Onboarding

 

Onboarding (also known as employee orientation) is the process of successfully integrating new employees into the organization. An effective program sets the tone for new employees. It helps to foster a positive first impression and increases the likelihood that employees will buy into the corporate culture and assimilate into the position. Properly executing the onboarding process can greatly increase the new employee’s satisfaction and success, which bodes well for retention.

Onboarding requires upfront planning and coordination to ensure that you’ve covered all areas. Depending on the size of your organization, the process may take a few hours or a few days, and should involve the participation of one or more stakeholders.

Upfront planning

Whenever possible, ensure that everything the employee requires to do the job is prepared for their arrival, including:

• work space
• equipment (e.g., computer, software, cell phone)
• supplies (e.g., pens, paper, staplers)
• keys/pass cards and codes
• telephone extension and voice mail
• email account and network access
• business cards

Commencement of employment

Upon commencement of employment, make sure to cover the following topics:

1. Company overview

• history of the company
• company’s mission, vision and values
• organization chart
• culture—how people work and relate to each other
• important policies and how they support the company culture

2. Administration

• necessary paperwork for completion—such as employee record, payroll, tax forms and benefits applications
• pay periods, method of payment, benefits, etc.
• list of employees and their coordinates
• operational processes and procedures

3. Office tour and introductions

• introduce to staff, customers and suppliers as appropriate, especially those with whom they will regularly interact
• point out location of washroom(s), printers, photocopiers, stationery, supplies, etc.

4. Appropriate training

• company—products and services
• operations—such as accessing the network and using the phone system
• health and safety
• other areas specific to the company and/or position

5. Job expectations

• review position description
• set goals and objectives (short- and long-term)
• provide day-to-day working requirements—such as hours of operation, staff meetings and breaks

Helpful hints

• Conduct on-boarding in a professional manner (i.e., as you would conduct an interview).
• Provide the new employee with a basic information package.
• Use a new hire checklist to ensure that you address all aspects of the on-boarding process.
• Create a list of frequently asked questions for new hires.
• Convey just the essentials so as not to overwhelm the new hire with information overload.
• Consider assigning a buddy to help the new employee with the transition.
• Follow up regularly to clarify and answer any questions.

Useful Templates

• New Employee Checklist

References

Butteriss, M. (1999). Help Wanted: The Complete Guide to Human Resources for Canadian Entrepreneurs. Toronto: John Wiley & Sons.

Tags: training