Welcoming a new employee is an exciting time for the new starter and the employer. A strong onboarding process can help start things on the right foot and even help with retention and reducing attrition.
Research has suggested that nearly 9% of employees will leave a company if the onboarding process was poor. A further 37% said that their manager did not play a critical role during the onboarding process. Considering that the first 45 days of any new employee are vital in their decision-making process, a poor onboarding system can only cause them to consider leaving early on.
In this comprehensive guide for small and medium business owners and employers, we offer a step-by-step process and checklist to onboard new employees. Using our detailed system and checklist, you can ensure you are providing a wholesome and positive onboarding process to your new employees.
Understanding employee onboarding
Employee onboarding is the process of inducting new employees into your business. It is an established and consistent system that includes formalities such as completing paperwork, getting documentation, receiving workstation and technology and IT access and wider sessions such as meeting your team, understanding the role within the company, and getting to know peers and managers. Employee onboarding should include the legal, technical, physical, and social aspects of your role. Everything that new starters may need to do perform their job effectively should be a part of a successful employee onboarding.
Benefits of employee onboarding
There are multiple benefits to having a consistent and solid employee onboarding:
- Employee Retention.
- Improved Morale.
- Increased Job Satisfaction.
- Enhance Company Culture.
- Encourage Team Dynamics.
- Establish Standards of Performance.
According to research done by the SHRM (Society for Human Resources Management), an employee’s chance of success at a new company can be decided as early as the first two weeks. It really does pay off to devote the time and energy into creating an onboarding program that suits your business.
The length of the onboarding process
The onboarding process starts as soon as an offer of employment is issued to a potential candidate. This continues onto the employee's first day at work and into the formative first few months of employment.
There is no right or wrong answer when it comes to selecting the length and duration of the employee onboarding process. It will come down to the business, the complexity of the role in question, your team capacity, and how often the business hires new employees.
Key Things to Remember Before Creating an Onboarding Process
Set out the length and content of the onboarding process - The onboarding process should be carefully crafted in consultation with the business’ HR support and managers. This should include preboarding, paperwork, administrative information, and other documentation that may be necessary before the employee joins. From Day 1, the tenor and style of the onboarding process should shift, and it should be more collaborative, informative, and offer a clear picture of their new role and team. Check-ins, and 1-2-1s can form a part of the onboarding process.
Offer a point of contact - Whether this is a direct manager or a HR supervisor, having a point of contact can be helpful before the employee joins. Provide the employee with the appropriate internal contact details and the correct departments for various queries. Explain the role of the point of contact, how they would collaborate with the new employee, and their availability.
Day 1- Ideally, a lot of the employee onboarding happens during Day 1. Ensure that the business has compiled a solid yet practical Day 1 that is a blend of information and socialising. Try not to overload them with information or have them sit through long presentations or read excessively long documents. Communicate with relevant stakeholders about Day 1 and request their presence if necessary.
Communicate the onboarding process to all departments - Many business owners make the mistake of isolating their teams by restricting onboarding to the team in question. Having staff involvement will encourage positive team dynamics and cross collaboration. Communicate this to others through a company-wide email or offer HR support to let current employees know about the onboarding process and their role in it.
Employee onboarding checklist
Now that we understand what employee onboarding is and its importance, let us get to creating a comprehensive employee onboarding checklist. The checklist has been broken into three sections and can be customised based on your preferences.
| Before the First Day | First Day | For the First 90 Days |
|---|---|---|
| Inform current staff and let them know a new employee is joining | Remind office staff of new arrival and leave instructions on where to send the new employee | Set timely check-ins (weekly or fortnightly) with the new employee |
| Prepare all relevant paperwork such as tax, superannuation, company handbooks, and employment contracts. Upload them digitally if necessary. | Get them to finish off any HR paperwork or admin quickly if urgent before they can meet the team. | Introduce them to other departments and the wider business. |
| Have a workstation ready with all the equipment and software for the new employee. Do it few weeks in advance in case of long delivery times or IT issues. | Set up a coffee catch-up with their manager and their immediate team so they can meet everyone in a casual, informal setting. | Follow up with their mentor to check in on their mood and progress. |
| Appoint a mentor, this doesn’t need to be their manager but can be a peer who has been around a long time and is trustworthy. | Offer a guided tour of the workspace, if they haven’t seen it already. They should be able to find their workstation, exits, toilets and emergency exits. | Assign specific goals to them and provide constructive feedback on how they have worked towards the goals. |
| Order any other tech such as mobile phones or company equipment such as car, camera etc. | Introduce them to their mentor or buddy and let them get to know each other. | Provide training and support for their role. |
| Send them a welcome email. | Ensure they can access their emails, internal company systems and messaging software. Walk them through their schedule and answer any questions they might have. | Encourage informal interaction with their peers and colleagues. Invite them to company catch-ups and events. |
| Set up 1-2-1 meetings with the team in their calendar for Day 1 or the first week. | Give them an agenda to help them get started. | Seek feedback from their peers and colleagues. |
| Request the manager to call the new employee 24-48 hours before their first day to say hello and check in. | Provide them with a list of contacts and their roles. | Get their feedback on the employee onboarding process. |
Employee onboarding materials
There are key documents that will form part of the employee onboarding process. You need to include:
- Employee Policies: All relevant policies should be communicated in a written and digital format to new employees. This should include dress code, behaviour policies, handling sensitive information, social media, health and safety, and leave and sick leave policies.
- Code of Conduct: The Code of Conduct acts as a new employee’s guide to the workplace by outlining behaviours and attitudes within the workplace.
- Induction Booklet: A welcome to the team induction booklet can be impactful and make your new employee feel included and welcome. This can have things like the map of the office, instructions on getting there, parking, access, facilities, and places to eat.
- Tools, equipment, and software: The new employee will most likely need certain tools, equipment, and software to effectively perform their job. This may include a laptop, company smartphone, notepad, office stationery, protective clothing, or a vehicle.
Preboarding
Preboarding involves handling the administrative and bureaucratic details of employment. It is the period between when the employee signs the employment offer and their first day. You can finish few tasks in the preboarding process:
- Check the necessary paperwork- Ensure the employee has all the necessary permits, licenses, and valid work visa (if applicable). Further documentation will include superannuation guarantee, tax documents, non-disclosure agreements and other relevant information.
- Send them any training or relevant information packs - You can send any course materials, training links, or information packs they need to do before starting their first day.
Boost your employee onboarding with Peninsula
If you're going to hire new employees or staff, you need comprehensive and established processes that are safe and fair. Peninsula offers customised solutions for hiring, onboarding, induction, performance management, and even termination. We are with you at every step of the employee lifecycle. Peninsula can advise you on how to create the right onboarding program for your business and industry. Our expert team is available 24/7.