what truly matters—your employees' success.
Before we dive into the steps for effective onboarding, let’s understand why it’s important. Many organizations have generic or outdated onboarding procedures that involve a series of standard steps. However, forward-thinking companies use it as a strategic opportunity to set new hires up for long-term success.
According to the Society for Human Resource Management (SHRM), around 69% of employees are more likely to stay with your company for three years if they experience a “structured onboarding process.” So, onboarding has the potential to directly impact employee retention – along with engagement and performance, which makes it a vital investment for your company.
Many companies take onboarding as just an introduction. However, it is a critical process that sets the stage for long-term employee success. To achieve that, you need to have a properly structured and well-aligned strategy in place so your new hires can understand your company and how it works.
This not only helps them feel confident and prepared but also leads to excitement about their roles. But what does an effective onboarding process look like?
Below, we will answer that question and help you understand how mastering employee onboarding will lead to smooth integration for both your new hires and your team.
Effective onboarding starts before your new hire steps through the door. Therefore, preparation is key. A bad onboarding experience can logically leave an employee with a lack of confidence and uncertainty.
If there’s a lack of clear expectations and preparation, the new hires are more likely to experience confusion and skepticism with their new role. However, pre-boarding helps to bridge this gap and sets the stage for a smoother transition. Here’s what you can do during the pre-boarding phase:
Reach out with a personal welcome message, letting your new hire know how excited you are to have them on board. You can include a brief outline of what they can expect on their first day.
Handling most of the administrative paperwork before the start date will give your new hire time to focus on their role instead of forms. This includes tax documents, benefits enrollment, and non-disclosure agreements. A PEO can assist with this process and make sure all paperwork is accurately and efficiently completed.
If possible, set up their workstation, along with any technology or equipment they will need. You can make sure that they have everything ready to go, from a computer to any access credentials. That demonstrates that you’re excited about your new hire joining the team and sets them up to become a high-performing team member quickly.
The first day on the job is very important, especially for setting the tone for your new hire’s experience. With that said, the first impression should be welcoming but also clear and organized. For example, there should be a clear schedule for the first day or week.
This will include introductions, meetings, training sessions, and time to get familiar with the company – and their specific role. In fact, Gallup suggests that employees who have a structured onboarding process are 58% more likely to have a higher engagement in their work.
You can introduce your new hire to their team and the office environment with a quick tour. This can work for multiple departments, roles, and designations with a set of clear guidelines and steps. You can give them a tour of the workplace to familiarize them with common areas such as the breakroom, bathrooms, and emergency exits.
It is important that you clearly outline the role and expectations. Therefore, you should start by providing an overview of daily responsibilities, key performance indicators (KPIs), and how their position fits into the larger company structure.
You should help your new hires understand what they should focus on during their first week or month. This might include learning key systems and meeting with colleagues. Moreover, they can familiarize themselves with important projects. So, set clear, attainable goals that will help them feel in a better position to deliver.
The next few steps are simpler and easier to follow, even if you’re new to managing recruitment and handling onboarding at your organization.
Sometimes, companies end the onboarding process with introductions. However, you have to keep providing your new hires with the necessary tools and training so your staff can perform at their best. You also have to ensure that they are receiving job-specific training through hands-on learning and role-shadowing—with help from your high-performing resources.
This will help your new team members quickly understand their duties. Additionally, familiarize them with your company’s culture and values to boost engagement. As a result, you will better align them with your organization’s core mission.
Finally, don’t forget compliance. Your employees, whether new or seasoned professionals, should understand safety protocols. They should also have a good understanding of your position anti-discrimination policies and legal requirements.
Still, onboarding doesn’t stop after the first day. You want to set your new hires up for success, and for that, you need to provide ongoing support and feedback. Start by scheduling regular check-ins, especially during the first few weeks.
These check-ins will be a chance to gauge how they’re adjusting. You will also have the opportunity to answer any questions they have or address any concerns before they become problems. More importantly, you can pair them with a mentor or a buddy to help them feel more comfortable and integrated.
While they might look like informal relationships from an odd angle, they can make it significantly easier for your new team members to ask questions. Don’t forget to gather feedback on the process; it’s critical for continuous improvement.
Now, let’s talk about how a Professional Employer Organization (PEO) can make your life easier. We understand how time-consuming and stressful it can be to handle the administrative side of onboarding. But that’s where a PEO comes in.
They take care of all the paperwork – tax forms, benefits enrollment, compliance docs – leaving your HR team free to focus on more strategic tasks. Also a PEO also brings in HR expertise to make sure everything complies with legal standards and that your onboarding process is both smooth and efficient.
Onboarding is one of the most critical stages in the employee lifecycle. When done well, it promises a higher employee satisfaction and productivity rate for your company. Throughout the process, you should find the most strategic points to offer structured training and continuous support. As a result, you can set the room for both your organization and its employees to thrive well.
On the other hand, you can partner with a PEO like TBM to streamline your onboarding process. With its expertise in HR services, technology, and compliance, TBM has helped companies integrate new hires smoothly and more efficiently since 1993. The end result? Confident, engaged new hires who are to make an impact on day one.
Reach out to TBM today to learn more about how we can help set up your onboarding for success!