‘Onboarding’ a new employee is not just about welcoming them on the first day at work!
The journey from receiving the offer letter to the first day is crucial to make a great impression on your new hires!
During the two to four weeks before an employee joins the company, they may be wondering what to expect. They would be anxious about the role and responsibilities… and even about their co-workers and their boss.
Starting from the first day, the employee spends the first couple of weeks settling into the new job and getting a first-hand experience of your company culture. It is a crucial period where the employee searches for a sense of belonging. The company is also on tenterhooks to see if it has made the right choice for the role.
These few weeks are a time when HR managers can play a crucial role in creating a winning equation for both the employee and company. With an excellent employee onboarding process in place, HR managers can ensure that transitions at multiple levels are smooth.
But how do you create a winning strategy for employee onboarding?
One simple way is to split the onboarding process into three parts – pre-joining, first day and first month. Then go on to define the tasks in each of these phases that can project the employer brand and company culture.
Last but not the least, do run a regular grading of the processes to know where you need to tweak. Here are examples from some of the best employee onboarding processes followed by prominent companies around the world!
Phases Of Onboarding A New Employee
Here’s what you can do during each phase of onboarding your new employees!
Follow these steps to ensure that you are prepared to welcome the employee!
1. Give Them An Offer They Can’t Refuse!
Send your potential hires an offer letter that conveys why they’ve been chosen! This boosts their confidence and also fires them up to give their best to the company!
You could also send a small gift as soon as the candidate accepts the offer letter. This could be anything from a keepsake with the company logo, or a box of doughnuts!
This gesture is especially useful to establish a great impression, not just with the new employee, but also his/her family!
2. Keep In Touch
Once the job offer related papers are signed, the new employee will have a little time on hand before joining the company.
During this period, request the hiring manager to have a casual call with the employee.
This call can be structured to express excitement by the company to have the employee on board.
3. Get Them To Socialise
Familiarise them with the company’s social media handles and request them to follow updates.
This will help them stay updated on the current status. Each social handle showcases a different facet of the company.
Facebook may show the customer-facing aspect. Linkedin showcases industry updates, Instagram works great to explain the employer brand, and Twitter works great too from a promotion and engagement perspective.
4. Prep The Welcome
Send them an awesome ‘employee welcome kit’! This should contain factual items like start date, work timings and dress code. Go on to add quirky descriptions of the company practices, and a cool employee handbook!
Contact Engrave Awards And More to get a unique employee joining kit customised as per your needs!
On The Day Of Joining
Welcome them with gusto!
1. Follow The Checklist
From making the workstation ready and getting all the software and documentation in place, to assigning a laptop and providing official email id, arrange for all things in advance. Have everything prepared so that the employee can start working within the week!
2. Show Some Company Swag
Plan a set of activities which can make the first day eventful and memorable. It can be the way the workstation is decorated or a personalised company mug on the table.
Surprise them with these cool gifts from Engrave Awards And More!
3. Keep A Task List Ready
The first day of the job needs to provide some clarity on where to start and how to take things forward in terms of work.
Ensure you set up meetings with key stakeholders on this day so that the employee gets an overall view of what is to be done.
For The First Two Weeks
During this period, the employee will be going through necessary training programs and getting to know what the everyday workflow is like. They will be witnessing the work culture in action and will want to find their niche. This period is a golden opportunity to get the momentum going for everyone with a great process in place.
1. Set Up Orientation Programs
Companies often have specific software or processes that need to be introduced to new employees. To ensure this is done in a systematic way, set up a detailed orientation session that takes the employee through various facets of the company and its functioning.
You can have heads of each vertical offer a short presentation and even have the CEO jump in when required. This cohesive approach during orientation will help the employee connect with the right people for their requirements.
2. Assign A Buddy To Each New Joiner
New employees often try to find their comfort partner in a workplace. Someone who they can connect with because of a shared background, experience or an insider who can just be there to hand-hold through the first few days.
To ease things out, you can create an official buddy program. A buddy can provide the much-needed support to a new employee.
They can ensure the employee knows about food options around work, where to find the best coffee and extend company during lunch. This buddy can also be a great example of the company culture in action, giving examples of how things are done within the organisation.
3. Collect Feedback
One of the critical points is to ensure that you collect feedback at regular intervals on how the new employee felt about the whole onboarding process. There are two benefits to this. The first being that the employee will feel that their opinion is valued. The second is that the feedback can be a great metric that can show how exactly you need to tweak things for the next iteration.
First impressions are the best. With a proper employee onboarding process, you have a chance to recreate a standard and perfect experience for each employee. To ensure its success, it is important to keep your ears open, be receptive to feedback and learn from other companies who set standards for best practices. Last but not the least, be ready to experiment and iterate until you get the results you are looking for.
For interesting ways to welcome your new hires, get in touch with Engrave Awards And More!